Migration Playbook

Freshdesk Gorgias

Freshdesk to Gorgias: The Complete Migration Playbook

A 36-step runbook across six phases — track your progress, and open the right tool at every step.

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TL;DR

A Freshdesk to Gorgias migration is API-only. The biggest risks are rate limits on both sides, the sent_datetime trap that can spam customers, and custom field constraints. Budget 5–14 days.

Freshdesk to Gorgias migration is an API-to-API project with no native import wizard — Gorgias's built-in historical import only supports Zendesk. The two platforms diverge at nearly every data model layer: Freshdesk separates tickets and conversations as distinct objects with numeric statuses, while Gorgias uses a ticket-and-message model with only open/closed states and requires at least one message per ticket. Custom field schemas must be significantly flattened, as Gorgias caps customer fields at 4 active (versus Freshdesk's unlimited), and features like companies, SLA policies, CSAT history, and automations have no migration path and must be rebuilt or abandoned. Custom scripting with careful rate-limit management on both sides is required for any migration beyond trivial volume.

Read this first

Pair-specific gotchas that catch teams out. Each one has cost somebody a weekend.

TL;DR — Freshdesk to Gorgias Migration

A Freshdesk to Gorgias migration is an API-to-API project, not a CSV import. The realistic timeline is 5–14 days for a typical 10,000–100,000 ticket migration. The biggest risks are API rate limits on both sides (Freshdesk's Tickets List endpoint is sub-limited to ~20 calls/min on Growth plans; Gorgias caps API key integrations at 40 requests per 20-second window), the sent_datetime trap (omit it and Gorgias sends every historical message to your customers as new email), and the 1MB message body limit that silently rejects long enterprise threads. Gorgias now supports up to 25 active ticket fields, but customer fields are capped at 4 — so complex Freshdesk custom field schemas require flattening into tags or metadata. Teams under 5,000 tickets with simple schemas can self-serve with a careful API script. Above that — or if you need zero-downtime delta syncs — use a managed migration service.

The runbook

Work top to bottom. Tick steps as you go — your progress is saved in this browser.

01 Discovery Establish why you are moving, what "done" means, and who signs off. 0/5

Objective A written scope with agreed success criteria, a named owner per workstream, and a budget approved by finance.

  1. Pull the real numbers out of Freshdesk

    Support ops 1 day

    Export counts for tickets (open and closed separately), contacts, organisations, attachments, macros, triggers, automations, views and SLA policies. Note the oldest ticket date — history depth drives the whole timeline. Estimating from memory is the single most common cause of a blown migration window.

    Data Profiler Get real record counts instead of estimating from memory
  2. Decide what history actually moves

    Support lead 2 days

    Agree a cut-off with the support lead: all history, last 24 months, or open tickets plus a read-only archive. Every extra year of closed tickets adds API time and cost without adding much agent value. Get this in writing — it is the decision people relitigate mid-cutover.

    A "move everything" default is what turns a two-week migration into a two-month one.

    COI & ROI Calculator Build the 36-month business case you will need for sign-off
  3. Confirm Gorgias can hold your support model

    Solution architect 2-3 days

    Walk your current workflow through Gorgias: multi-brand, business hours, SLA targets, CSAT, side conversations, public vs internal notes, and any channel you depend on (voice, chat, WhatsApp, social). List anything with no native equivalent — those are project risks, not configuration details.

  4. Build the business case

    Project sponsor 1-2 days

    Model licence delta, migration effort, agent retraining, and the cost of staying put (Cost of Inaction). Executives approve a number, not a plan, and you will be asked for it again at the go/no-go.

    Helpdesk Migration Planner Turn ticket volume into a dated Freshdesk → Gorgias timeline
  5. Name owners and set the go/no-go date

    Project manager 1 day

    One named owner each for data, configuration, integrations, and agent enablement, plus a decision-maker who can call a rollback. Put the go/no-go meeting in calendars now, 48 hours before the freeze.

