Migrating data from SmartRecruiters 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, you can request for your SmartRecruiters data to begin the migration process. The process consists of three main steps.
Step 1: Clean up your SmartRecruiters data
Before you request for your SmartRecruiters 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: Request for your SmartRecruiters data extract
Once your Lever-powered careers page has been launched, you’ll 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’ll 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.
Step 3: SmartRecruiters data mapping
Once we’ve 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 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 SmartRecruiters job posting and candidate data into Lever.
Frequently Asked Questions
How quickly can we start the migration?
You can make a request for data from SmartRecruiters 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 have noticed that SmartRecruiters doesn’t always provide an export of notes or feedback, but we can potentially import the content if you’re able to extract it into a report. We will attempt to salvage as much data as possible, but we can’t promise it will be perfect. All this content will come over in a form of a Lever note within the candidate’s opportunity in Lever. This will require a custom data migration package. 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.