Migrate to Keito

Use this section to plan, run, verify, and complete a migration from another time or planning system. Keito provides a guided, self-service importer for Harvest during workspace setup and a confirmed-self Toggl Track history importer in an existing workspace’s Settings. Where Forecast planning imports are available, Business workspace owners and administrators can also import dated planning bookings separately from Harvest.

Keep the source system available until the migration has been reconciled. Do not delete live source data to prepare for an import.

Migration workflow

A controlled migration has four stages:

Stage	What you do	Exit condition
Plan	Choose an owner, scope the data, export a backup, and agree a cutover window	Source scope and sign-off owner are documented
Import	Connect the source, review preview counts, and run the automated importer	Every selected import phase completes
Verify	Compare counts, hours, relationships, financial totals, and permissions	Business and financial checks are signed off
Cut over	Stop new source activity, invite the team, revoke the migration token, and retain a rollback window	Keito is the system for all new work

Sources and availability

Harvest

The Harvest importer can migrate:

clients;
projects and assignments;
tasks;
team members and roles when roles are present;
time entries;
expenses and expense categories;
invoices;
estimates.

It can also create Keito starter reports for the new workspace. Start with Migrate from Harvest.

Retainers need a manual step. Harvest’s API returns the invoices that funded a retainer but not balances, project links, or draws, so plan time to map deposits and enter opening balances. See How Harvest retainers are handled.

Forecast planning

Use Migrate from Forecast when Forecast planning is available in your Business workspace. Select it separately from Harvest data under Settings → Import → Harvest & Forecast. A Forecast administrator’s Harvest ID personal access token connects the planning account; a Harvest time-tracking account is not required.

The illustrated guide covers original booking dates and daily allocations, explicit client/project/person mappings, placeholders, exclusions, and snapshot reconciliation. Historical working-calendar changes cannot be reconstructed. This planning flow does not import actual time or financial records and is not a live sync.

Toggl Track — confirmed-self imports

Owners and administrators can open the Toggl importer in an existing Keito workspace. The migration reference and full walkthrough explain how to import your confirmed identity’s accessible historical time, reconcile it and review historical billing. This self-only flow does not establish whole-team or full workspace coverage. The illustrated example uses fictional data in an isolated environment.

Helping several clients move? Accounting and advisory firms can plan client migrations with us through the partner program.

If you are moving from another system, contact Keito before changing or deleting the source. The team can help establish what is available and how to reconcile it.

Before starting

Choose one migration owner and one person responsible for financial validation. For a small company these can be the same person, but both responsibilities should be explicit.

Prepare:

administrator access to the source system;
a source export stored securely;
the expected client, project, user, time-entry, expense, invoice, and estimate counts;
an agreed time after which the team will stop entering new source data;
enough source-system access to cover at least one billing and reporting cycle after cutover.

Security rules

Treat migration tokens like passwords.
Do not include tokens in screenshots, tickets, chat messages, or source control.
Use a temporary token when practical.
Review imported teammates and permissions before sending invitations.
Revoke or rotate the token after validation.
Retain exports according to your organisation’s data-retention policy.

Next steps

For a longer walkthrough with every screen, see the illustrated Harvest to Keito migration guide.