Migration from Gong: How to Transfer CRM Data and Call Recordings (Steps & Timelines)

Q1: Introduction to Migrating from Gong [toc=Migration Overview]

The enterprise sales technology landscape is experiencing an unprecedented wave of platform migrations, with Gong migration emerging as one of the most frequently discussed topics among sales leaders in 2025. Organizations ranging from mid-market startups to Fortune 500 companies are reevaluating their conversation intelligence investments, driven by evolving business needs, cost pressures, and the emergence of next-generation AI-native alternatives.

Traditional SaaS platforms like Gong, built during the pre-generative AI era, present significant operational challenges that compound over time. These legacy systems rely heavily on keyword tracking, basic transcript analysis, and manual coaching workflows that require extensive user adoption and training. Sales managers find themselves spending countless hours reviewing calls manually, while revenue operations teams struggle with siloed data across multiple platforms—often combining Gong with separate forecasting tools like Clari, creating fragmented workflows and duplicate data entry requirements.

The AI transformation has fundamentally shifted what's possible in sales intelligence. Modern generative AI-native platforms can understand context, sentiment, and deal-level insights automatically, eliminating the manual burden that characterizes older tools. This evolution enables true automation of coaching, forecasting, and CRM updates—tasks that previously required significant human intervention and resulted in inconsistent execution across sales teams.

Oliv.ai represents this new generation of AI-native platforms, built specifically to address the limitations driving Gong migrations. Our Meeting Assistant agent automatically joins calls, provides real-time insights, and delivers summaries within 5-10 minutes (compared to Gong's 20-30 minute delay). The CRM Manager agent updates specific fields like MEDDPICC scoring automatically, while the Forecaster Agent provides deal-level intelligence that eliminates weekly manual forecasting calls.

"We've had a disappointing experience with Gong... The platform lacks task APIs, does not integrate with other vendors... The tool is slow, buggy, and creates an excessive administrative burden."
— Anonymous Sales Leader G2 Verified Review

Why Consider Migration from Gong?

Organizations evaluate Gong alternatives for several strategic reasons beyond simple cost considerations. The primary drivers include outdated technology foundations, poor deal-level visibility, and escalating pricing structures that no longer align with delivered value.

Common Challenges during Migration from Gong

Migration challenges typically center around data portability concerns, integration complexity, and user adoption requirements. Many organizations worry about losing historical conversation data or disrupting existing workflows during platform transitions.

Q2: Key Aspects of Migrating from Gong [toc=Migration Fundamentals]

CRM Data Migration

CRM data migration represents the most critical aspect of any Gong transition. Organizations must coordinate carefully with Gong support to extract historical call metadata, deal associations, and user mappings. The process typically requires:

Contacting Gong Support for CRM Migration: Submit a formal data export request through Gong's support portal, specifying required data types and timeframes. Allow 5-10 business days for initial response and data preparation.

Coordinating CRM Disconnection and Reconnection Dates: Schedule specific cutover dates to minimize data gaps. Most organizations choose weekend transitions to reduce impact on active sales activities.

Avoiding Duplicate CRM Data during Migration: Implement data validation protocols to prevent duplicate entries when connecting new platforms to existing CRM systems.

Moving from Gong to Oliv.ai

Free Data Migration Services from Gong to Oliv.ai: Unlike many competitors, Oliv.ai provides complete data migration services at no additional cost, including import of historical Gong recordings and metadata.

Transferring Call Metadata, Transcripts, and Playable Conversations to Oliv.ai: All conversation data, including speaker identification, timestamps, and playable recordings, transfers seamlessly through automated import processes.

Data Retention Policies and Potential Data Loss Risks: Organizations maintain full data ownership with guaranteed export capabilities in CSV format upon contract termination, ensuring long-term data portability.

"If you're considering switching platforms and have six months or less on your contract, start engaging the Gong API documentation immediately to download all of your call data in a usable format."
— Neel P., Sales Operations Manager G2 Verified Review

How Oliv.ai Simplifies Migration: Oliv.ai's AI-native architecture automatically handles data mapping, user association, and workflow configuration, reducing typical migration timelines from months to weeks while eliminating costly consulting requirements.

Q3: Understanding What Data Can Be Migrated from Gong [toc=Data Migration Types]

Call Metadata Transfer (Time, Duration, Customer, Attendees)

Gong's API provides access to essential call metadata including meeting timestamps, duration, participant lists, and customer/prospect associations. This structured data typically exports cleanly through standard API calls, maintaining data integrity and relationships between calls and CRM records.