Freshdesk → Gorgias specifics

Native Shopify integration
Gorgias surfaces order data, tracking info, and refund actions directly inside the ticket view. Freshdesk requires third-party apps or custom middleware to achieve the same.
Ticket-based pricing
Gorgias charges by conversation volume and includes unlimited agent seats on most paid plans (Starter caps at 3). Freshdesk charges per agent per month — at $79/agent/month on the Pro plan, a 20-agent team pays $1,580/month before any ticket volume considerations.
E-commerce automation
Gorgias rules trigger natively on Shopify events — order placed, refund issued, tracking updated. Freshdesk automations are channel-generic and require app-layer integrations for commerce event triggers.
Data model mismatch
Freshdesk separates tickets and conversations (replies and notes) as distinct objects. Gorgias treats everything as tickets containing messages — and a ticket cannot exist without at least one message.

Don't move on until

  • Record counts confirmed for tickets, contacts, organisations and macros
  • Success criteria signed off by the support lead
  • Freeze window provisionally booked with the business
02 Data Audit Find out what is actually in the data before you try to move it. 0/7

Objective A profiled, cleaned export with every quality defect either fixed at source or explicitly accepted.

  1. Take a full Freshdesk export and profile it

    Data engineer 1-2 days

    Export to CSV or JSON and profile every file: row counts, null rates per column, distinct values, and type consistency. Compare row counts against the API totals from Discovery — a gap here means your export is silently truncated, usually by pagination.

    Data Profiler Profile the Freshdesk export for nulls, outliers and type drift
  2. Validate file structure before anyone writes a transform

    Data engineer 1 day

    Check delimiters, quoting, encoding (expect UTF-8, watch for BOMs and Latin-1), duplicate headers, and embedded newlines in ticket bodies. Ticket descriptions with raw newlines and commas break naive CSV parsers and silently shift columns.

    A single unescaped quote in one ticket body can shift every subsequent column without any error.

    CSV Validator Catch broken headers and ragged rows in the raw export
  3. Inventory PII and set retention

    Compliance / DPO 2 days

    Scan for emails, phone numbers, payment card fragments, national IDs and anything else regulated in ticket bodies and custom fields — support tickets are where customers paste things they should not. Decide what gets migrated, masked, or dropped, and record the legal basis.

    Ticket bodies and attachments routinely contain card and ID data that never appears in a structured field.

    PII & Compliance Scanner Find regulated fields before they land in a new system
  4. Quantify duplicates, orphans and dead references

    Support ops 1-2 days

    Count duplicate contacts (same email, different casing), tickets whose requester no longer exists, organisations with no members, and attachments whose parent ticket is gone. Fix these in Freshdesk where you can — migrating them just moves the mess.

    Data Cleaner Strip empty rows, stray whitespace and dead columns
  5. Clean and normalise the export

    Data engineer 2 days

    Trim whitespace, drop empty rows and columns, normalise casing on emails and tags, and standardise every timestamp to UTC ISO 8601. Timezone drift is invisible at load time and shows up weeks later as SLA reports nobody can reconcile.

  6. Produce a masked copy for sandbox work

    Data engineer 0.5 day

    Generate a realistic but fake version of the export for testing and for any vendor who needs sample data. Loading real customer PII into a sandbox is a breach in most jurisdictions, and sandboxes are rarely covered by your DPA.

    PII Masker Generate a safe copy for sandbox and vendor testing
  7. Audit trail

    Regulators or customers may request access to historical records. Export a complete Freshdesk backup before cancellation.

Freshdesk → Gorgias specifics

Freshdesk export format
Use GET /api/v2/tickets?per_page=100 with full conversation fetching to create a JSON archive, or use Freshdesk's admin panel CSV export for a lightweight backup.

