Migrate from iTrent to BambooHR

Core iTrent employment records map to BambooHR Employee with standard fields (name, date of birth, address, contact details, employee number) migrated directly. National Insurance numbers from iTrent map to BambooHR's SSN field under the employee'sIdentity section — the NI number is the UK equivalent and must be stored in the identity field for compliance. Custom employee properties discovered during scoping (common in heavily-configured iTrent tenants) map to BambooHR custom fields created during the configuration phase before any data import.

iTrent stores payslip data cyclically — each pay period generates a discrete payslip row with earnings, deductions, tax codes, BACS reference, and net pay. We flatten these cyclical records into structured rows, one per employee per period, preserving earnings narratives and tax code histories. If BambooHR Payroll is active, these rows import to the payroll history module. If BambooHR Payroll is not in scope, payslip rows are delivered as a supplemental CSV for the customer's payroll administrator to reconcile against their chosen payroll provider.

iTrent entitlement balances and accrual histories migrate to BambooHR Time Off as snapshot balances at the migration date. In-progress leave cycles (annual leave year mid-cycle) are flagged for the customer's HR admin to reconcile manually post-migration because BambooHR calculates accruals on its own schedule. Custom leave types in iTrent map to BambooHR custom time-off types, and leave year start dates are preserved so the accrual calculation resets correctly.

Benefit elections, provider links, and enrolment dates vary by benefit type. Auto-enrolment pension data is separated from voluntary benefits during mapping because they carry different compliance requirements and different renewal cadences. We preserve the provider name, policy reference, employee contribution, and employer contribution fields for each active enrolment as of the migration date. Future enrolment events and mid-year changes do not migrate and are managed post-migration through BambooHR's benefits module.

iTrent departments, cost centres, and locations map directly to BambooHR Departments and Locations. Reporting lines are preserved through the supervisor relationship on each Employee record. Multi-entity iTrent configurations (common in enterprise tenants with separate legal entities) require pre-migration consolidation scoping because BambooHR does not have a native multi-entity hierarchy — we flatten subsidiary records into a single BambooHR account or recommend BambooHR's Multiple Account workaround for enterprise deployments.

iTrent stores contracts, offer letters, and policy documents in its document repository. We export file blobs alongside metadata (document type, associated employee, upload date, version indicator) and import them as BambooHR Employee Documents. Version histories are not always accessible via standard iTrent export — where multiple versions exist, we migrate the most recent version and flag any prior versions for customer review. Contracts and offer letters are categorised by document type for correct filing in BambooHR's document library.

iTrent job title, department, employment status, start date, and compensation changes over time map to BambooHR Job Information as a historical record set. Each job change from iTrent becomes a discrete job info row in BambooHR with effective date, title, department, employment status, and pay rate preserved. Compensation history is separated from general job history because BambooHR's Compensation module (Pro plan) handles pay changes differently from standard HR record updates.

Performance review cycles, objectives, and competency ratings migrate to BambooHR Performance Reviews. Custom rating scales used in iTrent are mapped explicitly to BambooHR rating values to avoid silent truncation — we capture the original numeric or text rating from iTrent and store it in a custom field alongside the BambooHR-standard rating so historical comparisons remain valid. Objectives and competencies migrate as free text against each review cycle.

Active vacancies and pending onboarding tasks migrate as discrete records. Completed recruitment workflows are flagged as closed historical records. BambooHR's Hiring module (included in Core) handles job postings and applicant tracking; active job postings from iTrent are recreated as BambooHR job openings with application links updated. Onboarding checklists are not migrated as automation — they are delivered as a written checklist document for the customer's HR admin to rebuild in BambooHR's onboarding builder.

iTrent user-defined salary and benefit calculations are platform configuration, not data. We extract them as structured artefacts (field definitions, calculation logic, dependency chains) and flag any that produce display values visible in the ESS portal. ESS salary breakdown values that differ from underlying payroll records are isolated separately — we migrate the payroll-derived value, flag the ESS calculation discrepancy, and let the customer's HR admin set the correct BambooHR display figure post-migration.