Migrate from Gem to BambooHR

Gem Candidates with a hired status (determined by pipeline stage or a custom hired flag) map to BambooHR Employee records. We extract name, email, phone, LinkedIn URL, address, and any custom fields attached to the candidate. The Employee API endpoint is used for the primary import with employeeFields for standard attributes and the custom field API for non-standard values. Hired status is validated during extraction to avoid importing candidates still in the recruiting pipeline.

Gem stores work history as structured sub-records on the Candidate object (company name, job title, start date, end date, description). BambooHR Employee records hold employment history in a dedicated section. We flatten work history into BambooHR's employment records, mapping the most recent position to the Employee's job title and hire date, and preserving additional positions as historical employment entries. Start and end dates transfer directly; descriptions map to a freeform notes field.

Gem stores education records (institution, degree, field of study, graduation date) on Candidate profiles. BambooHR supports education as an employee sub-section. We map institution name, degree, and graduation year directly; field of study maps to a freeform or custom field depending on the customer's BambooHR field configuration.

Gem custom fields on Candidates (single-select, multi-select, date, freeform) map to BambooHR Employee custom fields. Field-type validation applies: BambooHR dropdown lists require exact value matches on import. We pre-create custom fields in BambooHR during schema design, validate that Gem values conform to BambooHR picklist options, and flag mismatches for customer review before migration. Freeform text fields map to BambooHR text fields without validation constraints. Multi-select fields in Gem map to multiple single-select custom fields in BambooHR if the destination does not support multi-select.

Gem tracks candidate sourcing channel (referral, LinkedIn, job board, inbound, etc.) as a field on the Candidate record. We map this to a BambooHR custom text field (e.g., originalSource__c) since BambooHR does not have a native candidate source field on Employee records. The customer configures whether this field appears on onboarding forms or employee profiles.

Gem's linkedinHandle field contains the candidate's LinkedIn profile URL or handle. We map this to BambooHR's LinkedIn URL custom field or a text field configured during schema design. Gem's LinkedIn handle deduplication (returning a 400 error on duplicate linked_in_handle during create) is handled by querying existing candidates first and using update logic when a match is found; this does not apply in the BambooHR import direction but is noted for dual-system customers who maintain Gem as a read-only archive.

Gem Projects group candidates by requisition or sourcing initiative. For hired candidates, we map the linked Project to the BambooHR Employee's department assignment and job opening reference. If the Project has a requisition identifier, we create a corresponding Job Opening in BambooHR and link the Employee to it. Projects without a hired candidate outcome are documented in the written handoff inventory rather than imported.

Gem Sequences define automated outreach cadences with multi-step messaging flows. BambooHR has no equivalent feature for recruiting sequences. Sequences do not migrate and are explicitly excluded from scope. We deliver a written inventory of active Sequences with their step definitions, A/B test configurations, and outreach timing for the customer's admin to document or rebuild in a dedicated sales engagement tool if needed.

Gem stores email engagement history against Candidate records. For hired candidates, we map relevant email summaries (offer letters, onboarding confirmations, recruiter communications) to BambooHR Employee Notes. Full email body content transfers as note body text; timestamp and sender preserved. Marketing and recruiting outreach emails are not migrated unless specifically scoped as relevant to the employment relationship. Gem's activity history access depends on the Admin Compliance export scope.

Gem Users (recruiters and hiring managers) do not map to BambooHR Employees if they are not also employees of the company. We extract the user list and match by email against the BambooHR employee directory. Users without a matching BambooHR Employee record are flagged for the customer to provision separately. Gem user roles and permissions must be reconfigured in BambooHR's access control settings post-migration.