Don't move on until

  • Export parses cleanly with no ragged rows or encoding errors
  • PII inventory complete and retention decisions recorded
  • Duplicate and orphan records quantified and triaged
03 Field Mapping Turn two schemas into one signed-off mapping spec. 0/6

Objective A reviewed field-level mapping covering every object, with an explicit decision for every field that has no target.

  1. Generate the first-pass Freshdesk → Gorgias field map

    Solution architect 2 days

    Start from an automated match on both schemas, then review every row by hand. Automated matching gets the obvious 70% right and is confidently wrong on the rest — especially anything named "type", "status" or "custom_field_1".

    Schema Mapper Opens pre-loaded with the Freshdesk → Gorgias field pair
  2. Map status, priority and channel values, not just field names

    Support lead 1-2 days

    Enumerate every value in each picklist on both sides and map them explicitly. Value-level mismatches are the defect class that survives all the way to production because the field itself mapped fine — a ticket that should be "Pending" arriving as "Open" reopens SLA clocks.

    Statuses with no target equivalent (on-hold, pending-customer) need a policy decision, not a best guess.

  3. Decide how custom fields land

    Solution architect 2 days

    Create the target custom fields first, matching type exactly (a dropdown mapped to free text can never be mapped back). Where Gorgias has no equivalent, decide between a new custom field, a tag, or a note appended to the ticket body — and record which.

  4. Resolve identity and threading

    Data engineer 1 day

    Decide how source IDs are preserved — most platforms will not let you set the primary key, so keep the original ID in a custom field. Without it, reconciliation becomes fuzzy matching and every future support question about an old ticket is unanswerable.

    Losing the original ticket ID makes reconciliation and rollback effectively impossible.

  5. Plan attachments, inline images and threading order

    Data engineer 1-2 days

    Confirm size limits, allowed MIME types, and whether inline images survive as attachments or need rehosting. Decide the comment ordering and author attribution rules: comments loaded out of order, or all attributed to the API user, destroy the conversation history agents rely on.

  6. Freeze and sign off the mapping spec

    Project manager 1 day

    Version the spec, walk the support lead through it row by row, and get explicit sign-off. Any change after this point goes through change control — mid-flight mapping edits are how partial loads happen.

Freshdesk → Gorgias specifics

Custom field constraints
Freshdesk supports unlimited custom ticket and contact fields. Gorgias supports up to 25 active ticket fields but caps customer fields at 4 active at a time. Older migration guides cite a 4-field ticket cap — that was raised to 25 active ticket fields. The 4-field limit now applies only to customer fields.

Don't move on until

  • Every source field is mapped, deliberately dropped, or parked in a custom field
  • Status, priority and channel value maps agreed with the support lead
  • Mapping spec version-controlled and signed off
04 Test Migration Prove the pipeline on a small, representative slice. 0/6

Objective A pilot load into a Gorgias sandbox that reconciles cleanly and has been reviewed by real agents.

  1. Stand up a Gorgias sandbox that matches production config

    Solution architect 2-3 days

    Create the custom fields, groups, brands, business hours and SLA policies first. A pilot into a default sandbox tests nothing, because the failures you care about are all configuration mismatches.

  2. Pick a deliberately nasty pilot sample

    Data engineer 0.5 day

    Take 500-1000 records chosen for difficulty, not convenience: the longest ticket threads, tickets with the most attachments, non-Latin character sets, merged and split tickets, deleted requesters, and every status value. A clean random sample proves only that easy records are easy.

  3. Run the load with masked data and instrument everything

    Data engineer 1-2 days

    Log every API request and response with its source record ID. When 40 records fail out of 10,000 you need to know exactly which ones and why, without re-running the whole batch.

    PII Masker Never load real customer PII into a sandbox
  4. Measure real throughput against the rate limit

    Data engineer 1 day

    Record achieved records-per-hour under Gorgias's actual rate limits, including retries and backoff. Extrapolate to the full volume: if the maths says the full load exceeds your freeze window, you fix that now, not on cutover night.

    Published rate limits are ceilings, not throughput. Assume real-world rates are meaningfully lower once retries and backoff are counted.