Migrating Conversation Transcripts (Including Speaker Separation)

Full conversation transcripts with speaker identification represent the most valuable migrated content. Gong maintains speaker separation and timestamps within transcripts, allowing importing platforms to preserve conversation flow and attribution. However, custom formatting may require adjustment during migration.

Playable Conversations and Video Recordings

Audio and video recordings present the most complex migration challenge. Gong stores recordings in proprietary formats that may require conversion for compatibility with alternative platforms. File sizes and bandwidth considerations can extend transfer timelines significantly.

Data Not Typically Migrated (Comments, Summary Data, Action Items)

Several Gong-specific features don't transfer between platforms:

• Custom comments and annotations
• Proprietary summary formats
• Platform-specific action items
• Tracker configurations and keyword libraries
• Custom dashboard configurations

"Gong's support team has stated... their current solution is far from convenient or accessible—it requires downloading calls individually, which is impractical and inefficient for a large volume of data."
— Neel P., Sales Operations Manager G2 Verified Review

How Oliv.ai Addresses Migration Limitations: Oliv.ai's intelligent import system automatically recreates equivalent functionality for non-transferable features, while our AI agents rebuild tracker configurations and summary formats based on your specific sales methodology, minimizing data loss during migration.

Q4: Migration Process & Recommended Timelines [toc=Migration Timeline]

Timeline for Migrating to Oliv.ai (Minimum Notice Required)

Oliv.ai's streamlined migration process typically requires 2-4 weeks minimum notice for data preparation and system configuration. This timeline includes initial data assessment, API integration setup, and historical recording import. For organizations with extensive call histories (10,000+ recordings), allow an additional 1-2 weeks for complete data transfer.

Gong's Recommended Timeline for Data Migration (30 Days to 6 Months)

Gong officially recommends 30-90 days for standard migrations, though enterprise implementations often extend to 6 months due to complex integrations and manual processes. Key timeline factors include:

• Data export preparation: 5-10 business days
• API documentation review: 2-3 weeks
• Custom integration development: 4-12 weeks
• User training and adoption: 3-8 weeks
• Validation and troubleshooting: 2-4 weeks

Steps to Initiate the Migration Process from Gong to Oliv.ai

Step 1: Contact Gong support to request data export documentation and API access credentials.

Step 2: Schedule migration kickoff call with Oliv.ai migration specialists to assess data requirements.

Step 3: Complete data mapping assessment covering call metadata, transcripts, and user associations.

Step 4: Execute automated data import through Oliv.ai's migration tools (typically 3-5 business days).

Step 5: Validate data integrity and configure user permissions and workflow settings.

Step 6: Conduct user onboarding and system training sessions.

How Oliv.ai Accelerates Migration: Oliv.ai's AI-native architecture automates data mapping and user configuration, reducing typical 6-month enterprise migrations to 4-6 weeks while eliminating costly consulting requirements through intelligent automation.

Q5: User Association and Account Mapping [toc=User Mapping]

User Mapping via Email Addresses

User association during migration relies primarily on email address matching between platforms. Gong exports user data including email addresses, roles, and permission levels, which importing platforms use for automatic account creation and access control mapping.

Standard mapping process:

1. Extract user directory from Gong's admin panel
2. Cross-reference email addresses with existing CRM user records
3. Map role-based permissions (admin, manager, user, viewer)
4. Configure team hierarchies and reporting structures
5. Validate access controls and data visibility settings

Creating New User Accounts During Migration to Oliv.ai

Account Creation Workflow:

Step 1: Import existing user list with email addresses and role designations from Gong export.

Step 2: Generate automated account creation for matched users with appropriate permission levels.

Step 3: Send system-generated onboarding invitations with temporary passwords and setup instructions.

Step 4: Configure role-based access controls matching previous Gong permissions (manager access to team calls, individual user access to personal recordings).

Step 5: Establish team hierarchies and coaching relationships for sales managers and representatives.

Permission Level Mapping:

• Admin users: Full system access, user management, integration controls
• Manager users: Team call access, coaching tools, forecasting dashboards
• Standard users: Personal call access, basic analytics, CRM integration
• Viewer users: Read-only access to assigned accounts or territories

How Oliv.ai Simplifies User Management: Oliv.ai's automated user provisioning eliminates manual account setup burdens through intelligent role detection and permission mapping, while our agent-driven interface reduces training requirements that typically plague traditional SaaS adoption.

