Migrate from ProHance to Flowace - A Complete Step-By-Step Guide

Migrate from ProHance to Flowace: Your Journey to Modern Workforce Management

You're considering a change in how you manage your team's productivity. While ProHance has provided enterprise-level analytics for many organisations, the landscape of workforce management is evolving rapidly. Switching from ProHance to Flowace isn't just about moving to a different tool. It's about embracing a more intuitive, privacy-focused, and employee-friendly approach that balances accountability with respect for your team.

Flowace tackles the real challenges teams often face with ProHance. You get a modern, clean interface that eliminates complexity and confusion. Privacy features like Work and Privacy Mode help you maintain accountability while showing respect for your employees. Advanced analytics with customizable alerts and workflows come built-in, not as expensive add-ons. And the pricing is transparent, so you know exactly what you're paying for without surprise costs for essential features.

This guide walks you through every step for a smooth, successful migration. Whether you're managing a tight-knit team or overseeing a large distributed workforce, you'll find clear, practical instructions to make the transition seamless with minimal disruption to your daily operations.

Pre-Migration Checklist: Setting Yourself Up for Success

This phase is absolutely critical. Taking time to prepare properly saves you from headaches down the road and ensures everything goes smoothly. Here's your comprehensive pre-migration checklist:

Review Your Current Data

Before you start the migration, figure out exactly what data you need to bring over from ProHance to Flowace. This usually includes your employee list with their roles and permissions, your active and archived projects, client information, and task details.

Here's a tip: you don't have to migrate everything. Focus on what your team actually needs going forward. There's no point carrying over outdated or irrelevant data.

Get Your Flowace Account Ready

Make sure you have admin access to your Flowace workspace and complete the basic company profile setup. Set up your organization structure, configure time zones, and establish work schedules before you start importing data. Think of this as laying the foundation before building the house. It makes everything else much easier.

Keep Your Team in the Loop

Communication makes or breaks adoption success. Put together an announcement email for your team explaining the change. Here's a template you can customize:

Subject: Great News: We're Moving to Flowace from Prohance

Hi Team,

We're making an exciting change to how we track and improve our productivity. Starting [date], we'll be switching from ProHance to Flowace, a more user-friendly and team-centered platform.

What this means for you:
- A cleaner, simpler interface that's easier to navigate
- More transparent productivity insights that actually help you work better
- Privacy-focused features that respect your personal boundaries
- Flexible screenshot options instead of rigid monitoring

We'll provide complete training and ongoing support during the transition. All your historical data will be preserved, and we're here to answer any questions you have.

Looking forward to this upgrade together!

Pick Your Migration Leader

Choose someone to own this entire process. This person needs admin access to both ProHance and Flowace, strong attention to detail, and the time to handle any issues that come up. Having one person in charge prevents confusion and keeps everyone accountable throughout the migration.

The Data Migration Process: Breaking It Down Step by Step

Dividing the migration into clear phases reduces stress and helps you stay in control. Here's your roadmap:

Phase 1: Exporting Data from ProHance

ProHance allows you to export your critical data through their platform. Follow these steps carefully:

Example 1: Exporting Employee Lists

1. Log into ProHance with your administrator credentials
2. Go to the Members or People section in Admin Settings
3. Click the Export button and select the fields you need
4. Download the CSV file with employee names, email addresses, and roles
5. Save it with a clear name like "ProHance_Employees_Export_[Date].csv"

Example 2: Exporting Project Information

1. Navigate to Projects and Tasks or Reports section
2. Select Export and choose the relevant data fields
3. Make sure all active projects are included in the export
4. Download and label the file clearly: "ProHance_Projects_Export_[Date].csv"

Phase 2: Preparing Your Data for Flowace

This is a crucial step that many teams skip, and they regret it later. Raw exports from ProHance often need cleaning and formatting before they'll import smoothly into Flowace.