  5. Reconcile the pilot and triage every failure

    Data engineer 1-2 days

    Diff source against target on record counts and field-level values. Every discrepancy gets a root cause and a fix — "probably fine" at pilot scale becomes thousands of broken records at full scale.

    Migration Validation Tool Diff the pilot batch against source before scaling up
  6. Put real agents in front of the pilot data

    Support lead 2 days

    Have two or three agents work sample tickets end to end in the sandbox. They find the things reconciliation cannot see: unreadable threading, missing context, macros that no longer make sense. Fix the mapping, then re-run.

Don't move on until

  • Pilot batch reconciles to 100% on record counts
  • Agents have reviewed sample tickets and confirmed they are workable
  • Measured throughput extrapolates to a viable full-load window
05 Cutover Execute the switch inside a controlled, reversible window. 0/6

Objective All in-scope data live in Gorgias, agents working in the new system, and a rollback path that stayed available throughout.

  1. Pre-load history before the freeze

    Data engineer 3-10 days

    Load closed tickets and contacts days or weeks ahead while Freshdesk stays live. Only open tickets and the final delta need to move inside the freeze — this is the single biggest lever on window length.

    Helpdesk Migration Planner Size the freeze window from Gorgias's real API limits
  2. Publish the runbook with times, owners and abort criteria

    Project manager 1 day

    A timed sequence: freeze start, final export, delta load, channel switch, smoke test, go/no-go, agent switch. Name who does each step and the explicit condition that triggers a rollback. Decide the abort criteria before the night, when nobody wants to be the one to call it.

  3. Freeze Freshdesk and take the final delta

    Support ops 2-4 hours

    Stop new ticket creation, let agents finish in-flight replies, then export everything changed since the pre-load. Announce the freeze to the whole business, not just support — someone always tries to raise a ticket during it.

    Tickets created during an unenforced freeze land in the old system and are the most common source of permanently lost data.

  4. Load the delta and open tickets

    Data engineer 2-6 hours

    Run the delta load, then reconcile counts before touching any channel. Do not repoint email until the delta has verified — an inbound ticket arriving mid-load is far harder to untangle than a few extra minutes of freeze.

    Migration Validation Tool Confirm the final delta landed before you reopen
  5. Repoint channels and verify with live traffic

    IT / integrations 2-4 hours

    Switch email forwarding and MX or connector settings, update chat widgets and web forms, and re-authorise integrations. Then send real test tickets through every channel and confirm each lands, routes and triggers the right automation.

    Email forwarding changes can take up to a full DNS TTL to propagate — check the TTL days in advance and lower it if needed.

    Cron Expression Builder Schedule the delta syncs that run through the freeze
  6. Run the go/no-go and switch the agents

    Project sponsor 1-2 hours

    Walk the exit criteria with the decision-maker, call it explicitly, then move agents over with a named person on hand for the first few hours. Keep Freshdesk read-only rather than cancelled — cancelling the old contract on day one removes your only fallback.

Don't move on until

  • Full historical load complete and counts matched
  • Inbound channels repointed and verified with live test tickets
  • Rollback decision point passed explicitly, not by default
06 Validation Prove the migration is complete, then close it out. 0/6

Objective Documented evidence that data, workflow and reporting all survived, and a signed acceptance.

  1. Run the full reconciliation

    Data engineer 1-2 days

    Compare source and target on every object: total counts, counts by status, counts by group, attachment counts, and field-level spot checks on a random sample. Produce one report you can hand to an auditor.

    Migration Validation Tool Reconcile Freshdesk and Gorgias record-for-record
  2. Verify field completeness, not just record counts

    Data engineer 1 day

    Re-profile the loaded data and compare null rates per field against the source profile. Matching record counts with a field that silently arrived empty is the failure mode counts alone will never catch.