Q6: Configuring Themes, Topics, and Triggers Post-Migration [toc=Post-Migration Setup]

Post-migration configuration represents one of the most critical yet often overlooked phases of platform transitions. Organizations moving from Gong must recreate their conversation tracking frameworks, custom themes, and automated triggers that took months or years to optimize. This configuration phase directly impacts user adoption, coaching effectiveness, and the platform's ability to deliver actionable insights from day one.

Traditional SaaS platforms like Gong require extensive manual configuration of conversation trackers, keyword libraries, and scoring criteria. Sales operations teams spend weeks recreating topic hierarchies, manually inputting competitor names, product mentions, and objection patterns. Each tracker requires individual setup, testing, and validation across different call types. The process becomes even more complex when organizations have customized their Gong implementation with industry-specific terminology, requiring detailed documentation transfers and manual recreation of every configuration element.

AI-native platforms fundamentally transform post-migration configuration through intelligent automation and contextual understanding. Advanced language models can analyze existing conversation patterns, automatically identify recurring themes, and suggest optimal tracker configurations based on actual usage data rather than manual keyword lists. This intelligent approach reduces configuration time while improving accuracy, as AI systems understand context and intent rather than relying solely on keyword matching algorithms.

Oliv.ai's Meeting Assistant agent automatically analyzes migrated conversation data to identify company-specific themes, competitive mentions, and sales methodology elements without manual configuration. Our Coaching Agent intelligently recreates scoring frameworks based on actual conversation patterns, while the CRM Manager agent establishes automated field updates that match your existing sales process.

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This agentic approach eliminates the traditional 4-6 week configuration timeline, delivering intelligent conversation analysis within days of migration completion.

Onboarding and Setup with Oliv.ai

Oliv.ai's onboarding process leverages imported Gong data to accelerate configuration setup. The platform analyzes historical conversations to automatically suggest theme categories, identify key discussion topics, and recommend trigger configurations that align with your team's collaboration patterns.

Converting and Importing Gong Trackers and Configurations into Oliv.ai

Automated Tracker Migration Process:

1. Export existing Gong tracker configurations and keyword libraries
2. Upload configuration files to Oliv.ai's intelligent mapping system
3. AI analysis identifies equivalent themes and suggests improvements
4. Automated testing validates tracker accuracy against historical calls
5. Deploy optimized configuration with enhanced AI-driven insights

Q7: Best Practices and Tips for a Smooth Migration from Gong to Oliv.ai [toc=Migration Best Practices]

Successful Gong migration requires strategic planning, stakeholder alignment, and systematic execution to minimize disruption while maximizing the benefits of platform transition. Organizations that follow proven migration methodologies reduce implementation timelines by 40-60% while achieving higher user adoption rates and faster time-to-value realization.

Traditional migration approaches rely heavily on manual processes, extensive user training programs, and lengthy validation periods that can extend implementations for months. Legacy platforms require detailed documentation of existing configurations, manual recreation of workflows, and comprehensive user education on new interfaces and processes. This approach creates adoption resistance, productivity gaps during transition periods, and significant opportunity costs as teams struggle with unfamiliar tools and workflows.

AI-era migration strategies leverage intelligent automation, contextual learning, and adaptive user interfaces to minimize transition friction. Modern platforms can automatically analyze existing usage patterns, suggest optimal configurations, and provide intuitive interfaces that require minimal training. This approach accelerates adoption while reducing the manual burden typically associated with enterprise software transitions.

We've designed Oliv.ai's migration framework to eliminate traditional implementation challenges through intelligent automation and proactive support. Our Migration Assistant agent handles data mapping and configuration transfer, while the Onboarding Agent provides contextual guidance based on each user's role and previous Gong usage patterns. The Success Manager agent continuously monitors adoption metrics and suggests optimization strategies to maximize platform value.

Pre-migration Checklist for Oliv.ai

Data Preparation Requirements:

• Export complete Gong user directory with role assignments
• Document existing tracker configurations and custom themes
• Identify critical integrations (CRM, email, dialer platforms)
• Compile representative call samples for validation testing
• Establish success metrics and adoption targets

Stakeholder Alignment:

• Secure executive sponsorship for platform transition
• Define migration timeline and communication strategy
• Assign dedicated project coordinator for implementation oversight
• Schedule user training sessions and adoption support programs

Post-migration Validation and Troubleshooting on Oliv.ai

Systematic Validation Protocol:

1. Data Integrity Check: Verify complete transfer of historical recordings and metadata
2. User Access Validation: Confirm appropriate permission levels and team assignments
3. Integration Testing: Validate CRM sync, email connectivity, and dialer integration
4. Workflow Verification: Test automated triggers, notifications, and reporting functions
5. Performance Monitoring: Track system response times and user experience metrics

Q8: Frequently Asked Questions (FAQs) about Migration from Gong to Oliv.ai [toc=Migration FAQs]

Q: How long does the actual data migration from Gong to Oliv.ai take?
A: Complete data migration typically requires 3-5 business days for automated transfer, with an additional 1-2 weeks for validation and configuration. This represents a significant improvement over traditional platform migrations that often extend 3-6 months.