Clean Up Your Employee Data:

1. Open your employee export CSV in Excel or Google Sheets
2. Check that all email addresses are formatted correctly (no spaces, valid domains)
3. Standardize role names to match Flowace's structure (Admin, Manager, Member, Silent User)
4. Remove any inactive employees you don't plan to bring over
5. Make sure the column headers match Flowace's import template (download it from Flowace)

Watch Out for These Common Mistakes:

Missing Required Fields: Flowace needs certain information like employee email addresses and client/project/task names. Make sure no cells in these columns are empty. Even one blank cell can cause the whole import to fail.

Special Characters: Get rid of or replace special characters in names and descriptions that might trigger import errors. Things like unusual symbols or formatting can cause problems.

Inconsistent Names: If "Design Project" shows up sometimes as "design project" or "Design Proj," standardize all the variations. Consistency is key here, and it'll save you headaches later.

Phase 3: Importing Your Data into Flowace

Now you're ready to move your data into Flowace. The platform makes this process straightforward:

Example 1: Importing Employees

1. Log into Flowace with your admin account
2. Navigate to Admin Settings > Members
3. Double-check your employee data before uploading the CSV
4. Upload the file and complete the import

Detailed guide: https://help.flowace.ai/en/article/how-to-upload-users-in-bulk-163cmzr/

Example 2: Importing Projects

1. Go to Projects and Tasks
2. Click the 3-dot menu and select Upload
3. Upload your prepared project CSV after verifying all client/project/task names and team member assignments
4. Complete the import process

Troubleshooting: Common Import Issues

Error: "User Email Already Exists"

This means someone with that email is already in your Flowace system. Either take them out of your import file or update their information directly in Flowace instead of importing.

Error: "Required Field Missing"

Look through your CSV for empty cells in required columns like email, date, client name, project name, or task name. Fill in all the required information before trying the import again.

Post-Migration Setup & Getting Your Team On Board

Moving the data is only half the battle. Real success comes from how well your team adapts to Flowace. Here's how to set everyone up for success:

Team Onboarding

Create a smooth transition experience for everyone on your team:

Welcome to Flowace Session:

Consider holding a welcome call that covers:

• How to log into Flowace for the first time
• Key differences from ProHance (focus on the positives: cleaner interface, better insights, more respect for privacy)
• How to start and stop time tracking
• Where to find your productivity insights
• How to manage your tasks and projects
• Who to reach out to with questions

Share Flowace's help articles and videos to give people resources they can reference later.

Show Off the Improvements:

Help your team understand what's better about Flowace:

• Custom alerts and workflows tailored to your team's specific needs
• Intuitive dashboard that highlights what actually matters at a glance
• Privacy Mode that respects both working hours and personal boundaries
• Flexible screenshot settings that balance accountability with privacy
• Detailed activity logs that help leaders verify data when needed

When people understand why the change is happening and what's in it for them, they embrace it much more readily.

Set Up Training Sessions:

Hold brief group training sessions (30 minutes max) where team members can ask questions and see the platform in action. Record these sessions for anyone who can't attend live. Some of the best insights come from the Q&A portions.

Configuring Flowace's Unique Features

Custom Alerts:

Set up custom alerts for things like low productivity, late attendance, high idle time, suspicious activity, and more. These alerts help you stay on top of issues without micromanaging.

Custom Workflows:

Create multi-approver workflows for leave requests, manual timesheet entries, expense claims, and more. This streamlines processes that used to require multiple emails or meetings.

Custom Work Categories:

Define work categories like communication, documentation, and design. You can also rate apps and websites based on productivity across teams, individuals, or your whole company. This gives you much more nuanced insights than generic productivity tracking.

Raw Activity Logs:

The raw activity logs track activity with one-second precision, which is incredibly useful for detailed auditing. This is particularly helpful for leaders who need to compare captured screenshots with recorded activities. This feature is controlled through permissions and is enabled by default.

Screenshot Monitoring:

Unlike ProHance's approach, Flowace offers flexible options. Go to Screenshot Settings and choose:

• Screenshot frequency (select specific weekdays, weekends, start and end times)
• Which team members need screenshots versus those who don't

This flexibility lets you tailor monitoring to different roles and trust levels within your organization.

