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How Recruit CRM's Data Migration Service Works

This article will give you an overview of how Recruit CRM's data migration process works

Written by Sanjana Panigrahi

Recruit CRM's Data Migration service helps transfer your existing database from another ATS or CRM into your Recruit CRM account. The migration process includes extracting your exported data, analyzing and filtering records, mapping fields to Recruit CRM, cleaning and transforming the data where required, testing the import in a test environment, and finally uploading the verified data into your live account. Throughout the process, Recruit CRM's dedicated data migration team works to ensure an accurate, efficient, and hassle-free migration while helping you start with a clean and well-structured database.


Use this when:

  • You are moving from another ATS or CRM into Recruit CRM.

  • You want Recruit CRM's data migration team to migrate your existing database.

  • You want to understand the migration process, timelines, and responsibilities.

  • You want to reduce migration costs by cleaning or filtering your records before migration.
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Step-by-step instructions on how the Data Migration is carried out

Step 1: Request and share your data export:

  1. Request a complete data export from your previous ATS/CRM provider.

  2. Once you receive the exported data, share it with Recruit CRM's Data Migration team through your Customer Success Manager.

  3. After receiving the files, the Data Migration team will extract the data and upload it into their internal systems for further processing.

Step 2: Count analysis and initial filtering:

  1. Once the exported data has been imported into the team's local database, an initial analysis of the data is performed.

  2. During this stage, the team verifies the total record count for:

    • Candidates

    • Companies

    • Contacts

    • Jobs

  3. The team can also apply filters to remove outdated or unnecessary records based on criteria such as:

    • Last updated date

    • Location

    • Other filters agreed upon during the migration planning process

  4. This helps create a cleaner, more functional database by excluding records that are no longer required.
    ​Example: If 5,000 candidates have not been contacted since 2021 and you only want recently updated candidate profiles, those older records can be excluded from the migration.

  5. Once the analysis is complete, the team shares the record counts with you for verification.

  6. Once the counts are confirmed to be accurate, we proceed to raise an invoice for the data migration service.

  7. If any discrepancies or special conditions are identified, the team performs another round of analysis to resolve them before moving forward.

Note: Filtering the data is a good way of reducing the data migration cost since it's calculated on the total number of records in the database.

Step 3: Data analysis and field mapping:

  1. The next crucial step is to analyze and extract the required data from the source and map it with the equivalent columns in Recruit CRM in a spreadsheet. This process is important to determine what columns will be imported into the system and avoid unnecessary data being mapped into Recruit CRM's database.

    Note: actual field mapping varies by source system and is confirmed with you during Step 3.

  2. The completed field mapping document is then shared with you for review and confirmation.

  3. Once you approve the mapping, the Data Migration team begins the data cleaning process.

From this point onward, your involvement in the data migration process is complete. The Data Migration team takes care of the remaining steps until the migration is successfully completed.


Step 4: Data cleaning and transformation:

  • In data cleaning, we will transform the data according to data analysis and Recruit CRM's database structure.

Step 5: Test the data in a test environment:

  1. Before importing your data into your Recruit CRM account, the cleaned CSV files are first uploaded into a test environment.

  2. This allows the team to verify that:

    • The field mapping is correct.

    • The data structure matches Recruit CRM's requirements.

    • The data imports successfully without any technical issues.

  3. Any issues identified during testing are resolved before the final migration begins.

Step 6: Upload the verified data to your Recruit CRM account:

  1. Once the test import is successful, the same verified data is uploaded into your live Recruit CRM account.

  2. After the upload is complete, the data migration process is finished.

  3. Your Customer Success Manager or the Data Migration team will notify you once the migration has been successfully completed.

Congratulations! Your data migration to Recruit CRM is now complete.
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Import your data yourself (optional)

If you prefer not to use Recruit CRM's paid Data Migration service, you can import your data yourself by:

  1. Uploading spreadsheets directly into Recruit CRM.

  2. Importing candidate information using the Resume Parser.

These self-service options allow you to migrate your database independently whenever needed.

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FAQs

Q1: What is included in Recruit CRM’s data migration process?

The process includes extracting your exported data, analyzing and counting records, filtering outdated data, mapping fields to Recruit CRM, cleaning and transforming the data, testing uploads in a test environment, and finally uploading the tested data into your live account.

Q2: How is the data migration cost calculated?

The data migration cost is calculated based on the number of records in your database. Filtering out unnecessary or outdated records reduces the total cost.

Q3: What do I need to provide to start the migration?

You need to request and obtain a full data export from your previous ATS or CRM and share it with the data migration team through your customer success manager.

Q4: Can I avoid using the paid data migration service?

Yes. Instead of the paid migration, you can import your database yourself by directly uploading spreadsheets or using the resume parser in Recruit CRM.

Conclusion:

With Recruit CRM’s data migration process, you can move your existing data seamlessly while ensuring everything is properly mapped, organized, and ready to use. Our team will guide you through the process and help ensure a smooth transition to Recruit CRM.

If you have any questions or need assistance with your migration, feel free to reach out to our Support team.
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