Q: Will we lose any historical call data during migration?
A: Oliv.ai preserves all historical call recordings, transcripts, and metadata during migration. Our platform imports common recording formats from Gong and provides free data migration services, ensuring complete data continuity without additional charges.

Q: What happens to our existing Gong integrations with Salesforce/HubSpot?
A: Oliv.ai maintains equivalent CRM integrations while enhancing functionality through AI-driven field updates and automated data enrichment. Our CRM Manager agent provides superior integration capabilities compared to Gong's basic logging approach.

Q: How much training will our sales team need on Oliv.ai?
A: Oliv.ai's agent-driven interface requires minimal training compared to traditional SaaS platforms. Most users become productive within 2-3 days, as our AI agents handle complex tasks automatically rather than requiring manual user adoption.

Q: Can we run Gong and Oliv.ai simultaneously during transition?
A: Yes, parallel operation is supported during migration periods. However, most organizations complete their transition within 2-4 weeks due to Oliv.ai's superior functionality and user experience.

Q: What support is available during the migration process?
A: Oliv.ai provides dedicated migration specialists, automated data validation tools, and ongoing success management. Unlike competitors who often discontinue support post-implementation, we maintain active customer success partnerships.

"If you're considering switching platforms and have six months or less on your contract, start engaging the Gong API documentation immediately to download all of your call data in a usable format."
— Neel P., Sales Operations Manager G2 Verified Review

Q: How does Oliv.ai's pricing compare to our existing Gong investment?
A: Oliv.ai typically delivers equivalent functionality at approximately half the cost of Gong's current pricing structure, which has increased from $160 to $250+ per user monthly. Our modular approach eliminates forced bundling of unused features.

Q9: Conclusion [toc=Migration Summary]

The enterprise sales technology landscape has reached a critical inflection point where organizations can no longer afford to maintain outdated, manual-intensive platforms that drain resources while delivering diminishing returns. Gong migration represents more than a simple platform switch—it's a strategic decision to embrace AI-native sales intelligence that transforms how revenue teams operate, forecast, and grow.

Traditional conversation intelligence platforms like Gong, built during the pre-generative AI era, require extensive manual intervention, costly integrations, and significant ongoing maintenance that diverts valuable resources from revenue-generating activities. These legacy systems force organizations into expensive multi-vendor relationships, creating data silos and workflow inefficiencies that compound over time. The platform's pricing trajectory, increasing from $160 to $250+ per user monthly with forced feature bundling, demonstrates the unsustainable cost structure of maintaining decade-old technology architectures.

The AI transformation has fundamentally redefined what's possible in revenue intelligence, enabling autonomous agent-driven platforms that perform complex tasks without human intervention. Modern AI-native solutions eliminate the manual coaching, forecasting, and CRM update burdens that characterize traditional SaaS tools, while providing superior insights through contextual understanding rather than basic keyword tracking. This evolution represents the difference between tools that require extensive user adoption versus platforms that work autonomously for users.

Oliv.ai's generative AI-native architecture addresses every limitation driving Gong migrations through intelligent agent automation and superior data utilization. Our Meeting Assistant, CRM Manager, Coaching Agent, and Forecaster Agent work together to provide deal-level intelligence, automated CRM updates, and predictive insights that eliminate manual workflows entirely.

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The platform's transparent migration support, including free historical data import and guaranteed data portability, demonstrates our commitment to customer success rather than vendor lock-in strategies.

Ensuring a Successful Transition from Gong to Oliv.ai

Success metrics for Gong migration should focus on adoption speed, workflow efficiency improvements, and cost reduction realization. Organizations typically achieve 40-60% faster user adoption with Oliv.ai's intuitive agent-driven interface compared to traditional SaaS training requirements.

Next Steps and Additional Resources for Using Oliv.ai

Ready to explore how AI-native sales intelligence can transform your revenue operations? Schedule a personalized demonstration to see how Oliv.ai's agent-driven platform eliminates the manual burdens and cost inefficiencies driving your Gong migration consideration. Our migration specialists provide comprehensive support throughout the transition process, ensuring seamless data transfer and rapid value realization.

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