// Recruitment Technology

Migrating from Recruiterflow to Atlas: Your Guide to a Seamless ATS Move

Migrating from Recruiterflow can feel daunting for recruitment agencies, but this guide will help you make the move to Atlas smoothly and with minimal data loss. We’ll walk you through planning, execution, and post-migration best practices to ensure the transition is as seamless and stress-free as possible.

Key Recruiterflow data migration takeaways

• Effective planning and a proper data assessment are essential for a smooth migration to Atlas, making sure your data is compatible and your new system is fully ready to go.
• Thorough data cleaning and organisation — including removing duplicates and outdated records — help maintain data integrity throughout the migration process for all recruiting agencies.
• After the migration, following best practices like regular data audits and taking full advantage of Atlas’s new features will keep your system running efficiently and help you get the most out of your recruitment operations.

Planning your Recruiterflow migration

Effective planning is key to a successful data migration. Without a clear, structured approach, things can quickly become chaotic — leading to data loss, unexpected downtime, and a lot of frustration for your team.

Start by setting clear objectives, timelines, and responsibilities to keep risks to a minimum. Define exactly what you need from your new recruitment system and map out each step of the migration process.

Begin with an initial data assessment to understand the scope and quality of your existing data. Then, make sure your new system is fully prepared to receive it, ensuring everything is compatible and ready to go. These steps lay the foundation for a smooth, stress-free migration.

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Initial data assessment

Carry out a thorough data discovery before starting the migration process. Analysing your existing data helps you identify the most important elements and assess how complete and reliable your records really are.

This ensures that only accurate, relevant information is migrated, reducing the risk of bringing across outdated or unnecessary data. Understanding the current state of your data also helps you make clear, data-driven decisions about what to keep, clean, or remove — all at your own pace.

This assessment highlights any potential issues early on, so you can address them before the actual migration and make the overall transition much smoother.

Setting up your new recruiting CRM

Preparing your new system is just as important as assessing your data. Ensure the new recruitment software is compatible with incoming data formats and ready for use. This involves configuring the system to align with your business development needs and verifying data format compatibility.

Conduct final checks on configuration settings to confirm the system is ready for migration. Ensure the following are accurately set up for a smooth transition:

• All potential candidates’ profiles
• Resumes
• Job postings
• Historical records

With the new system properly configured, you’re all set to proceed with the data migration process.

Data discovery

Data discovery involves identifying and extracting your data from Recruiterflow in different formats, such as CSV and XLS files, making it much easier to manage and transfer. You can also collect data from online drives or external files, giving you more flexibility when preparing everything for migration.

By thoroughly discovering and extracting your data, you’ll make sure you have all the essential information needed for a successful migration. This process also helps you create detailed reports and make smarter, data-driven decisions that align with your agency’s needs.

Data cleaning

Once you’ve collected your data, the next step is cleaning it. Standardising your data helps keep everything consistent across all records. This means setting clear formats for similar fields, so your data stays uniform and much easier to manage.

Removing duplicates is just as important. Duplicate records can create confusion and lead to mistakes, so it’s crucial to use unique identifiers or automated tools to flag and remove them.

A thorough cleaning process like this ensures your data is accurate and fully prepared for migration, helping you avoid headaches and issues further down the line.

Executing the Recruiterflow migration

With your data fully prepared, it’s time to move on to the execution stage of your migration. Migrating from Recruiterflow can come with its own set of challenges — for example, inefficient bulk stage movements and a sometimes clunky interface that makes it hard to manage large volumes of data smoothly. However, the payoff of transitioning to Atlas is well worth it.

Atlas offers comprehensive data migration support along with personalised onboarding services, making the entire process far more straightforward and stress-free. Their team helps guide you every step of the way, so you don’t have to navigate the technical details alone.

The execution phase involves two key parts: data importing and verification. Data importing is a structured process that transfers all your candidate information and related records into Atlas.

Verification is just as critical — it involves checking that all data has transferred accurately and that nothing is missing or misaligned. By thoroughly verifying your data, you ensure the integrity of your database and set your team up for success from day one.

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Data importing

Data importing is a crucial step in the migration process — and one you really want to get right. Having a clear, structured approach to transferring all your candidate information helps keep your data organised and protects its integrity during the move.

This careful process allows for a smoother transition, prevents any data loss, and ensures everything stays consistent as it moves into your new system. Following best practices when importing data is essential.

For example, thoroughly verifying the accuracy and completeness of each record helps streamline day-to-day operations and keeps your recruitment team running efficiently from the start.

Taking the time to do this properly means your data migration is far more likely to be successful, and your new system will be set up to perform at its best. It also helps build trust within your team, as they’ll know they’re working with clean, reliable data right from day one.

Verification and testing

After importing your data, thorough verification and testing are absolutely essential to make sure everything has moved across correctly. This should include:

• Running a test import with a sample dataset to check that all data transfers accurately and is properly formatted in the new system.
• Spotting any issues early on through careful testing, so they don’t turn into bigger problems later.
• Making timely corrections based on the test results to ensure everything is in top shape before going live.

