Conrad Murray, Director at PowerSyncPro demonstrates the user experience of a Hybrid to Cloud Migration using PowerSyncPro.

Introduction

A successful workstation migration relies just as much on Organizational Change Management (OCM) and user communication as it does on technical execution. The PowerSyncPro Migration Agent is designed to be highly visible and interactive, keeping users informed at every step of the journey.

This article provides a framework for the communications and documentation you should provide to your end-users. By preparing them for what they will see—and what actions they need to take post-migration—you can drastically reduce helpdesk tickets and guarantee a frictionless day-zero experience.

Part 1: Customizing the Agent Experience (Admin Setup)

Before drafting user communications, administrators should tailor the Migration Agent's prompts to match the organization's branding, support structure, and security guardrails. Properly configuring these settings prevents users from interrupting the migration process.

• Multilingual Support: The Agent's UI can be customized to display messages in the user's local language using ISO culture codes (e.g., fr-FR or es-ES).
  • Simulate User Experience Dialogues & Multilingual Runbooks 
• Support QR Codes: You can embed a custom QR code on all migration prompts.
  • Recommendation: In a tenant-to-tenant migration, point this URL to a publicly accessible SharePoint site, external KB article, or other web resource detailing the migration. Because the agent appends anchor tags to the URL based on the current prompt (e.g., #MigrationAvailable), users scanning the code with their mobile phones are taken exactly to the relevant help section.
• Custom Support Text & URLs: Within the prompt configurations, IT teams should customize the main message text to include direct paths to support. We highly recommend including helpdesk phone numbers, ticketing system email addresses, or direct clickable mailto links.
• Migration in Progress (Lock Screen) Image: It is highly recommended to configure a custom lock screen image that appears after the first reboot. A default lock screen image is provided. This visually warns the user that a migration is in progress and that they should not log in, as doing so can cause the registry re-permissioning to fail. The agent automatically removes this image once the migration is complete.
• Legal Notice Banner: To create an additional gate, administrators can configure a custom Windows Legal Notice caption and text that displays on the login screen during the migration. This can be implemented within the runbook to set the legal notice text
• Block Login Feature: The Migration Agent includes a protective feature that actively prevents the migrating users from signing into the device until the migration has fully completed.
  • Note for Admins: Local users and other accounts not in scope for the migration can still log in if necessary for troubleshooting purposes.

Part 2: The Migration Journey (What the User Sees)

Your user communications should walk employees through the sequence of prompts they will encounter.

1. The "Migration Available" Prompt

If you have configured a grace period, users will see a prompt allowing them to opt-in early.

• What to tell users: Explain that they can start the migration at their convenience, or "Snooze" the prompt for a set amount of time. Remind them of the hard deadline when the migration will be forced.

2. The "Migration Starting" Prompt

When the migration is initiated (either manually by the user or triggered by the forced deadline), a countdown will begin.

• What to tell users: Instruct users to save all their work and close their applications. If it is a forced event, they can defer it for up to 60 minutes, after which it will run automatically.

3. The "Migration in Progress" Dialog

Once the user starts the migration (or the enforcement countdown expires), the agent will immediately display a dialog box reporting that the migration is in progress.

• What to tell users: Explain that this initial PowerSyncPro screen will be visible only briefly. It will quickly be replaced by a standard Windows system alert warning them that the machine will reboot in 1 minute. Instruct users not to panic or attempt to abort the process when they see this native warning. They should simply let the timer run out or acknowledge the alert, allowing the machine to automatically restart and begin the automated reboot sequence.

4. The "Migration in Progress" Screen & Reboot Sequence

Once the migration begins, the agent will display a custom lock screen image warning the user that a migration is occurring. During this phase, the machine will undergo a specific, automated sequence of reboots. Setting expectations for this process is crucial so users do not attempt to interrupt it or forcefully shut down the device.

When drafting your user communications, it is important to manage expectations regarding how long the process will take and what the machine will physically do.

