Changing recruitment software can feel risky. Your database is one of the most valuable assets your agency has, and nobody wants to lose years of candidate notes or client history. The good news is that a well planned migration is very manageable. This guide walks through the steps for moving from JobAdder, or any other ATS, without losing data or momentum. JobAdder is a widely used platform, and many of these steps apply equally to other systems.
Step one: decide what you are moving
Before you export anything, agree what needs to come across. Most agencies want:
- Candidates, including contact details, CVs and notes.
- Clients and contacts.
- Open jobs and their current pipeline.
- Placement history, at least for recent years.
- Activity history such as calls, emails and meetings where available.
This is also a good moment to decide what not to move. Very old records, duplicates and test data can stay behind. A cleaner database on day one makes the new system faster and easier to trust.
Step two: check your contract and notice period
Look at your current agreement before you set dates. Find out how much notice you need to give, when your renewal date falls, and how long you will retain access after cancelling. Plan for an overlap period so you can still refer to the old system while the team settles in.
Step three: export your data
Find out what export options your current platform provides and request your data in a structured format. Ask specifically about CV files and attachments, as these are sometimes handled separately from records. Keep a secure copy of the full export, untouched, in case you need to refer back to it.
Step four: map fields to the new system
Every platform stores data slightly differently. Field mapping is where you decide where each piece of old data lands in the new system. For example, a candidate status in one system might become a pipeline stage in the other. Custom fields need particular care. A good migration partner will produce a mapping document for you to review before anything is imported.
Step five: run a test import
Never migrate everything in one go without testing. Import a sample first, then check it carefully:
- Do candidate names, emails and phone numbers look right?
- Are CVs attached to the correct candidates?
- Are contacts linked to the right clients?
- Do open jobs show the right candidates at the right stages?
Fix any mapping issues and repeat until the sample is clean.
Step six: plan the cutover
Choose a cutover date, ideally at the start of a week and away from busy periods. Agree a short freeze where nobody adds new records to the old system, take a final export, and run the full import. Keep the freeze as short as possible so consultants are not out of action for long.
Step seven: train the team on real work
The fastest way to get a team comfortable is to train them on their own roles. On day one, each consultant should be able to find their candidates, move them through the pipeline and log activity. Leave advanced features for the second week. Nominate one person as the internal go to for questions.
Step eight: check and clean in the first month
In the first few weeks, ask consultants to flag anything that looks wrong. Small issues such as a missing note or a mislinked contact are normal and easy to fix if they are caught early. Use the first month to merge duplicates and tidy up tags.
Common pitfalls
- Starting the migration too close to a contract renewal date.
- Skipping the test import.
- Moving every old record, including duplicates and junk.
- Not checking that CVs and attachments came across.
- Training everyone on every feature at once.
Use the move to fix reporting
A migration is a rare chance to start fresh with your numbers. If your current setup cannot show placement fees, GP margins or a reliable revenue forecast, set those up properly in the new system from day one. Our guides on tracking GP margin per placement and revenue forecasting explain what to capture.
A simple migration timeline
For a small to mid sized agency, a realistic plan often looks like this. In the first week, agree scope, check your notice period and request the export. In the second week, review the field mapping and run a test import. Once the sample is clean, choose a cutover day, take the final export and run the full import. Spend the following week training on live roles and fixing small issues as they appear. Larger databases or heavily customised setups take longer, so build in some buffer rather than squeezing the timeline.
Who should own the migration internally
Even when a vendor does the technical work, someone inside your agency needs to own the project. That person agrees the scope, answers mapping questions, checks the test import and decides when the data is good enough to cut over. In a small agency this is often the owner. In a larger one it might be an operations lead or a senior consultant who knows the database well. Give them time to do it properly, because the decisions they make shape how clean your new system is on day one.
How migration works with Klose Recruit
Klose Recruit imports your candidates, clients and open roles from your current ATS or spreadsheets. Migration is free on annual plans, and a done for you migration is available from A$2,000 on monthly plans. We review the field mapping with you, run a test import and help your team get started. Most agencies are live in days. You can read our fair comparison with JobAdder based on public information.
The takeaway
Switching platforms does not have to mean losing data. Decide what to move, check your notice period, export carefully, map fields, test, cut over quickly and train on real work. With a solid plan, your team can be working in the new system within days.