    Data Profiler Prove field completeness held up through the load
  3. Rebuild reporting and compare against baselines

    Support ops 2-3 days

    Recreate your core dashboards — volume, first response time, resolution time, CSAT — and compare to pre-migration figures for the same period. Explain every variance; a changed SLA calculation is a real finding, not a rounding error.

    SLA and first-response metrics are usually recalculated from the loaded timestamps, so they will differ if any timestamp mapping was approximate.

  4. Test the workflow layer end to end

    Support ops 2 days

    Fire every trigger, automation, SLA escalation, macro and notification with a live ticket. Workflow does not migrate — it gets rebuilt — so it is untested until someone has actually watched it run.

  5. Confirm compliance and produce the audit trail

    Compliance / DPO 1 day

    Re-scan the loaded data for regulated fields, confirm retention and deletion policies are configured in Gorgias, and file the evidence with your PII decisions from the audit phase.

    PII & Compliance Scanner Produce the compliance evidence your auditor will ask for
  6. Sign off, then decommission on a schedule

    Project sponsor 1 day

    Get written acceptance against the Discovery success criteria. Keep Freshdesk read-only for an agreed period (30-90 days is typical), take a final archive export, and only then cancel. Diarise the decommission date so it does not quietly renew.

Freshdesk → Gorgias specifics

Attachment URL access
If any migrated tickets reference Freshdesk-hosted attachment URLs (rather than rehosted copies), those URLs will break once the account is decommissioned.
CSAT history
Since CSAT scores don't migrate, Freshdesk remains your only source for historical satisfaction data.

Don't move on until

  • Full reconciliation report attached to the project record
  • Reporting baselines match pre-migration figures within agreed tolerance
  • Formal acceptance signed and archive retention scheduled

Field mapping reference

The field-by-field mapping for each object. Use this as the starting point for your mapping spec.

Freshdesk Gorgias 16 fields
Freshdesk fieldGorgias fieldNotes
Ticket Ticket Gorgias ticket requires at least one message. Freshdesk uses integer statuses (2=Open, 3=Pending, 4=Resolved, 5=Closed); Gorgias uses open / closed only. Preserve Pending/Resolved as tags if agents still need them. Store the Freshdesk ID in external_id for reconciliation.
Conversation (Reply) Message (from_agent: true/false) Each Freshdesk reply becomes a Gorgias message. Set sent_datetime on every imported message — omitting it causes Gorgias to send the message to the customer as new email.
Conversation (Private Note) Message (channel: internal-note) Private notes become internal-note channel messages. Not sent to customers.
Contact Customer Matched by email. Gorgias auto-creates customers on ticket import if the email doesn't exist. Use external_id for deduplication.
Company — (no direct equivalent) Gorgias has no company/organization object. Flatten company name into a customer field or tag.
Agent User Agents must be pre-created in Gorgias before migration. Agent IDs will differ — store the mapping.
Group Team Map Freshdesk groups to Gorgias teams. Team IDs will differ.
Tag Tag Tags migrate cleanly by name. Gorgias tag names are case-sensitive — normalize casing before import to avoid VIP and vip becoming separate tags.
Custom Ticket Fields Ticket Fields (max 25 active) Freshdesk custom fields using cf_ prefix need mapping to Gorgias ticket field IDs. Supports Dropdown, Number, Text, and Yes/No types. Conditional logic is limited.
Custom Contact Fields Customer Fields (max 4 active) This is the hard constraint. If you have >4 Freshdesk contact custom fields, overflow goes to tags or the meta JSON on tickets. Customer field text values cap at 2,000 characters.
Ticket Priority Tags Gorgias has no native priority field. Map Freshdesk priority (1–4) to tags like priority-high.
Attachments Message attachments Freshdesk stores attachments as URLs. Pass them as attachments [].url in the Gorgias message payload or upload via POST /api/upload. Freshdesk attachment URLs may expire — download and rehost before migration.
SLA Policies — No API import path. Rebuild manually in Gorgias.
Automations / Macros Rules / Macros No migration path. Rebuild in Gorgias.
CSAT Ratings — Historical satisfaction ratings cannot be imported via API. Your CSAT baseline resets at go-live.
Knowledge Base (Solutions) — Gorgias Help Center imports directly from Zendesk, HelpDocs, Re:amaze, and Intercom — not Freshdesk. Handle KB migration separately.
Channel Channel 9 fields
Freshdesk fieldGorgias fieldNotes
Email email Direct mapping. Preserve original from/to addresses.
Phone phone Gorgias supports phone channel natively. Call recordings must be rehosted — Freshdesk URLs may expire.
Chat chat Freshdesk chat transcripts map to Gorgias chat messages. Chat attachment limits differ: 20MB customer-sent, 10MB agent-sent, max 5 files per message.
Facebook facebook Import as facebook channel. Historical Facebook messages import correctly, but real-time integration requires reconnecting the Facebook page in Gorgias.
Twitter/X twitter Same as Facebook — historical import works, but live integration requires reconnection.
Instagram instagram Gorgias supports Instagram DM natively. Historical messages can be imported with channel: instagram.
WhatsApp whatsapp Gorgias supports WhatsApp via integration. Historical messages can be tagged but may not render in the WhatsApp-specific UI view.
Portal/Widget contact-form or chat Freshdesk portal submissions map to contact-form channel in Gorgias.
API-sourced api Tickets imported via API default to channel: api, which can flatten channel analytics. Preserve the original channel in the import payload or tag with the source channel.

