We understand how important your existing data is to you, and our migration team are here to help you transfer that data into Pinpoint quickly and easily so you can hit the ground running.
In our experience, it's useful to do the following things ahead of time to ensure a seamless migration from your existing system to Pinpoint.
Inform your current ATS as soon as possible, as it's very likely they'll have a standard SLA for when they will provide you with the data (often this is two weeks).
Have somewhere to store the information. Lots of clients like to keep a copy of the exported data somewhere safe so they can access it if needed and for peace of mind.
Use this as an opportunity to sanitise your data. Old or incorrect information will follow you over into Pinpoint if it's not removed before the migration. Unless your historic data is immediately useful to you, it might be worth considering whether you really need to import all of it, or whether you're better to focus on importing relevant recent data - very old or incorrect information can skew your reporting data and produce misleading results.
Decide what data you want to migrate over. As per the point above, we recommend only migrating your active data and keeping historic data safely stored somewhere, we can always import more data at a later date.
Data export formats
Our standard import service includes the migration of data records from other systems if they are in CSV/spreadsheet formats. SQL backups, XML, JSON, and any non-spreadsheet formats will need to be converted by you or the previous ATS before providing them.
What data is imported
We can import the following data into Pinpoint:
Applications along with their workflow status
Resumes and other files
Notes and comments
How long does it take?
The amount of time the export from your current ATS provider takes is variable and you should establish that with them ahead of time.
Data import projects from other systems into Pinpoint takes 15 business days from the date that we receive the import files.
How much does it cost?
Data migrations are completely free if the data is provided to us in our format (using the attached CSV files as a template).
If you're unable to provide us with the data in the format specified in our example migration files, we offer a dedicated migration service. If your contract value is over $30,000 per year, this migration service is also completely free. For all clients with contract values under $30,000 per year, any time spent preparing, sanitising and converting raw data provided to us into a usable format will be charged at a rate of $150 per hour and billed upon completion of the migration. Exact costs will vary depending on the size of the migration, but indicative / typical costs to migrate from some of the most common providers (with data provided in their standard format) are available below:
JazzHR - $3,000
Lever - $3,000
BambooHR - $3,000
Greenhouse - $3,000
Workable - $4,500
iCIMS - $8,000
Taleo - $8,000
Can we do a second migration of data?
Yes, we can do a second migration of data, but any additional time spent on the second migration will be charged as above ($150 per hour, billed upon completion of the second migration).
Any there any minimum requirements for the data?
Yes - candidates in Pinpoint require at a minimum a full name and email address (all other pieces of information are optional, but will be imported if included in the data), any candidates provided to us without those fields won't be able to be imported.
For jobs, we need a minimum of a title and the location in order to recreate it in Pinpoint.
Resumes and other files must be able to be associated with an applicant, whether that is through a column on the applicants CV or by the naming convention of the file.
Is there a limit on the size of the migration / the number of records that can be imported?
There is no hard limit on the number of records we can create as part of the migration.
How does the switch over work?
For most clients, the smoothest possible way to switch is to manually create the jobs being recruited for in Pinpoint ahead of the 'Go Live' date and mark them as closed. On the date you stop using your old ATS and go live with Pinpoint, simply mark those jobs as live and start managing the new applicants in Pinpoint immediately.
After you have stopped using your existing ATS, get the data export (ensure you have requested this ahead of time as there can be a long lead time) and we can begin the process of migrating the existing and historic applicants in parallel with you working within Pinpoint and there is no downtime for receiving new applications.
It's really important that you request the data migration from your existing ATS ahead of time, and only get the data once you have closed any live jobs on that platform. This means that when we receive the data it's final and complete. Requesting a second export from your existing ATS may incur a charge from your existing vendor, and there's an additional cost for migrating further rounds of data into Pinpoint.
Who is responsible for getting the data from my current ATS?
Unfortunately in most cases we're unable contact or work with your existing ATS vendor on your behalf, so obtaining a copy of your existing data is your responsibility.