Historical Import Migrations

Follow this guide to import your historical data from your previous ATS into Ashby

Import Overview

File-based migrations are a two-step process:

Importing active candidates and job considerations so they can be added to open jobs

Importing historical data for your records and reporting purposes

Below, you will find a table listing the supported ATS options for which we can run a file-based migration and where you can submit a request to export your data.

Legacy ATS	Supported Data
BambooHR	https://help.bamboohr.com/s/article/1891039#applicant-tracking-ats
Gem ATS	https://help.gem.com/external/gem-ats-data-export-schema - [email protected]
Gem Sourcing Import	https://help.gem.com/external/gem-data-export-formatschema - [email protected]
Homerun	https://help.homerun.co/en/
iCIMS	https://careers.icims.com/customer-team
Jobvite	https://help.jobvite.com/hc/en-us/requests/
Lever CSV	https://help.lever.co/hc/en-us/requests/
Paycor	https://www.paycor.com/services-support/
Paylocity	https://www.paylocity.com/contact/client-support/administrator-support/
Pinpoint	https://www.pinpointhq.com/contact/
SmartRecruiters	https://www.smartrecruiters.com/about-us/contact-us/
Spark Hire Recruit (formerly Comeet)	https://recruit-support.sparkhire.com/hc/en-us
Team Tailor	https://www.teamtailor.com/en/contact/
Workable	https://help.workable.com/hc/en-us/requests/new

Importing Active Candidates

If you have open roles in your previous ATS with active candidates, we would recommend setting up the departments, teams and jobs you’re actively hiring for manually in Ashby so you can continue hiring activities with minimal downtime.

For more information on creating jobs, check out Creating & Opening JobsCreating & Opening Jobs . Once you’ve set up these jobs in Ashby, you can import your active candidate data using the CSV import tool. You can access the CSV import tool by navigating to Admin > Data Management > Bulk Data Import. More on this at Bulk Import Options.

Exporting Historical Data

To import historical data, you will need to export your data from your previous ATS. Once you’ve received your exported data from your previous ATS, your CSM or Onboarding team will send you a link via SendSafely so you can upload your exported files.

Importing Historical Data into Ashby

Once we’ve received your files, our engineering team will get to work on the import.

We import the following data:

Legacy ATS	Supported Data
BambooHR	Jobs — all imported as archived. Job titles are matched against existing Ashby jobs before creating a new one. Candidates - email, phone, LinkedIn/Twitter/website links, location, and education history Applications - into Lead, Application Review, Hired, or Archived. Bamboo does not provide hired or archived dates. Those dates are approximate based on the apply date. Custom field answers - application questions are mapped to candidate custom fields in Ashby Candidate comments - imported as plain candidate notes Resume and cover letter files - uploaded as file attachments
Lever	• Historical Jobs • Candidates • Applications • Resumes • Users • Notes • Interview Feedback • Interview Stages
iCIMS	Job (Optional) • Title • External Req ID Candidate • Name • Email • LinkedIn • Phone number • Added at date • Source • Credited to • Resume • User-selected custom fields Application • Submitted at • Last activity • Source • Credited to • Recruiter • Archive Reason • Interview stage (mapped to Lead, Active, Hired, or Archived) Offer • Offer status • Created at • Decided at • Offer custom fields Forms Selected forms will be imported as candidate notes. The note's created at date will be the date of submission, so they should show chronologically in the feed. The author of the note will be the submitter of the form (if they exist as a user in Ashby). Interviews A record of the interview, all meetings of the interview with times and attendees will be imported as a candidate note. The note's created at date will be of the time of the first meeting in the interview, so they should show chronologically in the feed.
Teamtailor	We import the following data • Candidates ◦ Name, email, phone, social links, tags, source ◦ Notes, Feedback (imported as notes) Candidates will be matched against existing candidate profiles (based on email address).If a matching candidate profile isn’t found, a new candidate will be created. • Applications (added to Ashby as job considerations) Existing applications will be searched for when importing applications - if an existing job consideration isn’t found in Ashby a new one is created. If a new job consideration is created, it will be added to one of the following stages of the job’s interview plan: Lead, Application Review, Hired, Archived. If an existing application already exists, it will not be updated with the historic information (in the case of the candidate’s application being moved forward in Ashby, rendering the imported information obsolete). • Jobs (optional) Jobs will be matched against the job titles of existing jobs before creating a new one. If a new job is created, then they will follow the default interview plan on your Ashby account.As far as Team and Location go, they will be added to the job if a match is found when importing. If no match is found, a generic location and team is used. If jobs are not imported, then applications will be imported to a generic job. We will not import the following: • Job Postings • Interview Plans • Openings
SmartRecruiters	What do we import? • Jobs • Users • Candidates ◦ Name, email, phone, location ◦ Notes, Feedback (imported as notes) • Applications (with rejection reasons) ◦ Stages are mapped to default interview plan stages5 What don't we import? • Candidate sources • Files • Resumes Additional Information • Stages will be mapped to matching default interview plan stage • Feedback will be added as notes on the candidate profile
Workable	We will import the following • Jobs • Candidates (including tags if these are in the candidate CSV file) Interview stages for candidates aren’t mapped due to lack of data provided from Workable. Therefore we import candidates into the following stages: Application Review, Hired, or Archived. • Applications • Messages and Comments (these are added as notes in Ashby) • Ratings (these are mapped as scorecards in Ashby) • Resumes
Jobvite	• Jobs • Candidates ◦ Name, email, resume, offers, phone, location • Applications • Notes • Feedback What don't we import? •Candidate sources
Comeet	We import the following • Candidates (including feedback listed as a note, notes, tags, resume, email, phone, social links and source) Candidates will be matched against existing candidate profiles (based on email address). If a matching candidate profile isn’t found, a new candidate will be created. • Applications (added to Ashby as job considerations) Existing applications will be searched for when importing applications - if an existing job consideration isn’t found in Ashby a new one is created. If a new job consideration is created, it will be added to one of the following stages of the job’s interview plan: Lead, Application Review, Hired, Archived. If an existing application already exists, it will not be updated with the historic information (in the case of the candidate’s application being moved forward in Ashby, rendering the imported information obsolete). • Jobs Jobs will be matched against the job titles of existing jobs before creating a new one. If a new job is created, then they will follow the default interview plan on your Ashby account. As far as Team and Location go, they will be added to the job if a match is found when importing. If no match is found, a generic location and team is used. If jobs are not imported, then applications will be imported to a generic job. We will not import the following • Job Postings • Interview Plans • Openings
Gem ATS	What do we import? Candidates Candidates are matched to existing Ashby profiles using email. If no match is found, a new candidate is created. Any resumes included in the export are imported and linked to the correct candidate/application (Gem assigns internal resume IDs and we map those back to real filenames). Applications Gem ATS exports application data across multiple CSV files; we combine these into Ashby job considerations. Existing applications are matched when possible; otherwise, new applications are created. Application history is reconstructed from Gem’s data: Gem’s stage history is added as a note on the candidate profile The application creation date The application termination date (rejection or hired) If Gem did not include a proper “Hired” terminal stage, we infer and create a final Hired stage. Archived applications are recreated with the correct archive reason, and the default Ashby archive stages are removed/rebuilt for accuracy. Application Feedback Scorecards from Gem are converted into notes If question/answer files are populated, we include mappings into the note where possible. Jobs Job records can be imported if the customer includes them. Job titles are matched against existing Ashby jobs before creating a new one. Location and Team are added to the job if a match exists; otherwise, a generic option is used. If jobs are not imported, applications are added to a generic job. Departments & Offices Gem exports include CSVs for Departments and Offices. We support matching or creating these entities, but: Department hierarchy is partially supported. Office hierarchy (like regions → offices) is not currently supported. Customers with complex hierarchies may require mapper updates. We do not import the following from Gem ATS: Job Postings Interview Plans Scheduled Interview Events (scorecards are imported) Openings Complex hierarchical location/department structures

Post-Import

Once the import is complete, you’ll be notified by your Success Manager or the Scaled Success team. If any information you’re expecting to see is missing, do let them know.