Data Migrations - Frequently Asked Questions

Frequently Asked Questions

 

What is a Greenhouse Data Migration?

A data migration is a one-time import of historical recruiting data into a customer’s configured Greenhouse instance.

Greenhouse’s data migration tools are only meant to create content in a customer’s Greenhouse, and they are built to load all of a customer’s legacy data in one shot.

Migrations shouldn’t be confused with data integrations. A migration does not involve an ongoing sync of information between Greenhouse and another system. It also does not allow for deletions of or updates to existing applications.

 

What kind of data can Greenhouse migrate?

Greenhouse can usually import the following data points as long as they exist in your source data:

Candidate and Prospect Applications

  • Biographical information - name, most recent title and company, address
  • Contact information - email, phone number(s), website(s), social media links
  • Application information - applicant type, source and referrer, job name, application date
  • Application status - applicant status, rejection reason and rejected date
  • Candidate tags
  • Notes/Comments
  • Attachments - resumes, cover letters, additional documents

Closed Jobs

Open jobs should be created by the customer during implementation, but we can bulk-create your old closed jobs using the open jobs you’ve set up as templates. If they are made available in your source data, we can usually bring over the following fields. All other fields will get copied from your template jobs.

  • Job name
  • Department
  • Office
  • Open date
  • Description (text only, no html)

 

What if there are fields that I want to bring over from my old system that do not appear in your templates?

If there are other fields in the exports from your old system that you want us to migrate, we can usually bring them over as candidate activity feed notes (which are full-text searchable), or as tags. Bringing over additional fields in this way requires that you purchase a Greenhouse-serviced data migration, rather than using one of the free self-service tools, which have more strictly-defined field mappings.

 

When can I start migrating my data?

We recommend that you wait until after launching your Greenhouse- powered careers page before exporting data from your old ATS. This will ensure that the dataset you pull from your old system is unchanging and complete, and will help prevent applications from getting lost during the migration process. We’ve found that this approach puts you in the best position to have a successful migration, allowing you to transition from using your old ATS to using Greenhouse without any downtime.

 

What is the timeline for migrating?

Because an effective data migration requires collaboration between Greenhouse, you, and usually another vendor, the timeline can vary greatly. It’s best to plan for the process to take approximately two-to- three weeks if you’re using a self-service migration tool, or four-to-six weeks if you’re doing a Greenhouse-serviced migration.

 

Can I use a self-service migration tool?

We’ll let you know which migration options are available to you during the sales process. We currently offer self-service tools for imports from Jazz, Jobvite, Jobscore, Workable, and Taleo. For larger datasets (of 45,000 application records or more), it’s best to do a Greenhouse-serviced migration, regardless of the system that you’re migrating from. If you are eligible and interested in doing a self-service migration, Greenhouse can provide additional documentation detailing the exact field mappings for that particular tool.

 

What kinds of resources do I need to dedicate to the migration project for it to be successful?

Greenhouse will do everything we can to make the migration process as painless as possible. As long as you can provide consistently formatted exports containing all of the information that you want to migrate, our data migrations team can take care of the tedious file formatting and data transformation work for you.

That means that, beyond pulling the initial set of exports from your old system, you shouldn’t need to devote any technical resources to the project. However, we will need your input on how best to map your historical jobs, sources, and statuses to the hiring plans configured in your Greenhouse. Therefore, the data migrations point-of-contact on your end should be someone who is familiar with both the source data and with your Greenhouse implementation.

 

What tasks am I responsible for as part of the migration process?

During migration:

  • Share any questions or concerns you have about data migration with your Greenhouse Customer Success Manager. Our data migrations team is available via email and phone as needed to discuss the process.
  • Add all of your sources, open jobs, and in-process candidates to Greenhouse before launching your careers page.

After launching your Greenhouse-powered careers page:

  • Download exports from your old ATS, or request them from your contact there.
  • Confirm that the exports contain all of the information that you want to migrate to Greenhouse and then share them with data@greenhouse.io
  • Respond to questions from your designated data migrations expert to assist in the mapping of your legacy jobs, sources, and statuses to Greenhouse

After your data is imported

  • Check the data for accuracy, with guidance from Greenhouse. We ask that you take some time to QA your data within two weeks of the migration being completed.

 

What if I want to migrate private information or EEOC data?

EEO data collected through your Greenhouse careers page will be automatically anonymized and not surfaced anywhere on a candidate’s profile. It’s ultimately up to you if you want to export and migrate this sensitive information for your legacy applicants, but we recommend that you just retain a final set of EEO reports from your old system and collect this information for new candidates in Greenhouse going forward.

If needed, we can load these fields or any other confidential information as private notes, so that they are only accessible to users who can view private candidate data.

 

Are Greenhouse candidate migrations the same thing as the prospect import tool available on the Configure menu?

It’s not. Prospect bulk-imports are very useful, and the templates contain some of the same fields, but data migrations are much more robust, involve a stricter validation process, and are run by Greenhouse staff. Prospect bulk-imports do not allow for the importing of statuses, stages, rejection reasons, application dates, rejection dates, tags, activity feed notes, or attachments, but you can run them on your own.

 

Will importing my legacy data mess up the clean new data that I am collecting in Greenhouse?

Ultimately, it’s up to you whether or not you want to migrate your historical data. It is not necessary to finish a migration to start using Greenhouse. The most common reasons that customers choose to migrate their data are:

  1. To keep records on all of the candidates they've interacted with.
  2. To maintain all historical and recent recruiting data in a single system of record.
  3. To support some very basic reporting on pre-Greenhouse recruiting activity

Even if your old data isn’t as consistent and clean as the information you’ll be collecting in Greenhouse going forward, importing it shouldn’t interfere with your effective use of the system. You’ll be able to filter migrated candidates out of most reports and those associated with closed jobs won’t appear by default on the Candidate Search page.

 

What can I do to prepare?

The best thing you can do to help the migrate process go smoothly
is to carefully set up your Greenhouse jobs and sources during the implementation process. You should also add all of your in-process candidates to the system so that you can continue working with them while the migration is in progress. Please note that you do not need to create every single historical job, source, and stage in Greenhouse. You should focus on creating the content that’s going to best support your recruiting processes in the future. We’ll be able to bring in your old closed jobs and sort out any source and stage discrepancies later.

If you’re worried about having to wait a long time to receive your legacy data after going live with your Greenhouse-powered careers page, you may want to reach out to your old ATS contact ahead of time to see if they can schedule your export to be generated on your Greenhouse launch date. You want to make sure that they don’t actually create the exports until all applications are flowing into Greenhouse, though.

 

What will I need to do after a migration is over?

Your Data Migrations contact at Greenhouse will reach out to let you know as soon as your migration is complete. We’ll provide details at that time and a list of suggested items to review to ensure your data was migrated accurately. We ask that you take the time to check your migrated data and report any issues you encounter soon after it is imported. After two weeks, if you haven’t reported any issues to us, we’ll consider your data migration project to be complete.

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