Healthcare Services Provider Migrates from Salesforce to a Customized Vtiger Instance
Industry Healthcare Services
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$10B+ Client Revenues
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12+ Successful Years
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1000+ IT Ninjas
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5000+ Projects
Client's Testimonial
Leaving Salesforce felt like a huge risk, but Developers.dev made it a seamless and highly successful transition. They didn't just migrate us; they built us a better, more intuitive system in Vtiger for a fraction of the cost. Our team adoption has been fantastic, and the 60% we're saving on licensing is now being invested back into patient care. Their understanding of our workflow was remarkable.
COO, Compassion Home Care
Client Overview
A US-based company providing non-medical home care services, with a team of 50 care coordinators. They were using Salesforce Enterprise Edition, but the high licensing costs were becoming prohibitive. Furthermore, the platform was overly complex for their needs, and they were only using a fraction of its features. They needed a more affordable, streamlined solution for managing client intake, scheduling, and communication.
Problem
The client was paying over $100,000 annually in Salesforce licensing fees for features they didn't use. The system was slow and cumbersome for their coordinators, who needed a simple, fast way to manage client profiles, schedule caregivers, and log communication-all while maintaining data security.
Key Challenges
Data Migration Complexity
Migrating five years of complex data from Salesforce to Vtiger without losing historical context or data relationships.
Functionality Replication
Replicating essential Salesforce functionality in Vtiger using custom development.
User Adoption
Ensuring the new system was user-friendly to drive adoption among non-technical care coordinators.
Data Security & Access
Maintaining data security and implementing strict access controls for sensitive client information.
Our Solution
We executed a comprehensive migration and customization project, positioning Vtiger as the ideal, cost-effective alternative to Salesforce.
🔄 Phased Data Migration
We used a proven methodology to migrate all standard and custom objects from Salesforce, including Accounts, Contacts, Leads, and historical Activities. The migration was performed in stages, with multiple validation checks to ensure 100% data integrity.
📅 Custom Scheduling Module
We built a custom "Caregiver Scheduling" module in Vtiger that replicated and improved upon their Salesforce scheduling process. It included a visual calendar, skills-based matching of caregivers to clients, and automated reminders.
✨ Simplified User Interface
We heavily customized the Vtiger UI, removing unnecessary modules and fields to create a clean, intuitive interface that only showed the information relevant to a care coordinator's daily tasks.
🔒 Role-Based Security Hardening
We configured granular roles and profiles within Vtiger, locking down access to sensitive client data and creating a detailed audit trail of all user activity to support their internal compliance needs.
Implementation and Execution
Data Structure Analysis
Performed a full data structure analysis of their Salesforce org.
ETL & Data Loading
Used industry-standard ETL tools for the data extraction and loading process.
Agile Module Development
Developed the custom scheduling module and UI simplifications over a series of agile sprints.
Pilot & User Testing
Conducted a "pilot" migration with a subset of data to a sandbox environment for user testing.
Zero-Disruption Cutover
Executed the final, full migration over a weekend to ensure zero business disruption.
Training & Support
Delivered on-site (via Zoom) training for all 50 care coordinators and provided post-launch support.
Positive Outcome
💰 60% Reduction in Annual CRM Costs
The primary goal of the project was achieved, freeing up significant capital.
⚡ 50% Faster Data Entry
The simplified UI and custom workflows made the system much faster and easier to use than Salesforce.
🤝 98% User Adoption Rate within 30 Days
The intuitive design and targeted functionality led to immediate buy-in from the team.
🛡️ Enhanced Data Security
The new system provided more granular control over data access than their previous Salesforce configuration.
Why Choose Us
🧑💻 Ecosystem of Experts
Our team included migration specialists and Vtiger customization experts.
✅ CMMI Level 5 Maturity
Our rigorous process was crucial for a zero-defect data migration.
🔒 Ironclad Security
We ensured the new system was hardened to protect sensitive client data.
❤️ 95% Client Retention
Demonstrates our commitment to long-term success.
⭐ Vetted, In-House Talent
Experts who understood both Salesforce and Vtiger architecture.
💡 Zero-Risk Trial
The client could verify our capabilities before the main project.
🔄 Free Replacement Guarantee
Our commitment to providing the right talent.
🤖 AI-Augmented Delivery
Helped manage the complex dependencies of the migration plan.
👑 Full IP Ownership
The custom scheduling module is the client's proprietary asset.
Conclusion
This case study proves that with the right development partner, migrating from a high-cost CRM like Salesforce to a flexible, open-source platform like Vtiger is not only possible but can result in a superior, more cost-effective solution that is better aligned with the business's actual needs.