Risk matrix

Per-object risk for this pair. Plan extra validation around anything marked high.

ObjectRiskNotes
Tickets medium Tickets map conceptually but require at least one message each, status flattening to open/closed, and careful use of external_id for reconciliation since Gorgias auto-assigns new sequential IDs.
Conversations / Messages high Each reply and note must be imported as a Gorgias message with sent_datetime explicitly set; omitting it triggers live email delivery of historical messages to customers.
Contacts / Customers low Customers are matched by email and auto-created during ticket import if they don't exist, making basic contact migration straightforward.
Custom Ticket Fields medium Gorgias supports up to 25 active ticket fields with limited types (Dropdown, Number, Text, Yes/No), so Freshdesk's cf_-prefixed fields require explicit ID mapping and conditional logic is limited.
Custom Contact Fields high Gorgias caps active customer fields at 4 with a 2,000-character text limit, so any Freshdesk schema with more than 4 contact custom fields requires significant flattening into tags or meta JSON.
Tags low Tags migrate cleanly by name, but Gorgias tag names are case-sensitive, so casing must be normalized before import to prevent duplicates like 'VIP' and 'vip'.
Companies / Organizations high Gorgias has no company object whatsoever, so all company-level data, routing, and reporting must be restructured into customer tags or ticket metadata.
Attachments medium Freshdesk attachment URLs may expire before or during migration, requiring pre-download and rehosting, and the 1MB message body limit can silently reject threads with large inline content.
SLA Policies high There is no API import path for SLA policies in Gorgias; all policies and business hours must be manually recreated from scratch.
CSAT Ratings high Historical satisfaction ratings cannot be imported via the Gorgias API, so your CSAT baseline resets completely at go-live and continuity is lost.

The hard parts

What makes this specific migration difficult, beyond the mechanics.

Dual-Side API Rate Limits

Freshdesk sub-limits the Tickets List endpoint to as few as 20 calls/min on Growth plans, while Gorgias caps API key requests at 40 per 20-second window per account — and all integrations share that single budget.

Sent Datetime Trap

Omitting the sent_datetime field on imported Gorgias messages causes the platform to treat every historical reply as a new outbound email, sending them live to customers.

Customer Field Cap of Four

Gorgias limits active customer fields to 4 at a time, forcing teams with extensive Freshdesk contact custom fields to flatten overflow data into tags or ticket-level meta JSON.

