One-time Data Migrations from the supported ATS systems are available for free to Premier accounts.
Supported ATS systems
If you are migrating from one of the following tools to Workable you are eligible for a one-time migration for free with the Premier plan.
- Trakstar Hire (former Recruiterbox)
If you have a data export from a non-supported ATS system contact your Account Manager to request a custom data migration.
Data Migration Steps
- Wrap up activity on your old ATS
- Data request from the previous ATS
- SOW and Stage Mapping
- Sample Import
- Data migration
1. Wrap up activity on your old ATS
We strongly encourage that you wrap up activity on your ATS before you share the data with Workable. This will ensure that the data set you share is the most ‘up-to-date’ and not missing any candidates/jobs. You can ask your Workable contact for advice on coordinating a time/plan to help ensure a smooth transition.
2. Data request from the previous ATS
a. Recruitee/Greenhouse: Login to your account and through the appropriate Configuration Settings, generate - if not already- your personal API key. Share that key with your Workable contact.
b. All other tools: Request a data export of your account and share this with your Workable contact. The data export should consist of:
i) A set of csv and/or xml files with candidates and job information.
ii) A folder with candidates’ attachments, depending on the ATS*.
* Some ATS (e.g. TeamTailor or Jobvite) provide links to an SFTP server with limited time access. In such cases, you should notify Workable when this is due.
3. SOW and Stage Mapping
After we process the data, we will share with you a Statement Of Work (SOW) document that will explain what data will be imported, depending on availability and the estimated timelines. A stage mapping spreadsheet will be also shared for you to fill out. You will use this sheet to indicate which stages from your previous ATS correlate to the stages available in Workable. If you have more than one Workable pipeline configured, you should specify which Workable pipeline (only one can be used) you would like to use for this mapping exercise.
4. Sample Import
If the data contains 40,000+ candidates, Workable will import a sample of your data ahead of the full migration. This sample will contain a batch of jobs and their associated candidates and will be imported into your Workable account. Your Workable contact will reach out to you when this sample is ready. We will only move ahead with the migration, once we receive your verification on the sample import.
5. Data migration
Once the Stage Mapping is shared and the sample import is verified - in the case it's applied - we will proceed with the full migration of your data after we notify you. During that period, GDPR settings and Hiring Plan will be automatically disabled and we'll kindly ask you not to activate them until the migration is complete.
- Should I consider any other factors prior to a data migration?
- GDPR settings and Hiring Plan will be automatically disabled during the data migration and we'll kindly ask you not to activate them until the migration is complete.