ATS Data Migration: Steps, Risks and Choices When Switching Systems
ATS data migration from Bullhorn, Recruitee or Otys needs cleanup, field mapping and a data protection check. Avoid mistakes with a clear strategy and tests.
A successful ATS migration lives or dies by the quality of your data: clean it thoroughly beforehand and map fields precisely. Working with test sets and a clear Keep-Archive-Delete strategy prevents errors and keeps you compliant with GDPR.
Migrating data to an ATS means bringing across only data that's accurate, permitted, and stays usable straight away. You start by cleaning up, decide what you keep, and only then move the data over with a clear field mapping. Working through this process step by step avoids errors and leaves you working with a clean database from day one.
In this article, you'll learn how to approach this in practice with Bullhorn, Recruitee and Otys, including risks, choices and checkpoints.
- Cleaning up determines how successful your migration is
- Not all data needs to move to the new ATS
- Field mapping is the biggest source of errors
- Data protection rules and retention periods drive your choices
Why migrating data to an ATS often takes more time than expected
An ATS data migration looks technical, but the bulk of the work is really about data quality. Old errors surface immediately once you check the data. Think duplicate candidates, empty fields and incorrect statuses. That's why preparation often takes longer than the actual ATS import itself.
This is even more pronounced for recruitment agencies. They work with larger datasets and more relationships between candidates, clients and placements. This raises the risk of inconsistencies. Sorting this out beforehand prevents problems after go-live.
Migrating data to an ATS starts with cleaning up your recruitment database
A good migration starts with cleaning up your recruitment database. This is also known as 'recruitment data cleanup'. You remove duplicate profiles, close old vacancies and check whether information is still relevant. This lowers the chance of errors and increases how usable your new system is.
Work with three choices here. 'Keep' means the data is current and permitted. 'Archive' means you retain data for historical purposes. 'Delete' means there's no longer a purpose or legal basis. This breakdown keeps migrating data to an ATS clear and manageable.
Migrating data to an ATS by system: Bullhorn, Recruitee and Otys
The approach differs depending on the source ATS. That's why you need to know where the risks sit in advance.
- Bullhorn migration: usually runs via an API. Access to data is well set up, but custom fields are often inconsistent. This means ATS field mapping needs extra attention here.
- Recruitee migration: has a clear structure with an API and webhooks. Data protection settings are more visible. Even so, mapping is still needed to preserve meaning.
- Otys data export: needs more preparation. Exports vary by setup and often run through partners. This makes good planning and coordination important.
These differences determine how much work goes into preparation and checking.
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See how →Migrating data to an ATS and data protection: what can and can't you bring across?
In a data protection compliant migration, retention periods stay tied to the original date. A migration doesn't change this. So you need to check, per record, whether there's a valid legal basis. Without a legitimate reason, data can't move to the new system.
Pay extra attention to compliance audit files for staffing certification schemes. Sensitive data, such as ID documents and national insurance numbers, needs a secure transfer. Don't use simple exports and limit access. This avoids risk and helps you stay compliant with the law.
Migrating data to an ATS with clear choices for field mapping
ATS field mapping means linking old fields to new fields. This is mostly a matter of substance. You decide what a field means and whether it's still needed. Fields with no clear purpose don't come along.
A practical example helps here. A field like 'candidate status' can have several meanings in old systems. You choose one clear structure in the new ATS. That makes your reporting more reliable.
Start small with a test set. Check whether the data comes across logically and adjust the mapping where needed.
Checking connections and integrations after migrating data to an ATS
After the migration, you need to thoroughly test every connection. Think of a Sage, Xero or BrightPay integration for HR and payroll. Check whether data, such as contracts and hours, is processed correctly. Errors in these integrations have a direct impact on your processes and costs.
Choosing a migration strategy: a full switch or phased?
You can choose a full migration or a phased approach. A full switch is faster, but requires tight planning. A phased approach gives more control, but does mean you'll temporarily work across two systems. The right choice depends on complexity and your dependencies.
- Full: quick to go live, but more pressure on preparation
- Phased: more control, but a longer transition period
Testing and validating for a reliable go-live
Always run a test migration with a limited dataset. Check core data here, such as candidates, vacancies and placements. Have recruiters review it, since they'll quickly spot whether the data is structured logically. Process their feedback and adjust the settings before you go fully live.
What happens after the migration determines the real value
The real work starts after go-live. Document clearly how teams should enter and use the data. Working with templates and documenting the workflow keeps data entry consistent. This keeps your database clean and usable.
It helps enormously if everyone understands how it works in practice. Clear processes lead to better adoption and fewer errors. In our practical examples, you can see how other organisations approach this successfully.
Go/no-go questions for migrating data to an ATS
- Does the ATS have a clear import function?
- How does the mapping work, and what would any custom work cost?
- Are logging and audit features available?
- Can you roll back if something goes wrong?
- How is the data secured during the transfer?
For complex situations, you can get in touch to get every choice clear in advance.
Frequently asked questions about migrating data to an ATS
How long does an ATS migration take?
The duration depends on data quality, volume and integrations. Cleaning up and preparation often take several weeks.
Do I need to migrate all my data?
No. Only bring across data that's legally permitted and operationally useful. Unnecessary data causes errors and extra costs.
What most often goes wrong in a migration?
Incorrect field mapping and poor data quality cause the most problems. That's why the focus should always be on preparation and checking.
How do I check my data is correct after the migration?
Run test migrations, check samples, and have end users validate the data in the new system.
A solid approach to migrating data to an ATS gives you a clean start, better processes and a firmer grip on your recruitment data.
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Elvatix streamlines your migration process by safeguarding data quality and automating complex field mapping. Our integrations with Bullhorn, Recruitee and Otys guarantee a secure, structured transfer.
