Merging Data from Another HawkSoft 6 Database

When your agency acquires another HawkSoft agency, HawkSoft can merge the acquired database into your existing system. This guide explains what to complete before and after the merge and outlines which data is included.

To begin the merge process, email HawkSoft Billing at billing@hawksoft.com.

Before you begin the Merge

Complete the following steps to ensure a smooth merge and accurate data mapping:

  1. Add users from the acquired agency.

    1. Create user accounts for all incoming staff in your HawkSoft database.

      Match first/last names and initials exactly as they appear in the acquired database. This ensures correct transfer of Agent 1/2/3, Producer, CSR, and other user‑linked fields.

      1. Set User Permissions for each user.

      2. Configure email settings so new users can send and receive email immediately after the merge.

      3. If your agency uses Agent Signatures in HawkSoft for forms and correspondence, set up signatures for each newly added user who will need them.

    2. Optional: If the acquired database uses tracking-only users for commission and/or sales tracking and you want to maintain them, recreate the tracking-only users in your existing database.

  2. Obtain the list of carriers used by the acquired agency and compare it against your current Carrier Setup.

    Carrier client files will transfer but will not remain linked to carriers in Carrier Setup.

    If the acquired agency uses carriers you do not currently write with, those carriers will be created automatically during the merge but without stored contact details. Alternatively, you can create the carriers manually before the merge.

    Manually Create Carriers

    1. Ensure the carrier names match the acquired agency’s names exactly to avoid duplicates during the merge.

    2. Add carrier contact details (phone, email, website, etc.), as these details will not be generated automatically.

    3. Check the acquired agency’s reports for data that may need updates before merging, such as:

      • Clients assigned to users who will not exist in your destination database.

      • Inconsistent or duplicate carrier names.

For additional information on how to clean up this data prior to the merge, see Data Replace.

After the Merge

Once HawkSoft finalizes the merge, complete these tasks:

  1. Configure your agency to receive the acquired agency's carrier downloads (if needed).

    1. If you will use the acquired agency’s Ivans account, set up their Ivans account in your existing database's Download Accounts settings and ensure downloads are enabled in your Download Rules (if not already done).

      If carriers redirected their downloads to your primary Ivans account, skip this step.

    2. If the acquired agency received carrier downloads (outside of Ivans), install and configure the required downloaders on the workstation of the employee processing downloads, so the agency's data can be received and imported into HawkSoft.

      See Configure Local and Third-Party Downloads for more information.

      For assistance in downloading and configuring the third-party downloaders, please contact the carrier's support.

  2. Review all client and policy Tasks to make sure they were imported correctly and are assigned to the right users. For more information, see Managing Tasks for the Agency.

  3. Check Carrier Setup for duplicate carriers created and merge them as needed.

Data Included in the Merge

The following items from the old agency's database migrate into your existing HawkSoft database:

  • Client Details

  • Client or Policy Source

  • Tasks (optional by request)

  • Attachments

  • Certificates & Document Library

  • Claims

  • Client Links

  • Contacts

  • Forms

  • Logs

  • People

  • Policies & Policy History

  • Proposals

  • Submissions

  • Working Docs

Data Not Included in the Merge

Some items cannot transfer because they rely on carriers, users, or system‑specific metadata.

Non‑client system data does not transfer (for example, Agency Settings, Correspondence Templates, AI database, Users, and IVANS settings).

This includes but is not limited to:

  • Accounting & Commissions

  • Client Tags

  • Custom Fields

  • Customized Lists

  • Hazards, class codes, activity tags, attachment descriptions, attachment categories, etc.

  • Text Messages

  • Correspondence Templates

If any of the above information or settings are needed from the old database, you will need to edit, rebuild, or recreate these items after the merge into your existing database.

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