Migration Guide: Moving Away from a Sunset Platform (Meta Workrooms) — Site Updates and Customer Communication Templates

Urgent migration guide: what to do when a partner platform shuts down (Meta Workrooms example)

Hook: If your product or landing pages relied on a third‑party platform that just announced a shutdown—like Meta Workrooms in early 2026—you have a narrow window to update your site, communicate with customers, and remove integrations without breaking flows or losing revenue. This guide gives step‑by‑step priorities plus ready‑to‑use templates for site updates, emails, and a migration landing page.

Executive summary — act now (top 6 priorities)

1. Publish a migration landing page and site banner explaining impact and next steps.
2. Segment and message customers with targeted emails and in‑app notices (admins, end users, partners).
3. Disable dependent features safely using feature flags and toggles; provide alternatives.
4. Export & preserve data tied to the platform and notify users about retention.
5. Remove API keys/webhooks and schedule integration removal in a staging window.
6. Update analytics and monitoring to avoid gaps and false error alerts.

Why this matters now — Meta Workrooms and 2026 trends

In January 2026, Meta announced that its Horizon Workrooms (Meta Workrooms) standalone app would be discontinued with a shutdown date in February 2026, and commercial Quest SKUs and managed services sales were stopped. The immediate result for teams that had integrated Workrooms: broken embeds, stale product pages, disabled features, and confused customers.

Meta: 'We are stopping sales of Meta Horizon managed services and commercial SKUs of Meta Quest, effective February 20, 2026.' — Meta help pages & public notices, early 2026

Late 2025 and early 2026 showed a broader trend: many vendors reduced immersive/VR enterprise offerings, increasing the frequency of sudden, high‑impact platform shutdowns. That makes having a tested playbook for integration removal and customer communication essential.

Step‑by‑step migration checklist (operational playbook)

Immediate (first 48 hours)

• Publish a sitewide banner and a migration landing page with clear status and expected timeline.
• Identify all places the platform is referenced: product pages, docs, onboarding flows, paid ads, and help center articles.
• Segment users who use the integration: active, inactive, trial, admin, and partners.
• Turn on feature flags for dependent features so you can disable them without deploys.
• Export logs and data tied to the platform (sessions, media, attachments).

Within 7 days

• Send targeted emails (templates below) and in‑app messages.
• Publish a detailed FAQ on the migration landing page.
• Schedule removal of API keys and disable webhooks in staging; test fallback flows.
• Update marketing pages and ad creative to remove references and avoid inbound confusion.
• Audit any contractual obligations and refunds/subscriptions connected to the platform usage.

Within 30 days

• Fully remove runtime integrations from production after verification in staging.
• Run regression tests for onboarding, payments, and analytics flows.
• Send follow‑ups and close the loop with affected customers.
• Analyze impact and measure conversion, support volume, and churn.

Site updates: banner copy, changelog entries, and docs templates

Use plain, honest language on your site. Make the migration landing page your single source of truth.

Site banner (short)

Place this as a dismissible sitewide banner above navigation:

<div class='site-banner' role='status'>
  <strong>Platform update:</strong> Meta Workrooms is shutting down. See our migration page for next steps & timelines. <a href='/migrate/meta-workrooms'>Learn more</a>
</div>

Changelog / Release note entry (example)

<h4>Integration update: Meta Workrooms (2026‑02‑16)</h4>
<p>Meta has announced the discontinuation of Workrooms as a standalone app effective Feb 16, 2026. We are removing the Meta Workrooms integration and providing alternatives. Read our migration guide: <a href='/migrate/meta-workrooms'>/migrate/meta-workrooms</a>.</p>

Migration landing page template (copy + structure)

Your migration landing page must answer the top user questions in the first screen. Use this structure and copy blocks — drop them into your CMS and customize.

