Email Domain Migration Checklist
If you are planning to change the email domain used in your organization—perhaps due to a company acquisition or a rebranding—this checklist will help ensure a smooth transition with minimal disruption. Changing your domain impacts integrations such as SSO, Outlook, Exchange, and potentially third-party tools. To prevent issues like users not being able to log in or synchronize bookings, careful planning is essential.
Below, you’ll find the steps to take for a successful migration, supported by Officebooking.
Steps to Prepare for Migration
1. Set a Migration Date
Select a date for the migration and notify Officebooking as soon as possible. This allows us to prepare the necessary support tickets and tasks.
2. Notify Officebooking
Send an email to [support@officebooking.com](mailto:support@officebooking.com) with the following details:
- Migration Date: The planned date of the migration.
- New Domain Name: The new domain that will replace the current one.
- Scope of Affected Users: Define the scope—are all users affected, or only specific departments? Note: there is no need to share individual user lists, just clarify the scope. Additionally, describe any changes to email formatting (e.g., M.Johnson@olddomain.com changing to Mike.Johnson@newdomain.com).
- Meeting Rooms in Exchange/Office 365: Will any meeting rooms be migrated (e.g., meetingroom1.2@olddomain.com)? If yes, will their naming format change?
3. Planning Meeting with Officebooking
We will arrange a meeting with your team to confirm all migration details. During this meeting, we’ll finalize the migration date and agree on a date for testing.
4. Inform Your Users
Notify all impacted users about the migration date. Be sure to inform them that Officebooking will be temporarily unavailable during the migration, as all integrations will be disabled to facilitate the process.
Migration Day Instructions
48-Hour Confirmation
Two days before the migration, please send a confirmation email to let us know everything is on schedule. This allows us to prepare accordingly.
Actions on Migration Day
On the day of the migration:
- Disabling Integrations: Officebooking will temporarily disable all integrations to avoid conflicts during the domain change.
- User Access: Users will not be able to log in to Officebooking until the migration is complete.
- Existing Reservations: Any reservations created using the old email addresses in Outlook will not sync during this period. However, room booking devices will remain logged in and continue displaying reservations made for the day.
When migrating to a new Microsoft Tenant:
- Client creates new graph integration and SSO integration and registers in Officebooking.
- Client adds the new domain to Officebooking Company Settings.
- Notify Officebooking that you’ve migrated.
- Officebooking reverts all old domain usernames and email addresses to the new domain.
- Officebooking notifies the client when done.
- Client then starts with the internal domain migration to the new O365 tenant.
Post-Migration Tasks
Once the migration is complete, send us an email. We will then:
- Re-enable all integrations.
- Verify everything is functioning properly and resolve any issues.
Pricing for Migration Assistance
– During business hours: starts at €600.00
– Outside business hours: starts at €800.00
These prices depend on the size of your organization, the complexity of the migration, and other factors. We will draft a quote for you.
If you have any questions or need assistance during the migration process, please do not hesitate to reach out to us at [support@officebooking.com](mailto:support@officebooking.com). We are here to help you make this transition as seamless as possible.