How the AI migration wizard works

The AI migration wizard is a guided setup experience built into the admin area. This page explains what the wizard does, how it uses AI, what it doesn’t do, and why it’s designed the way it is.

What the wizard is

The wizard is an optional conversational interface that guides you through the six steps needed to complete a migration: setting up your organization, configuring membership levels, importing members, configuring billing, configuring email, and launching the post-migration broadcast.

It sits alongside the standard import UI rather than replacing it. At any point you can close the wizard and use the screens directly, then return to the wizard to pick up where you left off.

How it works: what the wizard does with AI

The wizard uses AI in two specific, bounded ways:

Column-mapping suggestions: When you upload your member file, the wizard reads your column headers and the shape of your data values (for example, columns that look like dates, email addresses, or money amounts) and suggests which system fields they map to. If the suggestion is below a confidence threshold, the wizard asks you a question instead of guessing.

Contextual prompting: The conversation pane generates language-model responses when you ask the wizard questions about the import process, your data, or MapleGather features. It uses the context of your organization type (what you answered about your current tool) to tailor suggestions.

What the wizard never does

Reads your members’ personal data: The wizard sends column names and inferred value types to the AI, not actual values. Member names, emails, phone numbers, and any other personal information are never sent to the AI layer.
Makes decisions without confirmation: Every suggestion the wizard makes — mappings, level names, audience segments — requires your explicit confirmation before it takes effect.
Replaces the import pipeline: The wizard calls the same import operations as the manual path. There is no separate “wizard import mode.”

How the session works

The wizard session is stored per organization, not per user. This means:

If you close the wizard and return later (even on a different device), the session picks up where it left off.
If a different admin continues the wizard, they see the conversation history and can continue without repeating earlier steps.
The wizard session has three possible states: active (in progress), complete (all six steps done), and abandoned (the session sat with no activity for 30 days and was auto-archived). Your current in-progress session is active; older or archived sessions are kept as history and shown as “Your previous session was closed — start fresh?” if you return to them.

The 6-step onboarding checklist

The checklist on the left side of the wizard screen shows these steps, in order:

Set up org — basic organization settings (name, timezone, etc.)
Configure levels — membership levels and their pricing
Import members — the CSV/Excel upload and mapping flow
Configure billing — payment methods and renewal settings
Configure email — sending domain and email defaults
Launch broadcast — the post-migration broadcast to notify imported members

Steps can be completed out of order and can be marked skipped. A skipped step is explicitly tracked as skipped, not completed.

Why the wizard is designed this way

New organizations are at their most uncertain during their first import. The wizard exists to make the right path the obvious path — reducing the number of decisions you need to make by surfacing sensible defaults and flagging things that look unusual in your data. The conversational format works because a setup that would otherwise require reading documentation can be guided with a few targeted questions.

The wizard stays out of the way when you don’t need it and never blocks you from using the standard UI directly.