Migrating from Teleform to TG-Staff: A Full-Chain Customer Service Workflow Transformation Checklist

If you’re using Teleform to build forms in Telegram Bot for collecting user information, you may have already felt its limitations: after users submit forms, you can only wait passively without the ability to proactively initiate conversations; the customer service team can only view data from the backend without real-time intervention; traffic comes in, but you can’t effectively convert it. This is the core reason why many teams migrate from Teleform to TG-Staff—upgrading from a single-form model to a full-chain customer service system, achieving a complete closed loop of traffic acquisition → distribution → manual agent handling.

TG-Staff, as a customer service and operations SaaS platform for Telegram Bots, provides real-time two-way chat, session distribution, agent collaboration, visual command flows, and more, allowing teams to manage all Bot conversations from a web interface. This article provides a step-by-step migration checklist to help you quickly transform your workflow from Teleform to TG-Staff.

Why Migrate from Teleform to TG-Staff?

Teleform is essentially a form collection tool: users click a link to fill in a form, you receive the data, and then follow up manually. This model works when user volume is small and customer service needs are simple, but as your business grows, problems emerge:

• No real-time interaction: After users submit a form, they cannot get an immediate response, and the conversion window may close.
• No agent collaboration: The team can only share one Telegram account, cannot assign sessions, and lacks collaboration between agents.
• No traffic attribution: Unable to track where users come from (ads, social media, website), making it difficult to evaluate channel performance.
• No automation flows: Auto-reply logic is fixed, unable to flexibly design multi-step interactions.

TG-Staff solves these pain points. Its core capabilities include:

Feature	Teleform	TG-Staff
User interaction method	Single form submission	Real-time two-way chat + visual command flows
Customer service team support	None	Independent agent accounts, supporting 3/5/20 agents
Session distribution	None	Round-robin / Online-first
Traffic attribution	None	Split links capture IP, browser, URL parameters
Multi-language support	None	AI translation / Google Professional / DeepL
Content moderation	None	Risk word monitoring to prevent sending sensitive content

Migrating from Teleform to TG-Staff means shifting from passively collecting information to proactively handling conversations, turning every user inquiry into an opportunity for effective communication.

Pre-Migration Preparation: Organize Existing Teleform Data and Workflows

Migration isn’t a one-step process. Before you start, complete the following three preparations.

Data Export Checklist

Export all user submission data from the Teleform admin panel. It is recommended to export the following fields:

• User Telegram ID: Used later to match users in TG-Staff.
• Form submission content: Field values filled by users, such as name, email, requirement description, etc.
• Timestamp: The time of each submission, useful for understanding user activity cycles.
• Tags/Category info: If you set categories in Teleform, export them as well.

After exporting, organize into CSV or Excel for later reference in reconstructing user profiles.

Workflow Mapping

Record the existing Bot’s auto-reply logic:

• Welcome message: Content triggered when a user first starts the Bot via /start.
• Menu: Does it have a multi-level menu? What reply does each menu item correspond to?
• Auto-reply rules: Keyword triggers, confirmation messages after form submission, etc.

These logic pieces will serve as references when migrating to TG-Staff’s visual command flows. Don’t miss any branch scenarios.

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Step 1: Create a Project in TG-Staff and Connect Your Bot

Open the TG-Staff Console, register an account, then go to the project page to create a new project. Steps to connect:

1. Obtain the Bot Token from BotFather (if you already have a Bot, use the existing Token).
2. In the TG-Staff project settings, paste the Token and click Connect.
3. TG-Staff will automatically take over the Bot’s message sending and receiving; the original Bot’s auto-reply logic will not be lost.

Step 2: Configure Session Routing Rules and Agent Teams

This is the key step to upgrade from Teleform’s single-form mode to team collaboration.

Agent Permission Configuration

In TG-Staff, each agent has an independent account to log into the web portal. Plans support 3/5/20 agent seats. When configuring:

• Assign each agent the Bot projects they can handle.
• Set operation scope: which Bot sessions are visible, which data can be edited.
• It is recommended to grant all agents full permissions initially, then refine after going live and stabilizing.

Routing Mode Selection

In project settings, select the session routing mode:

• Round Robin (default): Polls authorized agents in order, suitable for scenarios with a small number of agents and balanced workload.
• Online First: Prioritizes online agents, falls back to round robin when all are offline. Suitable for scenarios with uneven agent traffic and need for quick response.

Also configure the project’s customer service scope: choose “All Agents” or “Specific Agents.” If your team has agents specializing in certain types of issues, using specific agents is recommended.

Diversion Link Use Cases

TG-Staff’s Diversion Link is a capability not available in Teleform. It is a short link (e.g., https://app.tg-staff.com/{code}) that, when clicked, redirects users to the Bot while capturing:

• Visitor IP address
• Browser information (User-Agent)
• URL parameters (e.g., utm_source=google&utm_campaign=summer)

Use cases include:

• Embedding diversion links in Google Ads to track ad clicks.
• Placing diversion links in social media posts to attribute social media channels.
• Using diversion links on the official website’s “Contact Us” button to identify visitor sources.

This data is associated with user sessions, helping the operations team evaluate channel effectiveness.

