Congratulations on choosing vintrace! You’ve made a great decision and we’re happy to be working with you. This article details what you can expect between now and your implementation date.

You should have received a welcome email detailing the next steps and links to our Google sheet data templates.

If you haven’t received this email, please contact us.

Schedule Your Kick-off Call

In the welcome email, click the Book Your Kick Off Call link in the email to schedule a project kick-off call with our onboarding team. During this call, we’ll discuss our data migration process, and schedule your training and go-live dates. In preparation for this call, we recommend that you have a sample of bulk wine and inventory data that you’ll want to import into vintrace. This will allow us to work through the import process during the call.

Gather Your Data

By purchasing vintrace, you have access to our managed data migration service. With this service, you provide your data to us in our Google Sheet templates. Using these templates, we’ll upload your data into your new vintrace database.

If you haven’t received the Google Sheet templates, please contact us.

The following videos provide instructions for completing the templates.

Winemaking Template

Completing the Bulk Wine Details Tab

Bottling and Inventory Template

Set a Cut-Off Date

Because there will be a lead time between us importing your data and your go-live date, it’s important for you to set a clear cut-off date. The cut-off date is the date when you’ll have your inventory and stock levels updated and ready to send to us. It’s important for you to provide us with accurate stock levels about one week before your go-live date. This gives us time to check the data and import it into the database.

After the cut-off date, you’ll need to keep accurate records in either your old system or manually for any work performed. Once your data is loaded into vintrace and training is completed, you’ll need to create work orders in vintrace to update this information in the database.

Complete the Templates

For the most part, the templates that you need to complete are straightforward. The bulk wine composition is mandatory for all bulk wines that you want to import and can be a bit tricky to complete.

There are three composition options for bulk wine:

• Composition %, Grower, Vineyard, Block, and Vintage
• Composition %, Vintage, Sub AVA/Region, and Variety
• Name and percentage of vintage, sub AVA/region, variety

Regardless of which option you select, the percentages must total 100%.

For each individual wine, it’s important that you only select one of these options.

Contact us if you have any questions.

All data migration is done using our templates. Although we’re unable to convert from different systems to our templates, some systems have reports that may make this process easier. If you’re using a different system, contact us to discuss whether we’ve converted data from that system to vintrace.

Plan for Your Go-Live and Training

Because every implementation is different, we can work with you to plan the training sessions to suit your needs. The relevant stakeholders should be available for the training and free of as many distractions as possible. To maximize your training sessions, it’s important for you to keep your schedule clear of all other work. This ensures that you get the most out of the time we spend with you onsite or online.

Post-Training Follow Up

During training, we may identify outstanding tasks. This could include data that was missed during the migration process, or catching up work orders yet to be completed. Depending on the task, it may be something that the vintrace team is responsible for, or something that you’ll need to complete. We’ll identify these tasks in a follow-up email or call.