Data Migration - Overview

A clear guide to every stage of your data migration journey and expectations throughout.

Stages

Data Pick Up

Preparing Screenshots

Preparing for Session

Stages 

Your migration follows a clear and consistent workflow, ensuring you always know what stage you’re in and what comes next. You’ll also have access to your own project plan, so you can see all key dates and milestones.

Here’s an overview of the process stages

• Discovery Call – Call with you, the implementation lead, and success/sales team to set timeframes, expectations, and next steps.
• Data Pickup – We cannot begin until your backup has been received.
• Testing & Feedback – First migration run checked against your screenshots to confirm field mapping.
• Testing Sessions and Sign Off – Walkthrough of the test database to verify data mapping and identify opportunities for data enrichment, agree go-live scripts and sign off.
• Go Live – Final import of data with approved mappings.
• Post Migration – Any agreed data enrichment sripts are run in throughout go live week. 

Data Pick Up

To commence your migration, we need a full backup of your existing system. If you’re unsure what to request, you can use the following wording to ensure the correct format:

We require a full backup of the {current software} database, zipped, in either a database backup (e.g., .bak, .dmp) or CSV format.

Please also include:

• Any documents associated with records in {Original Database NAME} (these may be stored in the database or separately on a server – your IT team or provider can confirm).

• Any login details required to access the database file (if applicable).

⚠️ Important: Work cannot begin until we have received your data backup, any delays to this may delay your overall project. Any data added after this backup will not be included in the preview. 

For a Full Migration, we’ll require a second backup closer to your Go Live date to ensure your migration includes the most up-to-date data.The date for this second backup will be included in your project plan, so you’ll know exactly when to provide it.

Preparing Screenshots

To help us ensure your data is mapped correctly, please provide screenshots of example records from your old system. When selecting records, please choose ones that are:

• Well populated with information.

• Unchanged since your backup.

• Representative of multiple fields (it’s fine to send several examples).

We’ll need screenshots for the following record types:

• Candidate

• Contact

• Company

For a Full Migration, we’ll also need screenshots of your job records—for all types of jobs you recruit (perm, contract and/or shift)

Use the corresponding document below for guidance on your migration type. This will help you capture and save your screenshots correctly. Once complete, please upload these within the dedicated area in your project plan. 

Full Migration: Screenshot Guide

Light Migration: Screenshot Guide

Preparing for Testing Sessions

To make the session productive, please ensure you:

• Have access to your current system.

• Join the Teams meeting on time.

• Can share your screen during the session.

• Minimise background noise for clear communication.

This will help us review your data efficiently and address any questions in real time.