Migrating your workspace

This guide is for administrators migrating an existing Default workspace to a new one. Default’s migration team transfers your existing configuration: users, working hours, queues, booking links, and workflows. Authorization granted per user or per company does not transfer. Calendar access, integration credentials, and website tracking belong to your accounts, not to the workspace. You re-establish each one after the migration completes. This guide covers administrator tasks. Member setup is a short list you can send to the wider team.

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How the migration works

Your Default team confirms the go-live date directly.

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What Default migrates

The following transfers with the workspace. None of it requires rebuilding.

• Organization and branding, including logo and workspace colors.
• User records, with first and last names and profile pictures.
• Working hours for every member, so availability is accurate from day one.
• Queues and queue membership, together with their assignment history.
• Shared and team events, their booking form questions, and their hosts.
• Workflows, including their steps and branching logic. Default ports workflows on a separate track from the rest of the migration, so your Default team confirms when they land.

Assignment history is the detail most worth knowing about. It transfers with the queues, so round robin resumes from its existing position, not from a backlog routed to whichever member sorts first. Default also creates accounts without invitation emails. You control when to tell the team to sign in.

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What does not transfer

The following items do not transfer. This guide covers how to re-establish each one below.

• Passwords. The new workspace authenticates through single sign-on or a magic link.
• Calendar connections. Each user reconnects their own Google or Outlook calendar.
• Workspace integrations. Salesforce, HubSpot, Slack, Gong Engage, Salesloft, Outreach, Apollo.io, Amplemarket, Smartlead, and Zoom all require reconnection.
• The Pixel. The new workspace issues its own Pixel key and snippet. You register each domain again.
• Personal booking links. Shared and team events transfer. The migration excludes single-host personal events by default.
• Named booking links. Individual shareable links generated from an event, each with its own custom URL, expiry, or tracking parameters, do not transfer. The underlying events do, so regenerate the links from them.
• Meeting history. Past meetings do not migrate. Export anything you need for reporting while the previous workspace is still live.
• Pending invitations. Only users who accepted an invitation transfer. Send a new invitation to anyone still pending.
• Cross-system references inside workflows. Re-select Slack channels, sequences, events, and queues in the workflow builder.
• Published state on workflows. Migrated workflows arrive as drafts.

Set the identifier early, before anyone shares a new link. Open Settings, select Organization, then set Workspace Identifier. Until you set it, booking URLs fall back to an internal ID. Calendar invites also leave out reschedule and cancel links.

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Administrator setup

Complete steps 2 and 3 in order, because user mapping requires a connected integration. Complete the remaining steps in any order.

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1. Sign in and reconcile the user list

Passwords do not transfer. Initial sign-in uses single sign-on or a magic link. To authenticate through an identity provider, open Settings, then select Single Sign-On (SSO) under Workspace Settings. Select Add domain to verify the domain. Then select Set up SSO to create the connection. There is no directory sync, so membership changes remain manual. Next, open Users under Workspace Settings. Reconcile the list against the previous workspace. Users whose invitations were still pending did not transfer, so select Invite People to add them. When a CRM is connected, Add from Salesforce and Add from HubSpot import the user list directly. Roles are Admin, Member, and Viewer. A role change takes effect at that user’s next sign-in, not immediately. See Users for the full invite flow and Single Sign-On for domain verification.

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2. Reconnect workspace integrations

Open Settings, then select Integrations under Workspace Settings. The page groups providers by category: CRM, Sequencing, Notifications, Enrichment, Website Intent, Calendar, and Conferencing. Open a provider. Select Connect. An administrator connects the following once for the entire workspace:

• A CRM, either Salesforce or HubSpot. Connect this first, as user mapping in step 3 depends on it.
• Zoom, so booked meetings include a conferencing link. You connect conferencing once for the workspace, not per user.
• Slack, if workflows post notifications.
• Any sequencing platform in use: Outreach, Salesloft, Gong Engage, Apollo.io (Sequencing), Amplemarket, or Smartlead.

