Migrate from Keka to BambooHR

Keka Employee records map field-for-field to BambooHR Employee. Keka contact info (email, phone, address), employment details (title, hire date, employment status), and org assignments migrate to BambooHR's standard employee profile tabs. We preserve the original Keka employee ID in a custom field keka_employee_id__c for cross-system reference during the transition period.

Keka enforces Legal Entity → Business Unit → Department → Location as required tiers on every Employee. BambooHR models org structure as a flat Department list with optional Location fields. We decompose the four-tier hierarchy and attach all four Keka tiers as properties on each Employee record: department (Keka Department), location (Keka Location), and two custom text fields keka_business_unit__c and keka_legal_entity__c holding the remaining tier values. The customer decides how to reassign these in BambooHR post-migration.

Keka leave balances, accrual rules, leave types (sick, vacation, parental, etc.), and approval statuses map to BambooHR Time-Off Management. We export leave balances as snapshot records at the migration date and load them as current accrual balances in BambooHR. Keka accrual policies (monthly, yearly, carry-forward rules) are preserved in a custom field keka_accrual_policy__c for the customer's BambooHR admin to configure into BambooHR's unlimited custom Time-Off policies post-migration.

Keka attendance logs (check-in/check-out timestamps, shift assignments, overtime) represent a data model gap in BambooHR. BambooHR does not have a native clock-in/clock-out attendance module in Core or Pro tiers. We export raw attendance logs as a CSV file for the customer to review and configure a BambooHR-integrated time-tracking tool (or use BambooHR's custom fields to store overtime balances) post-migration. The attendance export includes employee ID, date, clock-in, clock-out, shift, and overtime hours.

Keka payroll runs with effective dates, salary components, statutory deductions (PF, TDS, ESI), reimbursements, and pay run metadata require careful sequencing. BambooHR Payroll is a separate add-on product that does not share the same data model as Keka's payroll module. We export historical payroll as a structured pay-run ledger ordered by effective date, with each run tagged with pay period, pay date, employee, gross, net, and all component labels. The customer imports this ledger into BambooHR Payroll manually or via their payroll processor's import template after BambooHR Payroll is activated.

Keka Perform review cycles, review instances, and performance band assignments (e.g., Exceeds, Meets, Needs Improvement) map to BambooHR 360° Review Cycles in the Pro tier. Keka's configurable band labels migrate as text values in a custom field keka_review_band__c so the original rating is preserved even if BambooHR's fixed rating scale differs. Review cycles are mapped by date range and employee group.

Keka Hire requisitions, positions, candidates, scorecards, and interview feedback have no direct BambooHR equivalent unless the BambooHR ATS add-on is active. We export Keka Hire data as structured records (requisition ID, job title, status, candidate name, stage, scorecard responses) for the customer to import into BambooHR ATS or a replacement ATS post-migration. BambooHR ATS pricing ($99-$199/month) is a separate add-on commitment.

Keka document storage and custom document field placeholders migrate as files attached to the corresponding Employee record in BambooHR. Custom document field values (dynamic placeholders that held employee-specific data in Keka) are extracted as plain-text values and stored as a custom text field keka_document_data__c on the Employee record. Keka-generated letters and contracts migrate as binary file attachments via BambooHR's Files API.

Keka PSA projects, billable and non-billable time entries, and billing line items (both time-based and retainer models) have no equivalent in BambooHR's product suite. We export all PSA data as structured CSV and JSON files with project ID, employee, date, hours (billable and non-billable), billing model, invoice number, and line-item totals. The customer reviews the export and remaps to a dedicated billing or PSA tool of their choice (Harvest, Toggl, etc.). We do not load PSA data into BambooHR as BambooHR has no project, time-billing, or invoicing object.

Keka Workflow Automations tied to hiring pipeline events, onboarding workflows, leave approval chains, and document generation are platform-native configuration objects that do not have equivalents in BambooHR's workflow model. We do not migrate workflow definitions as code. We deliver a written inventory of every active Keka Workflow and Job Workflow with its trigger, conditions, actions, and approver chain for the customer's BambooHR admin to rebuild using BambooHR's custom approval workflows and BambooHR's Integration-Only Automations.