Migrating from Greenhouse to Lever

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Migrating data from Greenhouse to Lever doesn’t have to be tricky. We’ve developed a set of internal tools to help simplify this process. Once you’ve set up your active jobs and career site, we’ll work with your team to begin the data extraction process. The end-to-end migration is broken down into three main steps.

Step 1: Clean up your data on Greenhouse

Before you request for your Greenhouse data, you want to make sure that your 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 haven’t 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 requesting for your data. 

Step 2: Generate a Harvest API key

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’ll 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.

Step 3: Greenhouse data mapping

Once all the data is extracted, 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 didn’t 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 Greenhouse job posting and candidate data into Lever.

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Frequently Asked Questions

How quickly can we start the migration?

You can generate the Harvest API key and send it to Lever 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’ll typically take 1-2 weeks in total to extract, transform, and load the data.

Can we migrate over feedback, emails, and notes?

We do want to note that Greenhouse 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 can’t promise it will be perfect. So as long as your feedback, emails, and notes are structured in the standard way within Greenhouse, all this content will come over in a 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?

Absolutely! If you currently store all your candidate data across spreadsheets, it’s recommended that you bring all that data into Lever.  We’ll provide you with the template to fill out, then we can do a one-time import into Lever as part of the onboarding process.

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