Overview
You can move your existing GUIDE 1.0 projects to GUIDE 2.0 without migrating everything at once. Start with one project, review the migrated version, and switch it to GUIDE 2.0 when your team is ready.
Migration is available to admins and is included with your existing subscription.
At a glance
Who can migrate projects? | Admins |
Where do I manage migrations? | Migration Manager |
Where does work happen during review? | GUIDE 1.0 |
When does work move to GUIDE 2.0? | After you select Approve & Switch |
Can I migrate one project at a time? | Yes |
Is there an additional cost? | No |
Before you migrate your first project
Complete these checks before starting a migration:
Confirm you have admin access. Only admin-licensed users can migrate projects.
Make sure Messages is enabled. Legacy Notes move as part of the Messages migration, which runs before project migration.
Confirm migration is enabled for your account. If you do not see the Migration Manager, contact your CSM.
Plan for your integrations. Recipes, automations, and API connections do not move with a project. Set them up for GUIDE 2.0 before migrating projects that depend on them.
Identify public Shared Project links. Existing public overview links will not provide a live GUIDE 2.0 project overview after migration.
Identify tasks with multiple assignees. GUIDE 2.0 keeps only one assignee on a migrated task, so plan to review those assignments after migration.
Note workflows that rely on watchers or task sign-off. These do not carry over to GUIDE 2.0.
Important: If your team relies heavily on watchers, consider pausing project migration until watcher functionality is available for your GUIDE 2.0 workflow.
Migrate a project
Each project moves through five stages: find it, preview the GUIDE 1.0 project, migrate it, review the GUIDE 2.0 version, and approve the switch.
1. Find the project
From GUIDE 1.0:
Open the settings menu next to your workspace name.
Select Project Migration.
Find the project you want to migrate.
To find several related projects, select Filters and filter the list by template or customer.
Projects are organized into migration-status tabs, including:
Not Started
In Progress
Ready for Review
Check each tab if you do not immediately see the project you need.
2. Preview the GUIDE 1.0 project
Before migrating, use Live to open the current GUIDE 1.0 project in a new tab.
Use this version as your reference during the migration review.
At minimum, compare:
Milestone count
Task count
Project and task statuses
You may notice some count differences after migration because GUIDE 2.0 represents some project structures differently.
3. Migrate the project
Select Migrate for the project.
You can follow its progress from the In Progress tab.
While the project is being migrated and reviewed, your team continues working in the GUIDE 1.0 project.
4. Review the project in GUIDE 2.0
When migration finishes, find the project in Ready for Review.
Open the migrated project and use the preview option to view the GUIDE 2.0 version in a new tab.
Compare it with the GUIDE 1.0 project. Review:
Milestones
Tasks and subtasks
Statuses
Dates
Task and project content
Visibility
User access
Assignments
Pay particular attention to task structure and task counts. Task groups, participant tasks, and action items can be represented differently in GUIDE 2.0.
Also review tasks that previously had multiple assignees. Only one assignee is retained during migration.
Tip: Keep the GUIDE 1.0 and GUIDE 2.0 versions open side by side while you review the migrated project.
5. Approve the switch to GUIDE 2.0
When you have finished reviewing the migrated project and are ready for your team to begin working in GUIDE 2.0, select Approve & Switch.
The project then goes live in GUIDE 2.0.
Important: Until you select Approve & Switch, work continues in GUIDE 1.0. After the switch, all ongoing work for that project happens in GUIDE 2.0.
Rollback is available, but it is not recommended. Work completed in GUIDE 2.0 does not copy back into GUIDE 1.0 if you roll the project back.
What moves to GUIDE 2.0
Most of the project structure and current project information carries over.
Item | What to expect |
Projects, milestones, tasks, and subtasks | Dates and dependent dates carry over. |
Task groups | Task groups become parent tasks. This can change milestone task counts and progress. |
Action items | Action items become tasks in the same milestone or in a new milestone at the end of the phase. Completed action items are included. |
Project and task attachments | Uploaded files move with the project. Links to files hosted outside GUIDEcx do not. |
Messages, welcome messages, and PM notes | Legacy Notes move as part of the Messages migration. |
Tags and checklist items | Tags and checklist items carry over, but checklist completion state does not. |
Time tracking, costs, and billing profiles | Time information carries over, including costs associated with time entries. |
Estimated hours and team capacity | Values match the source project. |
What does not move
Some GUIDE 1.0 project information and configuration must be handled separately.