Status and Priority Model Mismatch

Freshdesk's four numeric ticket statuses (Open, Pending, Resolved, Closed) and four priority levels have no direct equivalents in Gorgias's binary open/closed model and must be preserved as tags.

No Company Object Equivalent

Gorgias has no company or organization entity, so account-centric routing and reporting workflows built on Freshdesk companies must be restructured into customer-level tags or metadata.

Message Body Size Limit

Gorgias silently rejects message bodies exceeding 1MB, which can cause long enterprise email threads with inline images to be dropped without error during import.

What breaks

Known failure modes. Have a recovery plan for each before you cut over.

Duplicate customers

Freshdesk allows multiple contacts with the same email in different companies. Gorgias deduplicates customers by email — you lose the company association. If a Freshdesk contact has multiple email addresses, always use the primary email as the unique identifier. Gorgias customer merges can also fail when both profiles already hold integration data from Shopify — dedupe before you attach store-backed context.

Multi-brand support

Freshdesk supports multi-product ticket routing. Gorgias does not have native multi-brand — all tickets land in one account. Use tags to preserve product context (e.g., brand:storefront-a, brand:storefront-b).

Forum topics

Freshdesk community forums have no Gorgias equivalent. This data cannot be migrated.

Throttling behavior

When Gorgias returns a 429 Too Many Requests, read the Retry-After header and pause execution. Do not default to a fixed 5-second sleep — during large loads, a fixed retry interval risks compounding 429s and extending migration time significantly.

API-sourced channel analytics

Tickets imported via the API with channel: api can flatten your channel analytics unless you preserve original source information in tags or metadata.

Shopify data sync is one-way

Shopify-backed customer data flows into Gorgias. Edits made in Gorgias customer profiles do not sync back to Shopify.

Knowledge base

Gorgias Help Center imports directly from Zendesk, HelpDocs, Re:amaze, and Intercom — or by CSV. Freshdesk is not in the direct-import set. KB migration is a separate project.

Partial ticket creation failures

If the API creates a ticket but fails on the 3rd of 5 messages, you have an incomplete ticket in Gorgias. Your script must detect this (using external_id on messages) and resume from the last successful message, not recreate the entire ticket.

Time zone handling

Freshdesk stores timestamps in UTC. Ensure your migration script passes ISO 8601 timestamps with timezone offsets (e.g., 2024-06-15T14:22:00+00:00) to avoid time-shifted thread ordering in Gorgias.

Tools used in this playbook

All free, all run entirely in your browser — nothing is uploaded.

FAQ

Can I migrate Freshdesk to Gorgias without losing data?

Yes, but only via API. CSV exports lose conversation threads, attachments, and custom fields. An API-based migration preserves all ticket messages, notes, tags, and metadata when properly executed. The main data you cannot migrate is historical CSAT scores, SLA policy configurations, automation rules, and community forum content.

Will Gorgias send old emails to customers during migration?

Yes, if you don't set the sent_datetime attribute on every imported message. Any message created via the Gorgias API without sent_datetime is treated as a new outgoing message and Gorgias will attempt to deliver it. This is the most common migration failure mode.

How long does a Freshdesk to Gorgias migration take?

A 10,000-ticket migration typically takes 5–8 days end-to-end including discovery, scripting, data transfer, and validation. The API transfer phase alone takes 4–12 hours depending on messages-per-ticket density and your Gorgias plan tier. A 100,000-ticket migration can take 2–3 weeks.

What data cannot be migrated from Freshdesk to Gorgias?

SLA policies, automation rules, macros, satisfaction survey history, knowledge base articles, community forum topics, and company/organization objects have no import path in Gorgias. These must be manually rebuilt or archived separately.

How much does a Freshdesk to Gorgias migration cost?

DIY costs are engineering time: 40–80 hours for a mid-complexity migration. Third-party automated tools charge $1–$3 per ticket depending on volume. Managed migration services typically range from $2,000–$10,000 depending on ticket volume, custom field complexity, and attachment density.

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