Structure

1. Hero: status, impact level, one CTA
2. Who’s affected (segments)
3. What we’re changing (timeline)
4. Action steps & alternatives
5. FAQ (export, refunds, data retention)
6. Support & contact

Hero copy (example)

<section>
  <h2>Meta Workrooms is shutting down — what it means for you</h2>
  <p>Meta has announced the discontinuation of Workrooms (effective Feb 16, 2026). If you used our Workrooms integration, here’s what to expect and what we recommend doing next.</p>
  <a href='#steps' class='btn-primary'>See action steps</a>
</section>

Who’s affected (copy)

List segments with one‑line recommended actions, e.g.,

• Admins/Owners: Export meetings and recordings now. We provide a CSV export tool and tips below.
• Active users: We’ve disabled live Workrooms features and provided an alternative video collaboration link.
• New customers: The Workrooms option is removed from onboarding. Try our built‑in video rooms or integrate with Zoom/Teams.

Action steps & alternatives (copy)

<ol id='steps'>
  <li>Export your Workrooms assets <a href='/account/export'>from your dashboard</a>.</li>
  <li>Switch to our built‑in Rooms (Settings > Collaboration) or connect Zoom/Teams.</li>
  <li>Contact support at <a href='mailto:support@yourapp.com'>support@yourapp.com</a> for bulk exports or refunds.</li>
</ol>

FAQ (must‑have items)

• How long will my data be available?
• Do I get a refund for unused credits?
• Can you migrate sessions to an alternative provider?
• How will this affect billing?

Customer communication templates (copy & cadence)

Segment messages: admins/owners, end users, partners. Use a 3‑step cadence: initial notification, follow‑up with migration instructions, closure/confirmation.

Email template: Admins / Account owners (initial notification)

Subject: Important: Meta Workrooms shutdown — actions for your account

Hi {{first_name}},

Meta has announced that Workrooms will be discontinued on Feb 16, 2026. Because your account uses our Meta Workrooms integration, we wanted to let you know what we're doing and what you should do next.

What we'll do:
- Disable Workrooms features safely and provide alternatives.
- Offer exports for sessions & attachments.
- Update billing if necessary.

What you should do now:
1) Export your Workrooms assets: {{export_link}}
2) Review alternative options: our built‑in Rooms or Zoom/Teams — {{migration_page_link}}
3) Contact support for bulk export or refund requests: support@yourcompany.com

We're here to help you transition. Expect a follow‑up with a detailed timeline within 72 hours.

Thanks,
The Customer Success Team

Email template: End users (short notice)

Subject: Change to Workrooms access

Hi {{first_name}},

Meta Workrooms is no longer available after Feb 16, 2026. If you previously joined sessions inside Workrooms, those links may stop working. Your account owner has been notified and we recommend switching to our in‑app Rooms or Zoom. See: {{migration_page_link}}

Regards,
Product Team

Email template: Partners & Integrators

Subject: Partner notice — Meta Workrooms sunset & integration removal

Hi {{partner_name}},

Meta’s discontinuation of Workrooms requires us to remove the Workrooms integration from our platform. Planned timeline: remove integration in staging by {{date}} and in production by {{date}}.

Please confirm if you need exports, API logs, or a compatibility mapping for migration. We can schedule a technical sync this week.

Best,
Partnerships

In‑app modal / urgent notice

<div class='modal' role='dialog' aria-labelledby='modal-title'>
  <h3 id='modal-title'>Important: Meta Workrooms is shutting down</h3>
  <p>Workrooms will be discontinued on Feb 16, 2026. Export assets now and switch to our Rooms or Zoom. <a href='{{migration_page_link}}'>Open migration guide</a>.</p>
  <button class='btn' data-action='export'>Export now</button>
</div>

Technical integration removal checklist

Work through this with engineering, product, and security teams. Use feature flags to unroll changes safely.

