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How Ad Astra Scaled Migration and Reduced Time-to-Value by Over 65%.

Show me how

Ad Astra

Ad Astra provides smart academic planning and scheduling solutions that help higher education institutions improve graduation rates, operational efficiency, and financial health. Its platform supports universities and colleges in optimizing course schedules, academic pathways, and resource utilization to better serve students and faculty.

Industry: Product Migration

Company size: Mid-market–Enterprise

Location: US

Use Case: Migration Digital Onboarding

EverAfter is our home base for everything the customer needs.  

Omer
Josh Brewington
Director of Onboarding and Support

The Challenge

  1. As part of its product evolution, Ad Astra made a strategic decision to migrate customers from a legacy product to a new platform. This was not a discretionary initiative, it was a business imperative.
  2. The company needed to move hundreds of customers forward quickly, without compromising customer trust, overloading internal teams, or running two products in parallel for an extended period of time.
  3. Before EverAfter, migrations were managed through a combination of emails, document repositories, project tools, and manual coordination. Each project was handled differently, depending on the people involved.
  4. With more than 350 customers to migrate over two years, early projects stretched well beyond 200 days, slowing customer adoption and delaying the deprecation of the legacy product. Internal teams spent significant time chasing customers for updates, manually preparing communications, and repeating the same work across projects.
  5. Ad Astra needed a way to migrate customers faster—without compromising customer experience, visibility, or operational margins.

“We were managing migrations with emails, a document repository, a Gantt chart, and a lot of manual work. There was no way this was going to scale.”

The Solution

Ad Astra implemented EverAfter as the digital system for customer migration, creating a single, structured hub for all migration activity.

Each customer migration followed a clear and repeatable framework that included planning, customer DIY tasks and homework, training sessions, live meetings, and shared resources—all delivered through one centralized interface.

EverAfter allowed Ad Astra to standardize migrations while still customizing the experience for each customer. Teams worked from a master migration kit and adjusted tasks as needed, without losing consistency or control.

By replacing long email threads and disconnected tools with a single customer interface, Ad Astra improved visibility for both customers and internal teams and reduced the need for manual follow-ups.

“We were managing migrations with emails, a document repository, a Gantt chart, and a lot of manual work. There was no way this was going to scale.”

Structured migration task plan

Key metrics

+65%

Migration time reduced!

95% CSAT

CSAT improved from approximately 85% to 94–95%

Efficiency improved

Improved project margins without adding headcount

“EverAfter has streamlined everything we can control in the migration.”

Structured migration task plan

By standardizing and digitizing customer migration with EverAfter, Ad Astra reduced migration time by over 65%, cutting average project duration from more than 200 days to approximately 70 days.

The improved structure and visibility significantly increased customer engagement and accountability, leading to higher completion rates and smoother transitions to the new product.

Customer satisfaction improved as well, with post-project CSAT rising from the mid-80s to 94–95%. Internally, the migration team was able to handle more projects in parallel without increasing headcount, while reducing manual coordination and follow-up work.

As a result, Ad Astra improved operational efficiency, protected project margins, and accelerated time-to-value—allowing the business to move customers off the legacy platform faster and focus on continued product innovation.

“This is probably the most exciting application I’ve worked with in over 20 years. It’s the first client journey tool that lets us scale, personalize, and move customers forward, without needing developers.”

What’s Next?

What began as a solution for customer migration has expanded into a broader digital experience.

Today, Ad Astra uses EverAfter for net-new onboarding, certification programs, employee onboarding, and trust-related customer workflows. The company is embedding EverAfter directly into its product to support customers throughout their lifecycle.

By turning a high-risk, forced migration into a structured digital experience, Ad Astra built a scalable foundation for growth, while accelerating time-to-value for its customers.

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