The Reboot Sequence

During the migration, the workstation will execute 3 reboots in most situations. While end-users do not need to be alerted to the technical details of these restarts, here is the exact sequence for your IT team's reference:

• Migration Start: Machine leaves source directories (AD / Entra) and housekeeping is run to prepare the machine for enrollment in the target directory.
• 1st Reboot: Machine comes up and joins the target directory (AD / Entra).
• 2nd Reboot: Machine comes up and the Migration Agent re-permissions user profiles present on the machine. Housekeeping is completed for the target directory.
• 3rd Reboot: Machine comes up and is ready for user login.

Other user experience issues to note

• The "Block Login" Feature: The Migration Agent utilizes a "Block Login" feature that actively prevents migrating users from signing into the device while it is processing. You must alert users that they will not be able to log in until the entire migration is completed.
• Legal Notice Banner: In addition to the custom lock screen image, administrators can configure a Windows Legal Notice banner to appear on the login screen while the migration is running. This acts as an additional gate to explicitly warn users against attempting to sign in. IT teams should heavily customize this text for their organization to provide clear, company-specific instructions on what the user should do while they wait.

Part 3: Post-Migration & First Login (Day-Zero Setup)

Once the migration is complete, the custom lock screen will be removed, and the user can log into their new environment. This is the most important phase for user documentation.

1. Initial Windows Sign-in & UPNs

• What to tell users: Ensure your user comms explicitly stipulate which UPN / Username the user should log in with. Depending on your migration plan and domain cutovers, the user may not be using the exact same credentials after the migration is completed.

2. Windows Hello Setup (If Setup in the Environment)

• What to tell users: Because the workstation is joining a new environment (such as a new target tenant), PowerSyncPro resets the device's Windows Hello for Business (WHfB) configuration. Explain to users that they will be prompted to go through the WHfB wizard again to register a new PIN or biometric login for their new account.

3. AppX Packages Loading

• What to tell users: Upon hitting the desktop, they will see a small box stating "Setting up personalised settings for: PowerSyncPro Migration Agent". Explain that this is normal; the system is repairing Windows AppX packages (like Calculator, Sticky Notes, and Company Portal) for their new profile and must not be interrupted.

4. The "Migration Complete" Notification

Once the user has successfully authenticated and their profile finishes loading, the agent will display a final popup notification confirming the transition was successful.

• What to tell users: Let users know to look out for this final success message, as it signals that the device is fully ready for use and they can safely resume their normal work.
• Customization for Admins: This final prompt is highly customizable. If your organization requires users to perform additional post-migration steps—such as configuring a mobile device for the new tenant, setting up email signatures, or verifying specific application access—you can customize the main message text to link to those instructions. Furthermore, you can utilize the embedded QR Code feature to link users directly to a specific #MigrationComplete anchor tag on your internal help site for detailed "Next Steps".

5. Reconnecting Core Applications (Tenant-to-Tenant Migrations Only)

Note: Stipulate to your users that Reconnecting/Resetting Apps is not relevant for all migrations. If users are staying in the exact same Microsoft 365 tenant (e.g., moving from Hybrid to Entra-only), their apps will not be reset and they will simply launch normally.

For Tenant-to-Tenant migrations, users will need to take a few clicks to get their fresh-start apps syncing again:

• Microsoft Outlook: If you utilized the ZeroConfigExchange setting, Outlook will automatically build a new profile using the logged-in user's credentials. Users simply need to open Outlook, and their mail will begin downloading seamlessly.
• OneDrive for Business: Users must open OneDrive and sign in with their new credentials.
  • Important: If prompted that "A OneDrive folder already exists on this PC," instruct users to click "Use this folder" to safely merge their settings without duplicating data.
• Microsoft Edge: To retain their browsing history, favorites, and passwords, users must open Edge, click on their profile, sign out of the old legacy account, and sign back in with their new target account. They should select "Merge my data and continue" when prompted.
• Microsoft Teams: Teams will typically automatically pass through the new Windows credentials and log the user into their new target tenant channels seamlessly.