Move your EdApp account to SafetyCulture

This guide is for EdApp Enterprise customers who are migrating to SafetyCulture with the support of a Customer Success Manager. For all other customers, export your data before April 20.

User Roles & Platform Access

SafetyCulture (SC) uses a different permissions model from EdApp. During your migration, we’ll automatically align your existing EdApp roles to the corresponding permissions in SC. Below is the recommended setup you’ll receive; however, permissions can be customized after migration using the CSV upload/download tool.

How EdApp roles will transition to SC permissions:

EdApp Role	SC Seat	SC Permission Set
Owner; or Admin	Full Seat	Administrator
Facilitator; or Manager; or Content Reviewer; or Restricted Author	Lite Seat	Manage Training Manage Teams Training Access
Content Author	Lite Seat	Course Creator Manage Teams Manage Content (all) Training Access
Learner	Lite Seat	Learner Training Access (restricted platform view to Training only)

What to do before your migration:

Review and clean up your user list. Remove users who no longer need access, or move them to a “Frozen User Group” in EdApp. Members of this group will be migrated to SafetyCulture (SC) in an archived state and will not occupy a paid seat. You can reactivate these users at any time if needed.
Complete first and last name fields where possible (optional, but recommended). SC will display first and last names more prominently. If these fields are blank in EdApp, they will be automatically set to “NA” in SC.
Check for any formatting issues. Special characters can disrupt the migration process. Your Customer Success Manager (CSM) will help you validate all entries for compliance.
Ensure user's email fields are consistent. Only the ‘email’ field is migrated. If your users have both an email and a separate username, ensure the email used for logging in or integrations is present in both fields.

User Group Organisation

SC offers enhanced flexibility for organizing your workforce. “Sites” are ideal for structuring users by physical location (such as Store 23), while “Groups” enable organization by role (such as Store Manager). You can choose whichever model best fits your operational and reporting requirements.

By default, your EdApp user groups will be migrated into Sites within SC. If you’d prefer to migrate them into Groups instead, please advise your Customer Success Manager prior to your scheduled migration. Note that the migration must use one method—Sites or Groups—for all users, as we aren’t able to split them between both options.

Course Progress & Records

All training records - including course completions, progress, and certificates - will be transferred and remain linked to each user. If you notice any discrepancies after migration:

- Confirm the user has at least a Lite Seat

- Ensure they have the appropriate permissions to access the relevant course

- Check that the course is visible to their assigned Group or Site

No data is lost in the migration process; it may simply require correct configuration to become visible.

End User Experience

After the migration users will access training through the Training tab in SC. If they attempt to log into EdApp, they’ll see a pop-up redirecting them to SC where they’ll be prompted to set a new password and continue learning without disruption. Training records and progress remain intact. Users pick up right where they left off.

Integrations & SSO

If you use SSO for user login, it will need to be re-established within your SC account. We’ll support you through this step. Additionally if you have an integration in use on EdApp, a Customer Success Engineer (CSE) will assist you in connecting these - please inform your Customer Success Manager for an introduction.

Quality Assurance

Migrations follow a phased approach with multiple checkpoints for risk management: verification of user records, course content, and completion data. Only once each of these sections are successfully transferred do we switch over user access from EdApp to SC. We maintain data backups for three months following a migration to mitigate data loss.

Duration & Timing

We aim to schedule migrations outside of your local business hours to minimise disruption (excluding APAC customers). During the migration please ensure no one accesses EdApp or SC. If users do attempt to access, they’ll see a notice “Undergoing planned maintenance.”

Migrations typically take around three hours per account. We’ll confirm your migration date and time ahead so your team can prepare.

FAQs

What if I don’t have enough seats available?
If there are not enough seats available in SafetyCulture to accommodate all your EdApp users, the migration will not proceed. Your CSM will work with you first to review seat allocations and provide a path forward.

What happens to Frozen Users?
Users that are a member of an EdApp Frozen User Group will be migrated into an 'archived' state in SafetyCulture. This means they will not take up a paid seat nor be able to access the platform, however their historical records will be available to you if required.

What happens if users try to use EdApp?
Once the migration is complete, users will not be able to access their EdApp account. If they log in to EdApp, they’ll be faced with a pop-up redirecting them to SC to continue their training.

Can I customise the permission sets?
The automated mapping cannot be customized. But once the migration is complete, you can edit roles and permissions anytime using our CSV tools or directly in the platform.

Will users receive emails during the migration?
When your users are added to SC during the migration, they will not be sent any platform emails. Allowing you to control your messaging and choose when to send your own notice.