Migrating to Lever from another Applicant Tracking System (ATS)

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Are you completing your own implementation through our self-service offering? Read this article on migrating your data before proceeding.

Migrating data to Lever from another ATS does not have to be tricky. We have developed a set of internal tools to help simplify this process. Once you have set up your active jobs and career site, you can begin the migration process.


Overview

The process consists of three main steps:

Step 1: Clean up your data in your current ATS
Before you export (or request an export of) your legacy ATS data, you will want to make sure that the data is up-to-date. The last thing you want to see after we migrate your data into Lever are thousands of stale candidates in your active pipeline that you have not interacted with in years. So we advise that you take this time to complete all your workflows, deposition any inactive candidates, and/or close out any jobs prior to exporting (or requesting an export of) your data. 

Step 2: Export (or request an export of) your legacy ATS data
The method for export (requesting an export of) your legacy ATS data can differ slightly depending on the ATS from which you are migrating. Select an Applicant Tracking Systems listed below to reveal instructions for exporting (or requesting an export) for that specific system.

Bullhorn

Once your Lever-powered careers page has been launched, you will need to request for your data extract from your Bullhorn contact. Bullhorn’s extraction process can take up to 2-3 weeks depending on the amount of data that you have. You can also put in a request ahead of time to have your data extracted and sent to you on your designated launch date in order to secure a spot in their technical support queue.

Bullhorn will then provide your team access to an encrypted SQL database They will make the database available for download. You can provide us with the credentials and we can download it onto our servers. We will then extract and transform the data in order to build a mapping sheet to begin the next steps, this process typically takes 72 hours to complete. We also recommend that you download a copy of the data in case you need it for future audit purposes.

GHire

Once your Lever-powered careers page has been launched, you can follow the instructions linked below to extract your application, job posting, feedback, and resumes. GHire’s extraction process can take up to 2-3 days depending on the amount of data that you have. Here are the files that come with that export:

    1. CSV export (includes application data) *Please make sure to export your application data as a CSV file.
    2. JSON files (includes application data and resumes)

Once you have secured these files, you can place it in a secured GDrive folder or another third-party cloud-sharing service of your choice and send it over to us so we can begin the mapping process. We also recommend that you download a copy of the data in case you need it for future audit purposes.

Greenhouse

Once your Lever-powered careers page has been launched, you can login to your Greenhouse admin console to generate a Harvest API key. Please make sure all the endpoints are selected so we can harvest as much data as possible. Once you provide the Harvest API key to your Lever Implementation Specialist, it will generally take our team 48 hours to extract all the data. The data will include the following:

  • Candidate applications
  • Notes/feedback
  • Resumes
  • Job postings

If you need a copy of the data for future audit purposes, you can use the same Harvest API to extract it on your own or request a copy of the extraction from Lever. You can also put in a request with Greenhouse to have your whole database extracted, but this process can take 2-3 weeks depending on the amount of data you have.

iCIMS

Once your Lever-powered careers page has been launched, you will need to request for your data extract from your iCIMs contact. iCIMS’s extraction process can take up to 2-3 weeks depending on the amount of data that you have. You can also put in a request ahead of time to have your data extracted and sent to you on your designated launch date in order to secure a spot in their technical support queue. Here are the files that come with that export:

  • A ZIP file with all the candidate application/job posting data
  • A ZIP file with all the resumes
  • A ZIP file with any additional documents

They will make these files available for download. You can then send us the zip files through the cloud-sharing service of your choice. We will then transform the data in order to build a mapping sheet to begin the next steps, this process typically takes 48 hours to complete. We also recommend that you download a copy of the data in case you need it for future audit purposes.

JazzHR

Once your Lever-powered careers page has been launched, you will need to request for your data extract from your JazzHR contact. JazzHR’s extraction process can take up to 2-3 weeks depending on the amount of data that you have. You can also put in a request ahead of time to have your data extracted and sent to you on your designated launch date in order to secure a spot in their technical support queue. Here are the files that come with that export:

  • A ZIP file with all the candidate application/job posting data
  • A ZIP file with all the resumes

They will make these files available for download. You can then send us the zip files through the cloud-sharing service of your choice. We will then transform the data in order to build a mapping sheet to begin the next steps, this process typically takes 48 hours to complete. We also recommend that you download a copy of the data in case you need it for future audit purposes.

Jobscore

Once your Lever-powered careers page has been launched, you will need to put in a extraction request with your Jobscore contact. Jobscore’s custom extraction process can take up to 1-2 weeks depending on the amount of data that you have. They do charge a small fee for this (around $50). You can also put in a request ahead of time to have your data extracted and sent to you on your designated launch date in order to secure a spot in their technical support queue. Here are the files that come with that export:

  • A CSV file with all your candidate applications.
  • A CSV file containing all your candidate notes.
  • A CSV file that maps candidate emails and names to their associated resumes.
  • A TAR.GZ file containing all of the candidate resumes.