Item | What to expect |
Task sign-off | Does not carry over. |
Watchers | Do not carry over. If your workflow depends heavily on watchers, consider delaying migration. |
Priority fields | Do not carry over. |
Public Shared Project overviews | Existing public links may remain accessible but can show frozen data instead of a live GUIDE 2.0 overview. Identify affected customers before migration. |
Integrations, recipes, and API connections | Must be set up separately for GUIDE 2.0 before migrating projects that use them. |
Historical assignment emails | Are not resent. Only new emails caused by changes made in GUIDE 2.0 are sent. |
Additional assignees on multi-assignee tasks | Only one assignee is retained. Review the resulting assignment after migration. |
Project changes to review after migration
Some differences between GUIDE 1.0 and GUIDE 2.0 are expected and do not necessarily indicate a migration problem.
Task groups become parent tasks
GUIDE 2.0 represents task groups as parent tasks. Because of this change, milestone task counts and progress may look different from the GUIDE 1.0 project.
Action items become tasks
Action items are migrated as tasks. They may appear in the same milestone or in a new milestone at the end of the phase. Completed action items are also included.
Subtasks cannot contain their own subtasks
GUIDE 2.0 does not allow a subtask to have subtasks of its own.
Review nested project structures after migration, particularly when GUIDE 1.0 task groups were used.
Event details move into the task description
For migrated event tasks, event information is retained in the task description.
Counts can change
Task counts or units may differ between versions because GUIDE 2.0 represents task groups, participant tasks, and action items differently.
Use the migrated project's actual structure and content—not task count alone—to determine whether the migration is correct.
What happens to links and historical information?
Existing project links
A link to a GUIDE 1.0 project opens the migrated GUIDE 2.0 project after the project has switched.
Public Shared Project overview links are different. Those links may continue showing a frozen version rather than a live GUIDE 2.0 overview.
Historical activity
Historical activity remains available in GUIDE 1.0.
Historical projects can also be migrated or exported.
Reporting
A migrated project is counted once in reporting, using the reporting data for the version it moved to.
If a project fails to migrate
A failed migration does not move your team's project work out of GUIDE 1.0.
To retry:
Open the Needs Attention tab.
Open the affected project.
Review the migration failure message.
Discard the failed migration attempt.
Select Migrate to try again.
If the same failure happens again, contact your CSM for help.
Frequently asked questions
Do we have to migrate every project at once?
No. You can start with one project, confirm that your migration process works for your team, and migrate additional projects when you are ready.
Does GUIDE 2.0 cost extra?
No. GUIDE 2.0 is included with your existing subscription.
Will our customers notice a difference?
Yes. Migrated projects use the GUIDE 2.0 experience, so customers will see a different interface when completing tasks and reviewing project status.
Do we need to rebuild our integrations?
Integrations, recipes, and API connections do not migrate with individual projects. Set up the GUIDE 2.0 versions before migrating projects that depend on them. Reach out to your CSM to coordinate the integration migration!
Can we migrate active templates?
Yes. Your CSM can help you review GUIDE 1.0 templates and move them to GUIDE 2.0.
Can we move projects or templates to another workspace during migration?
No. Projects and templates cannot be moved between workspaces as part of this migration.
Will we lose historical data?
No. Historical information remains available, and historical projects can be migrated or exported.
Historical activity remains visible in GUIDE 1.0.
Will migration resend old assignment emails?
No. Historical assignment emails are not resent. Only new emails related to changes made in GUIDE 2.0 are sent.
Can we roll a project back to GUIDE 1.0?
Yes, but rollback is not recommended. Work completed in GUIDE 2.0 does not copy back to GUIDE 1.0.
Get help
Contact your CSM if:
You do not see the Project Migration Feature.
A migration repeatedly fails.
You need help planning the migration of your active templates.
You need help reviewing your GUIDE 1.0-to-GUIDE 2.0 migration plan.