Planning the switch from your old ATS without losing data

For many agencies, introducing a new system feels like moving house while the business keeps running. The concern is justified: the database holds years of work. Candidates, companies, mandates, notes and conversation histories must not get lost along the way.

With a clear process, the switch becomes predictable. These steps have proven themselves.

1. Request the export early

Check with your current provider which data you can export and in which format. Some systems deliver several files, for example split into candidates, companies and mandates. Also ask about attachments such as CVs, and about notes.

2. Map the structure

Every system names its fields differently. Before importing, it should be clear which old field goes where. A field like notice period matters to headhunters and must not disappear into a catch-all field.

3. Clean up duplicates

Over the years, duplicate entries build up. The same candidate with two email addresses, the same company spelled two ways. The switch is the best moment to clean this up. Unclear cases should be decided by a person, not by an automatic rule.

4. Keep the links

The value of a database lies in its connections: which candidate was in talks for which mandate, which company a contact belongs to. After the import, spot-check whether these relationships are correct.

5. Connect inboxes and channels

From the switch onwards, new messages should land in the new system. Connect email and other channels directly, so your records are up to date from day one.

6. Keep an eye on the contract

Notice periods often set the timeline. Plan the import so that your data is in the new system well before your contract ends.

How the switch to Sourge works

We migrate your data together with you, map the structure and clean up duplicates. Anything unclear, we put to you for a decision. More on the Migration page.