Migrate from Jobtrain to BambooHR

Discovery and export validation

We audit the source Jobtrain instance: vacancy count, candidate and application volumes, custom field sets on each object, department hierarchy depth, cost-centre structure, active approval routes, and communication template count. We simultaneously request a full data export from Jobtrain's built-in reporting interface and validate the export against the audited record counts. Where the export is incomplete—missing custom fields, truncated application history, absent attachments—we escalate to the customer's Jobtrain contact for supplementary pulls. The scoping output is a written migration scope document and a preliminary object-to-object field map.

Schema design and field mapping

We design the BambooHR destination schema: Departments (created first for reference integrity), Job Positions (with custom fields mapped from Jobtrain vacancy custom fields), and Applicants (with custom fields mapped from Jobtrain candidate custom fields). We assess whether Jobtrain's job grade hierarchy maps to BambooHR Job Title (flat) or a custom picklist (multi-level). Cost-centre assignments attach as a text property or custom field on Job Position. We document the approval chain topology and the full communication template inventory for the customer's admin to rebuild.

Sandbox migration and reconciliation

We run a full migration into BambooHR using a trial or sandbox environment with production-like record volumes. The customer's HR admin reconciles record counts (Departments in, Vacancies in, Candidates in, Applications in), spot-checks 25-50 records against the Jobtrain source, and signs off the schema and field mapping before production migration begins. Any field mapping corrections—custom field type mismatches, required-field gaps, picklist value collisions—happen in the sandbox, not in production.

Department and reference data migration

We migrate reference data first: Departments into BambooHR Departments (no dependencies), then Job Grades into Job Titles or custom grade fields. Cost-centre codes are staged as a text property or custom field on the Job Position object, pending vacancy import. This phase emits a row-count reconciliation report before vacancy import begins.

Vacancy, Candidate, and Application migration

We migrate Vacancies into BambooHR Job Positions, resolving the Department reference and attaching any cost-centre property. We then migrate Candidates into BambooHR Applicants, mapping contact details, application history, and source attribution. Applications migrate last, linked to the staged Applicant and Job Position records, with application date, stage, and status preserved. Attachments (CVs, cover letters, interview notes) are imported as file attachments against the corresponding Applicant record. Each phase emits a row-count reconciliation report before the next begins.

Cutover, validation, and configuration handoff

We freeze writes to Jobtrain during cutover, run a final delta migration of any records created or modified in the migration window, then enable BambooHR as the system of record. We deliver the approval route topology map, the communication template inventory, and the onboarding document inventory to the customer's admin team. We support a one-week hypercare window for reconciliation issues. We do not rebuild Jobtrain approval routes, vacancy templates, or communication templates in BambooHR inside the migration scope; that work is a separate configuration engagement for the customer's admin team.