A strong quality assurance process should involve detailed tests and multiple validation checks to maintain data integrity. These extra steps give you confidence that your migrated data is accurate, complete, and ready to support your recruiters from day one.

Taking the time to verify properly not only protects your data but also helps ensure your new system runs smoothly, giving your team peace of mind and laying a solid foundation for more efficient, streamlined recruitment process moving forward.

Ensuring data security

Data security is absolutely paramount during migration for all recruitment agencies. One of the most important steps is encrypting your data while it’s in transit — this protects it from being intercepted or accessed by unauthorised users. Using HTTPS is a common and trusted method for encrypting web traffic, helping to secure communication between your systems and the new platform.

Transport Layer Security (TLS) is the recommended protocol for encrypted communication today, as it has replaced the older and less secure SSL standard. TLS provides a stronger layer of protection, giving you extra confidence that your sensitive data stays safe.

Regular data evaluations are also crucial. By reviewing your data security practices throughout the migration, you can identify and address any compliance gaps early on. This proactive approach helps you stay aligned with GDPR and other data protection regulations.

Implementing these security measures not only protects your candidates’ and clients’ information but also builds trust with your team and stakeholders, ensuring your data remains secure at every stage of the migration journey.

Training and onboarding your team

Training and onboarding your team are absolutely essential to help them get the most out of your new system. Tailored, personalised training that matches different learning styles makes it much easier for everyone to pick up new concepts and feel confident using new tools.

Good training can make a huge difference to how quickly and successfully your team adopts new software. When everyone feels comfortable and proficient, they’re better equipped to support business growth and make the most of the new processes and features, such as advanced analytics.

Creating clear, easy-to-follow training materials and running practical, hands-on sessions are both key parts of this process. Investing in proper onboarding and support now means fewer headaches later, and it helps build a stronger, more confident team ready to deliver great results.

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Creating training materials

Comprehensive training materials are essential for successfully onboarding new users, regardless of which recruitment agencies they come from. These should include clear user manuals, step-by-step tutorials, and an FAQ section to tackle common questions and concerns.

Hands-on training sessions are just as important. They give your team the chance to get comfortable with the new recruitment system and practise using it in real scenarios, rather than just reading about it.

Providing this mix of clear, detailed training materials alongside practical, interactive sessions ensures your team can hit the ground running. This approach not only builds confidence but also helps everyone work more efficiently and get the most out of the new system.

A well-prepared team is more likely to adopt the new tools quickly, improve overall recruitment process efficiency, and deliver better results — making your investment truly worthwhile and helping your agency scale smoothly.

Hands-on training sessions

Hands-on training sessions are vital for successful onboarding. Key factors to improve training effectiveness include:

• Tailoring learning content to meet assessed training needs, which boosts employee engagement and understanding.
• Using digital learning platforms to help automate the creation of training materials.
• Ensuring all training materials are optimised for your team’s needs.

Request a demo today and try out our knowledge base and live chat support to further enhance your team’s experience. These provide practical knowledge and help your team feel confident with the new system, ensuring a smooth transition and efficient use of your new recruitment software. Start here >>

Post-migration best practices for recruitment agencies

Implementing post-migration best practices is essential for maintaining data integrity and getting the most out of your new system. Regular data audits and making full use of new features are key strategies for ongoing success and smoother workflow automation.

These practices help you spot discrepancies early, improve system performance, and make the most of the advanced automation features offered by Atlas. This approach ensures your recruitment operations stay efficient and continue to deliver strong results.

Regular data audits to match your business needs

Conducting regular data audits helps you spot discrepancies and ensure your migrated data stays accurate and consistent over time. Periodic audits catch any inaccuracies early and help maintain high data quality standards across the organisation.

Regularly auditing your cleaned data also prevents errors and inconsistencies from creeping back in, supporting ongoing data quality. These checks confirm that your migrated information meets your established standards, giving you confidence in the accuracy and reliability of your data.

Leveraging new applicant tracking system features

Leveraging the new features in Atlas can significantly boost your recruitment efficiency. Advanced search tools automatically highlight top candidates, streamlining your processes through smart recruiting automation. By choosing the best applicant tracking system for your agency, you’ll have a much easier time keeping up your momentum.

Atlas also offers user-friendly features that are easy for recruiters and agencies to pick up, ensuring quick team-wide adoption and making it a strong fit for your needs.

With seamless integrations and built-in business development tools, Atlas helps you manage all your recruitment operations more efficiently. Making full use of these features maximises the value of your new system and leads to stronger hiring outcomes.

Frequently Asked Questions (FAQ) about migrating from Recruiterflow to a new applicant tracking system

Elevate your hiring process with Atlas – the Recruitment Platform

Migrating from Recruiterflow to Atlas is a strategic move that can transform your recruitment operations and boost overall efficiency.

By following a structured plan, carrying out thorough data collection and preparation, and prioritising data security, you can ensure a smooth and successful transition. Training your team and making full use of Atlas’s new features will help you maximise the value of your new system.

A successful migration isn’t just about moving data; it’s about setting your organisation up for long-term success. Embrace the new opportunities Atlas offers and take your recruitment process to the next level.