1. Inventory: Map all code paths that reference the platform—frontend embeds, SDK imports, server jobs, and cron tasks.
2. Secure keys: Revoke API keys and tokens in a controlled sequence after staging verification.
3. Webhooks: Disable or replace webhooks and queue consumers; ensure dead‑letter handling.
4. Data export: Provide user exports (S3, CSV, or via API) and log the export jobs.
5. Feature flags: Gate removal behind flags so you can revert per environment.
6. Monitoring: Update alerts to avoid noisy errors from missing endpoints.
7. Analytics: Remove events or add mappings to avoid broken funnels. Add a migration event to track affected users.
8. Privacy: Update your privacy policy and data retention pages; notify users about exported data.
9. Docs & Help: Update SDK docs, API references, and onboarding flows.

Sample removal sequence (safe, reversible)

1. Flip feature flag to 'limited mode' — surface banner and disable features in UI.
2. Notify users and provide export tool.
3. Disable outgoing API calls in staging, run smoke tests.
4. Revoke keys in staging; test fallback flows.
5. Deploy to production during low traffic window; monitor errors and support queues.
6. Revoke production keys after 7 days if no issues.

Testing, QA, and measurement

Prevent secondary incidents by validating behavior across the stack.

• Run E2E tests for onboarding, session flows, and payments.
• Verify analytics: check retention of event names and funnel continuity.
• Confirm redirects from deprecated URLs to the migration landing page.
• Monitor support ticket volume and set staff thresholds for escalation.
• Track key metrics: support tickets about integration, feature usage, cancellations, and time to export.

Case study (fictional): CollabFlow — recovering from Meta Workrooms shutdown

CollabFlow, a mid‑stage SaaS with 12,000 customers, had integrated Meta Workrooms for immersive demos and enterprise meetings. When Meta announced the shutdown in Jan 2026, CollabFlow executed a two‑week plan:

• Day 0–2: Published migration landing page and sent admin emails; enabled feature flags.
• Day 3–7: Delivered export tool for session data and switched marketing pages to built‑in Rooms.
• Day 8–14: Removed keys and webhooks in staging; deployed to production in a low‑traffic window.

Outcome: CollabFlow reduced churn among affected customers to 1.2% (vs an expected 5%), responded to support queries 40% faster using templated scripts, and recovered search traffic by updating product pages immediately.

2026 trends & future recommendations (what to change now)

Expect more vendor churn and shorter lifespans for niche integrations. In 2026 the best teams are building for resilience and flexibility:

• Modular integration layers: Use an abstraction layer (adapter pattern) so third‑party code swaps out without touching product logic.
• Contract clauses: Add vendor SLAs for EOL notices and data return timelines in future contracts.
• Feature flags & observability: Default to feature flags and observability for every third‑party integration.
• Privacy‑first analytics: Adopt server‑side tracking or cookieless solutions so analytics persist through client SDK changes.
• Multi‑provider options: Offer 2–3 fallback providers for core features (video, auth, payments).

Support scripts & escalation templates

Equip support teams with short scripts to speed replies and reduce variance.

Support quick reply: 

Hi {{first_name}},

Thanks for reaching out — we can export all your Workrooms sessions and send them to you. Please confirm the email to receive the files and whether you want a bulk export or per‑session download. We can also schedule a migration call.

Best,
Support

Checklist you can copy & paste

• Publish migration landing page & banner
• Send segmented emails & in‑app modal
• Export user data and notify about retention
• Disable features behind flags and validate fallback
• Revoke API keys/webhooks after staging verification
• Update docs, product pages, and ad creative
• Monitor support volume, NPS, and churn metrics
• Run post‑mortem and update vendor playbooks

Final notes: communication best practices

When a platform shutdown impacts customers, your credibility depends on three things: speed, clarity, and follow‑through.

• Speed: Publish a landing page within 24 hours and a segmented email within 48 hours.
• Clarity: Use simple language, clear deadlines, and a single migration page as your canonical source.
• Follow‑through: Deliver exports, alternate integrations, and measurable support commitments.

Call to action

If you need ready‑to‑use assets, download our free migration kit: a checklist, site banner snippets, email templates, and a full migration landing page template pre‑built for most CMS platforms. Need hands‑on help? Contact our team at getstarted.page for a migration audit and a 72‑hour emergency playbook tailored to your stack.

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