Once you have downloaded all the content, you can share it with us through your cloud-sharing service of choice. We will then transform the data in order to build a mapping sheet to begin the next steps, this process typically takes 48 hours to complete. We also recommend that you download a copy of the data in case you need it for future audit purposes.

Jobvite

Once your Lever-powered careers page has been launched, you will need to request for your data extract in XML format from your Jobvite contact. Jobvite’s extraction process can take up to 3-4 weeks depending on the amount of data that you have. You can also put in a request ahead of time to have your data extracted and sent to you on your designated launch date in order to secure a spot in their technical support queue. Here are the files that come with that export:

    1. An XML file containing all job postings
    2. An XML file containing all candidates with resumes

Jobvite will make these files available on an FTP site and will send you the credentials to access them. You can then send your Implementation Specialist the credentials and our Jobvite migration tool will take care of the content extraction, this process can take up to 48 hours. We also recommend that you download a copy of the data in case you need it for future audit purposes.

Recruiterbox

Once your Lever-powered careers page has been launched, you will need to request for your data extract from your Recruiterbox contact. Recruiterbox’s extraction process can take up to 2-3 weeks depending on the amount of data that you have. You can also put in a request ahead of time to have your data extracted and sent to you on your designated launch date in order to secure a spot in their technical support queue. Here are the files that come with that export:

  • A JSON file with all your candidate data
  • A ZIP file with all the resumes

They will make these files available for download. You can then send us the files through the cloud-sharing service of your choice. We will then transform the data in order to build a mapping sheet to begin the next steps, this process typically takes 48 hours to complete. We also recommend that you download a copy of the data in case you need it for future audit purposes.

SmartRecruiters

Once your Lever-powered careers page has been launched, you will need to request for your data extract from your SmartRecruiters contact. SmartRecruiters’ extraction process can take up to 3-4 weeks depending on the amount of data that you have. You can also put in a request ahead of time to have your data extracted and sent to you on your designated launch date in order to secure a spot in their technical support queue. Here are the files that come with that export:

  • A CSV file with all your candidate application date
  • A ZIP file with all the resumes

They will make these files available for download. You can then send us the files through the cloud-sharing service of your choice. We will then transform the data in order to build a mapping sheet to begin the next steps, this process typically takes 48 hours to complete. We also recommend that you download a copy of the data in case you need it for future audit purposes.

Taleo

Once your Lever-powered careers page has been launched, you will need to request for your data extract from your Taleo contact. Taleo’s extraction process can take up to 2-3 weeks depending on the amount of data that you have. You can also put in a request ahead of time to have your data extracted and sent to you on your designated launch date in order to secure a spot in their technical support queue. Here are the files that come with that export:

  • Several CSVs with all your candidate and application  data
  • A CSV with all your job data
  • A ZIP file with all your resumes

They will make these files available for download. You can then send us the files through the cloud-sharing service of your choice. We will then transform the data in order to build a mapping sheet to begin the next steps, this process typically takes 48 hours to complete. We also recommend that you download a copy of the data in case you need it for future audit purposes.

Workable

Once your Lever-powered careers page has been launched, you will need to put in a extraction request with your Workable contact. Workable’s extraction process can take up to 1-2 weeks depending on the amount of data that you have. You can also put in a request ahead of time to have your data extracted and sent to you on your designated launch date in order to secure a spot in their technical support queue. Here are the files that come with that export:

  • A ZIP folder with all the candidate, application, and job posting data in CSV format.
  • A ZIP folder with all the resumes.

Once you have downloaded all the content, you can share it with us through your cloud-sharing service of choice. We will then transform the data in order to build a mapping sheet to begin the next steps, this process typically takes 48 hours to complete. We also recommend that you download a copy of the data in case you need it for future audit purposes.

 

Step 3: Data mapping
Once we have transformed all your data, your Lever Implementation Specialist will work with you to map your legacy candidate/job data onto your new Lever structure (i.e. Stages, Archive Reasons, Departments/Teams, etc.). Even if you did not clean up as much data as you needed to in Step 1, we can always use this step to assist with some of the cleanup. Once your mappings are set, we will import your legacy ATS job posting and candidate data into Lever.


Frequently asked questions

How quickly can we start the migration?

You can export (or request an export of) your legacy ATS data as soon as your Lever-hosted careers page has been launched. This will ensure that no applications are lost in the transition. Once we have the data, it will typically take 1-2 weeks to extract, transform, and load the data.

Can we migrate over feedback, emails, and notes?

Your legacy ATS may not always provide all your data in a format that can be imported. We will attempt to salvage as much data as possible, but we cannot promise it will be perfect. So as long as your feedback, emails, and notes are structured in a standard way within your legacy ATS, all of this content will come over in the form of a Lever note within the candidate’s opportunity in Lever. You can also use Lever’s manual email sync feature to bring over emails for a specific candidate. This feature will only bring over the email chains between you and the candidate.

Can we import candidates and prospects from a spreadsheet?

Yes. If you currently store all your candidate data across spreadsheets, it is recommended that you bring all of that data into Lever.  We will provide you with the template to fill out which we can then use to perform a one-time import into Lever as part of the onboarding process.

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