Default manages Enrichment providers, so they do not require an API key. Website Intent providers are available at an additional cost. Speak to the Default CS team to learn more. You cannot delegate this step. Members and viewers see only calendar and conferencing providers on the Integrations page. Only administrators see all other providers. See Integrations for the full provider list, and Salesforce for the managed package setup.

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3. Map users to connected integrations

Default resolves each member to their corresponding Salesforce user, HubSpot owner, or Slack account through an integration mapping. Without it, a workflow cannot assign the correct owner or notify the correct recipient. When you connect Salesforce, HubSpot, Zoom, Salesloft, Slack, or Apollo.io (Sequencing), Default maps users automatically by email address. Default also reports the number of users it matched. Verify that count against headcount. A user whose Default email differs from their address in the connected system does not match and requires manual mapping. Default never maps Outreach, Amplemarket, Gong Engage, and Smartlead automatically. Configure these mappings by hand. To review or complete mappings, open Settings, select Users, then open the Mappings tab. The tab shows a consolidated grid. To map an individual, open their row and select Integrations.

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4. Reinstall the Pixel and re-approve forms

Begin this step early. It is the only task that requires a change to the website, which is outside the administrator’s control. The new workspace issues its own Pixel key. The snippet currently deployed points at the previous workspace and reports nothing. Open Settings, select Configurations under Workspace Settings, then open Pixel. If you do not see a Pixel tile on the Configurations page, open the Forms app and select Domains instead. Replacing the snippet on a live site is a cutover, not a test. From the moment the new snippet goes live until you approve and map every form, real submissions arrive against forms Default does not yet know. Rehearse the sequence on a test page first. Then repeat it on the production domain, knowing what to expect.

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Rehearse on a test page

To check routing as well, point a workflow at the test form with the Form Submission trigger. This writes to live systems, as step 5 describes, so use records you are willing to create.

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Cut over the production domain

Keep the test domain registered after go-live. It gives you a place to verify the next form change before it reaches production. To stop tracking the test domain, open its menu and select Archive domain. See Pixel for installation detail and field mapping.

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5. Review and publish workflows

Migrated workflows arrive as drafts. A draft does not process live traffic, so nothing executes until this step is complete. Open each workflow to verify three items:

• Cross-system references. Slack channels, sequences, events, and queues are workspace specific, so re-select them. A step that references nothing does not run.
• Publish. Select Publish to promote the current draft to the live version.
• Enabled. The Enabled switch stays off until you publish the workflow at least once. Publishing alone does not activate it, so also turn on the switch.

The workflow list shows a Draft, Paused, or Active badge on each card. The badges give a quick view of what remains outstanding.

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Member setup

Every member completes two tasks after their first sign-in. An administrator cannot do either task, because both authorize access to that member’s own accounts.

1. Connect a calendar. Open Settings, then Integrations, and connect either Google Calendar or Outlook Calendar. Until then, Default cannot book the member for meetings.
2. Recreate personal booking links. Shared and team events transferred with the migration. Personal single-host events did not, so members who used one rebuild it in Scheduling.

First and last names, profile pictures, and working hours transferred. Members can skip those parts of Member onboarding and use the rest as reference. Display name, job title, and phone number did not transfer, so ask members to fill those in on their profile. A phone number also turns on the SMS notification channel.

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Verify calendar coverage before go-live

Calendar connections are the one part of the migration that depends entirely on individual users. Confirm coverage rather than assume it. Routing that books meetings excludes any member without a connected calendar. Default raises no error and does not notify the member. Workflows still assign records to the member, so the member continues to receive work. The gap goes unnoticed until someone asks why the member stopped getting meetings. Open Settings, then Users. Review these columns: Queues reports the same condition per queue member.

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What works differently

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Where functionality moved

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Not available today

• Custom domains for booking links.
• Tags, and lead or lifecycle stage management.
• UTM field mapping. Default still captures UTM values, but no configuration surface exists for mapping them to fields.
• The available, away, and paused selector on a queue member’s row. Use out of office, or set the member inactive on the queue.
• The separate “My meetings” and “Booked by me” views. The Meetings page is a single list segmented by status, so filter by host instead.

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What’s new

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Get help

Direct questions about migration scheduling to your Default team in the shared Slack channel. For product questions, see Support.