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Migrating from another ATS

Moving from another applicant tracking system to RecSphere is a project, not a single action. This article walks you through a safe migration: what to bring across, in what order, and how to validate the result before you cut over.

Supported source systems​

RecSphere has guided importers for:

  • Bullhorn (CSV export from each page).
  • JobAdder (CSV export, plus a direct API connector on the Scale plan).
  • Vincere (CSV export).
  • Microdec (CSV export).
  • Salesforce-based ATS (CSV via Salesforce Data Export).
  • Generic CSV for any other source, including in-house systems and spreadsheets.

If your source system is not listed, the Generic CSV importer accepts any CSV with a sensible column header row. The importer lets you map each source column to a RecSphere field.

What maps cleanly and what does not​

Some data shapes carry over without effort; others need rework.

Maps cleanly​

  • Candidates: name, contact, address, CV, source, tags, status, notes.
  • Vacancies: title, client, location, rate, dates, status, description.
  • Clients: name, billing details, primary contact.
  • Contracts: candidate, vacancy, dates, rate.
  • Simple text notes attached to any of the above.

Needs rework​

  • Custom fields. If you have many bespoke fields on candidates or vacancies in your old system, decide which are still worth carrying. Map them to RecSphere custom fields or merge them into a single notes column.
  • Complex compliance trees. RecSphere has its own compliance model. Multi-tier compliance schemes from other systems do not always map one-to-one. Set up your RecSphere compliance schema first, then map old data into it.
  • Attachment links to files in third-party storage (Dropbox links, S3 links) need to be downloaded and re-uploaded into RecSphere. The link itself will not migrate to a working file.
  • Email history from your old system rarely migrates cleanly. Most agencies accept a hard line where new email history starts in RecSphere on the cutover date.

Migrate in this order. Each step depends on the previous one being in place.

  1. Set up your workspace first: company settings, rate cards, custom fields, compliance templates, roles. Get the structural pieces right before importing data into them.
  2. Clients and locations next. Vacancies and contracts reference clients, so clients must exist before they can be linked.
  3. Candidates. Either as a CSV (data only) or as a bulk CV upload (data plus parsed CV per file). See Importing CVs.
  4. Vacancies. Link each to its client and location as you go.
  5. Contracts and historical placements. Link each to its candidate and vacancy.
  6. Open communications and outstanding compliance items, but only for active records you still need to action.

Run a pilot first​

Always test the importer on a small subset before committing the full dataset.

Pilot with 50 records

Pick 50 representative candidates and run them through the importer. Spot-check every field on each record. Adjust your column mapping and try again. Only run the full import once the pilot looks clean.

Validating after import​

After each step:

  1. Spot-check 5 to 10 records in detail. Open the record in RecSphere alongside the source system and compare field by field.
  2. Run a count query in both systems to confirm row counts match (allowing for known deduplication).
  3. Check that linked references resolved: candidates on contracts, vacancies on clients, locations on vacancies.
  4. Run a sample report to make sure the data flows through aggregation correctly.

Cutover strategy​

Two common approaches:

  • Big bang: pick a date, freeze the old system, import to RecSphere, and from that day forward all work happens in RecSphere. Cleanest but riskiest if something is wrong with the import.
  • Parallel run: for one to two weeks, recruiters log new work in both systems. At the end of the parallel period, the source system becomes read-only and RecSphere is the source of truth. Lower risk, more friction during the parallel window.

Most agencies of 5 to 25 users go with big bang; agencies of 50 or more typically prefer a parallel run.

Rollback plan​

RecSphere does not provide automatic rollback to a different ATS. The safest insurance is to keep your source system in read-only mode for at least 90 days after migration, so you can read from it if anything is missing. Take a final export from the source system on the freeze date and store it offline as well.

Do not delete the source system early

The temptation to cancel the old contract on day one is real. Resist it. Keep at least 90 days of read-only access.

Getting help​

For Scale and Enterprise customers, the RecSphere onboarding team runs a free migration workshop and reviews your pilot before the full import. Email support@recsphere.co.uk to book one.