Integrations:

Connect Flowace with the HRMS and other tools your team already uses. Navigate to Admin Settings > Integrations and connect seamlessly. The goal is to work with your existing systems, not replace them.

Pilot Group Strategy

Before rolling out to your entire company, run a one-week pilot with a small, representative team (5-10 people). This pilot group should:

• Include a mix of roles and seniority levels
• Represent different working styles (office, remote, hybrid)
• Provide daily feedback on their experience
• Help identify any configuration issues before the full rollout

Use their feedback to refine settings, clarify documentation, and address concerns before launching company-wide. Your pilot group is essentially your internal test team, and their input is invaluable.

ProHance vs Flowace: Side-by-Side Comparison

Here's a clear comparison to validate your decision to switch:

Detailed comparison: https://flowace.ai/compares/prohance-vs-flowace/

Frequently Asked Questions

"Will there be downtime during the migration?"

No. The migration from ProHance to Flowace happens in parallel, not as a replacement process. Your team can keep using ProHance while you set up and configure Flowace. You pick the cutover date that works best for your organization, whether that's a gradual transition or a clean switch on a Monday morning. Most organizations experience zero productivity disruption when they follow this guide's phased approach.

"Is our historical data safe?"

Absolutely. Any data you export from ProHance stays secure in your exports. Additionally, ProHance keeps your data according to their retention policies, so you're not losing access to anything by making the switch. You're essentially copying what you need, not deleting from the old system.

"How is Flowace's approach to privacy different?"

Flowace is built on the belief that productivity tracking should empower teams, not surveil them. Unlike more rigid monitoring approaches, Flowace offers configurable monitoring and features like Work and Privacy Mode that respect employee privacy. You can adjust screenshot frequency, make screenshots optional for certain teams, and provide complete transparency about what's being tracked. Many organizations find they need less intrusive monitoring when they have better analytics, and Flowace's approach reflects this modern understanding.

"What support is available if we get stuck?"

Flowace provides multiple support channels to make sure your migration succeeds. You have access to chat support during business hours (with typical response times under a few hours), comprehensive documentation and video tutorials in the help center, a dedicated onboarding specialist for personalized guidance, and email support with a 24-48 hour response time guarantee. Many organizations also benefit from Flowace's migration assistance service, where a specialist walks you through the process in real-time. You're not alone in this.

"Can we try Flowace before fully committing to the migration?"

Yes. Flowace offers a 7-day free trial with full access to all features. We strongly recommend running a pilot with a small team before migrating your entire organization. This lets you validate that Flowace meets your needs and gives your migration leader time to get comfortable with the platform before the full rollout. It's always smart to test the waters first.

"What happens to our ProHance subscription during migration?"

You'll need to manage your ProHance subscription separately. Some organizations complete their migration within 1-2 weeks, then cancel ProHance at the end of their billing cycle to avoid overlap charges. Coordinate your migration timeline with your ProHance billing date for optimal cost efficiency. A little planning here can save you money.

Conclusion: You're All Set to Make the Switch from Prohance to Flowace

Congratulations on taking this important step toward better, more human-centered productivity management. By following this comprehensive guide, you've successfully navigated the migration from ProHance to Flowace. From reviewing your data and planning the transition, through exporting and importing your information, to configuring your new system and onboarding your team, you've covered everything.

You're now equipped with a more intuitive, employee-friendly productivity platform that provides deeper insights, fosters better team morale, and supports your organization's growth. Your team will appreciate the modern interface and respectful approach to monitoring, while you'll benefit from superior analytics and reporting capabilities that actually make sense.

Start your seamless migration today.

If you have questions or need hands-on support during any phase of this process, our dedicated support team is here to help. Reach out via live chat in your Flowace dashboard, email us at support@flowace.ai, or visit our comprehensive help center at https://help.flowace.ai/en/

Welcome to the Flowace family. We're excited to support your team's productivity journey!

Welcome to the Flowace family! We're excited to support your team's productivity journey!

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Updated on: 05/12/2025