Substrate transfer isn't very difficult. I used a couple of bins from Walmart.
1. Transfer everything to the bins. Decor, Fish, Water, Filters, Heaters
I kept everything running. I had 2 bins. In one I had my shrimp and plants. The other all fish and rock decor. Heaters and filters running on both.
2. Shovel out all old substrate. You don't have to get every pebble but get as much as you can. If you want take the opportunity to clean your tank glass too.
3. Prepare your new substrate and layer it in.
4. Add your decor and plants. Now is the time to rearrange or add new stuff.
5. Fill her up! ( don't forget the Prime )
6. Add back your filters and heaters. At this point I let the tank run for about 2 1/2 days so the water could warm up and let everything settle. I then tested my parameters. everything was in order so I then added back my shrimp first. This gave them time to hide and get comfy. A few hours after that I added back all my fish.
I only lost one fish. A female swordtail hopped out of one of the bins. But otherwise no losses. I just want to note that I had spare heaters and used a filter from my QT to help run the bins. No mini cycle either. Hope this helps!