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Step 3: Migrate User Data and Historical Sessions

TG-Staff currently does not support direct import of external data (e.g., CSV exported from Teleform). However, you can gradually rebuild user information through the following methods:

1. Notify existing users: Send notifications via Bot direct messages or group announcements about the customer service system upgrade, guiding users to re-trigger Bot interactions (e.g., send /start).
2. Utilize the user profile feature: When users re-contact, TG-Staff automatically records their Telegram ID, first contact time, and session history in the user profile. You can manually supplement key fields from the exported Teleform data.
3. Design migration period auto-replies: Add a “migration confirmation” step in the visual command flow, asking users if they need to restore historical information, then manually mark it in the user profile.

This process may take 1–2 weeks, but ensures user information gradually becomes complete without affecting normal customer service operations.

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Step 4: Rebuild Auto-Replies and Command Flows

This is the core step to upgrade from Teleform’s single form to multi-step interactions. TG-Staff’s visual command flow editor supports zero-code drag-and-drop design.

From Simple to Complex

It is recommended to rebuild in the following order:

1. Welcome flow: Triggered when users send /start, containing brand introduction and menu options.
2. Menu flow: Design 2–3 level menus, each option corresponding to different replies or transfer to a human agent.
3. Form flow: Replace Teleform’s single form with multi-step interactions. For example:
   • Step 1: Select inquiry type (pre-sales, after-sales, partnership).
   • Step 2: Fill in specific needs (text input).
   • Step 3: Confirm submission, automatically transfer to a human agent.

Migration Example: From Single Form to Multi-Step

Suppose you have a “Product Inquiry” form in Teleform where users fill in their name, email, product model, and requirements before submission. In TG-Staff, you can design it as:

1. User sends /start → Welcome message + Menu: “Product Inquiry”, “Technical Support”, “Contact Customer Service”.
2. User clicks “Product Inquiry” → Bot asks “Please select the product model you are interested in” with button menu.
3. User selects model → Bot asks “Please describe your requirements” and waits for text input.
4. User completes input → Bot confirms information and automatically transfers to a human agent.
5. Agent sees the selected model and requirements in the web portal and replies directly.

This approach is more natural than a single form, offers a better user experience, and allows human agents to take over immediately.

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Step 5: Enable Auto-Translation and Content Moderation (Optional)

If your team serves multilingual users or is involved in Web3/cryptocurrency businesses, these two features are worth considering.

Auto-Translation

• Standard Plan: Includes AI translation, suitable for everyday multilingual communication.
• Professional Plan: Adds Google Professional Translation and DeepL Professional Translation for higher quality, ideal for business scenarios.

Once enabled in the TG-Staff console, messages sent by agents can be automatically translated into the user’s language (source and target languages need to be configured). Daily translation quotas vary by plan; see the official pricing page for details.

Content Moderation (Internal Control)

The Professional Plan offers content moderation, primarily monitoring outbound messages from agents to prevent accidental or unauthorized sending of sensitive content. Configuration steps:

1. Create risk phrases in the console, such as specific TRC20/ERC20/BTC addresses or address fragments.
2. Associate phrases with a project.
3. When an agent’s message contains risk words, a pop-up asks for confirmation or blocks the send.
4. All trigger events are auditable: view the agent, session, trigger time, and risk word.

For Web3, exchange, and NFT teams, this feature effectively prevents agents from mistakenly sending payment addresses, avoiding compliance risks.

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FAQ

Q: Can historical user data from Teleform be directly imported into TG-Staff?

A: Currently, TG-Staff does not support direct data import. We recommend using Bot auto-replies to guide existing users to re-trigger interactions, gradually rebuilding user profiles. During the initial migration, you can send notifications to existing users about the upgraded system and encourage them to reconnect.

Q: After migrating to TG-Staff, can the original Teleform forms still be used?

A: Yes. TG-Staff does not affect the original Bot’s functionality, and Teleform forms can continue to run. However, we recommend gradually replacing them with TG-Staff’s visual command flows for more flexible multi-step interactions and human agent handover.

Q: What session routing modes does TG-Staff support?

A: It supports Round Robin (default, sequentially polling available agents) and Online First (prioritizing online agents; falls back to Round Robin when all are offline). You can configure the agent pool to include all agents or specific ones in project settings.

Q: Does migration require downtime?

A: No. TG-Staff uses a middleware architecture, so existing Bot functions remain unaffected after integration. We recommend testing the configuration in a test project first, then switching the production project to TG-Staff once confirmed.

Q: What keywords can content moderation monitor?

A: It supports any text keywords, including wallet addresses (e.g., TRC20/ERC20/BTC addresses or fragments), prohibited terms, sensitive information, etc. Professional Plan users can create risk phrases in the console and associate them with projects to monitor agent outbound messages.

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Migrating from Teleform to TG-Staff is essentially upgrading from a single-form tool to a full-stack customer service system. The process requires no downtime and can be done step by step: first integrate the Bot to verify basic functionality, then configure agent teams and routing rules, and finally rebuild auto-reply flows. We recommend a full trial in a test project before switching the production project.

Sign up for TG-Staff free 3-day trial to experience the upgrade from Teleform single forms to full-stack customer service. For detailed configuration guides, refer to the official documentation. For issues, contact our support bot @tgstaff_robot.