Implementation overview
This guide covers moving your brokerage onto Vantage: seeding your master data, setting up users and teams, migrating your existing book, validating the data, and running Vantage in parallel before go-live. This is a low-touch engagement: Vaatun enables the migration infrastructure for 45 days from your production keys and checks in weekly to keep it on track, while your team runs the migration and owns validation and sign-off.
Timeline & milestones
Vaatun keeps the migration infrastructure enabled for 45 days from your production keys and checks in weekly. The stages below run within that window.
| Stage | Timing | Owner | What happens |
|---|---|---|---|
| Master data seeded | With production | Vaatun | Managed masters loaded by Vaatun with the production keys; broker-specific masters seeded once, with a how-to. |
| Production environment released | Day 0 | Vaatun | Provisioned and released once your preference and customisation decisions are set. |
| Tenant customisation & user setup | Week 1 | Broker | Custom fields defined, then users created with roles and reporting lines. |
| Book migration | Weeks 1-4 | Broker | You load accounts → contacts → policies → claims/expectations; Vaatun enables the infra and checks in weekly. |
| Validation & UAT | Ongoing | Broker | Counts and control totals signed off in the environment. |
| Parallel run | 1 month | Joint | Teams work in Vantage alongside your legacy system. |
| Cutover & go-live | End of parallel run | Joint | Final delta load, reconcile, retire your legacy system. |
Before you begin
Have these ready before the environment is handed over, so your team can start immediately.
- Your your legacy system export - the source of truth for the migration.
- A named validation owner (signs off record counts and money totals).
- Your key user list - the people going live to manage and run the migration.
- Preference and customisation decisions confirmed (see Configuration decisions) - these gate the production release.
Configuration decisions
Four settings we lock before go-live. Tell us your choice; we apply it to your environment.
| Setting | Options | Default we recommend |
|---|---|---|
| KYC at account creation | Required / not required | Not required. A policy can't be booked without valid KYC anyway, so account creation stays fluid. |
| Who sets premium expectations | Finance/Compliance users / Associated users | Associated users. More power to end users, and faster reconciliation. |
| Finance tab in draft policies | Shown / hidden | Shown. Easy to update expectations, and nothing breaks at booking. |
| Endorsement entry | Via document / manual | Via document if you want evidence attached |
| Profile photo for users | Required / optional | Required |
Master data
Master data goes in first - creating users needs branch selection, and every later lookup (insurers, product types, banks) has to resolve. Vaatun handles this with you: some masters are loaded for you, others are seeded once with a walkthrough so your team can add more.
| Loaded by Vaatun with production | Seeded once, with a create-new demo |
|---|---|
| Insurers, Surveyor Orgs, Banks, Product Types, Company Industry, IRDAI departments | Insurer Branches, Product Categories, Channels, Channel Branches |
Users & teams
With masters in place, set up your users. The migration runs under their Vantage Partner IDs, so they must exist before you load policies.
Access is role-based per module (Policy, Sales, Claims, Finance, Directory) at four levels (Supermanager → Manager → Associate → Operator), plus standalone roles: User Manager, Tenant Manager, Reconciliation Manager, POSP.
Tenant customisations first
If you want to store anything beyond the fields Vantage provides, add it in tenant customisations before you import - define the custom fields, then fill their values when you create your users (one column per custom field). The same custom fields carry into the account and policy imports later.
How to load users
- 1Download the current Employees template in-app (User Management, bulk import).
- 2Fill one row per user, placing managers above the people who report to them so the hierarchy resolves.
- 3Assign each user their module roles.
- 4Import. Failed rows are reported individually, so you fix and re-run just those.
Each user needs their name, email and phone; you can also set their reporting line, roles, branch and product categories.
Data migration sequence
Data loads in dependency order. Each entity needs the one before it to exist, so the sequence is fixed.
Accounts
- Purpose
- Your customers.
- Required
- Core customer details, plus the users who own each account.
- Depends on
- Master data, users.
- Limit
- Loaded in batches.
Contacts
- Purpose
- The people at each account.
- Required
- Contact details, each linked to an existing account.
- Depends on
- Accounts.
A policy needs both an account and a contact.
Policies (GI & Life)
- Purpose
- Your book.
- Required
- Policy, insurer and premium details, with premium split into sections. One engine handles both GI and Life.
- Depends on
- Master data, users, accounts, contacts.
- Limit
- Loaded as drafts, then validated before commit.
Claims
- Purpose
- Open and closed claims against migrated policies.
- Required
- Claim, loss and handler details, matched to a migrated policy.
- Depends on
- Policies.
Compensation expectations
- Purpose
- Expected brokerage & rewards per policy.
- Required
- Expected amounts, derived from the migrated policies, so this loads last.
- Depends on
- Policies.
Validation & reconciliation
Every stage is checked against your your legacy system source before sign-off, on three counts.
| Check | What it confirms |
|---|---|
| Record counts | Every source record loaded, rejected, or intentionally excluded - nothing lost. |
| Control totals | Premium and brokerage totals match source, within tolerance. |
| Linkage | Contacts attach to accounts, policies to accounts and contacts, claims and expectations to policies. |
Your validation owner signs off each stage. Anything that doesn't reconcile is investigated before the next stage runs.
Bulk document attachments
Once your records reconcile, attach their documents in bulk. Load policy documents for every migrated policy; account KYC documents are optional, add them where you hold KYC on file. Both run through Directory → Bulk file attachments.
How to attach documents
- 1Choose the entity type: Policy or Account.
- 2Download the template Excel (optional) to prepare your manifest.
- 3Choose whether to keep existing attachments or replace them.
- 4Upload the manifest and a ZIP of the files, then Start import. Each row is validated (required fields, a matching entity ID, the file present in the ZIP, an allowed file type) before anything is attached.
- 5The import runs in the background; track progress on the run page and download the CSV report when it finishes.
Parallel run & cutover
Vantage runs alongside your legacy system for 1 month. Your teams work in Vantage while we reconcile continuously. When counts and totals hold, we run a final delta load, reconcile once more, and retire your legacy system.
Cutover checklist
- Reconciliation green
- UAT signed
- Users and roles verified
- Preferences verified
- Support in place
Roles & responsibilities
| Vaatun | Your brokerage |
|---|---|
| Migration infrastructure (45 days from production keys), managed masters, weekly check-ins | Runs the migration: accounts → contacts → policies → claims → expectations |
| Environment provisioning, tenant preferences applied, broker-specific masters seeded with a how-to | Preference & customisation decisions, tenant custom fields, user & role setup |
| Reconciliation guidance and support | Validation, sign-off, and the champion team leading first-hand use |
Bulk upload - field reference
Each entity has a bulk-upload template with a defined set of columns, validation rules and dependency order. The complete field reference is shared with brokers on request.
Want the complete field reference?
Exact columns, template names and validation rules for every importer. We share it with brokers on request.