Migrate from SumTotal to BambooHR

SumTotal Learner/User records map directly to BambooHR Employee records. We map firstName, lastName, email, and employeeNumber from SumTotal's /apis/api/v1/users endpoint. SumTotal custom fields on user profiles migrate to BambooHR Custom Employee Fields, with field-type matching (text, date, dropdown, checkbox) confirmed during scoping. Suspended or inactive user records are flagged and imported with an Inactive status for reconciliation before activation.

SumTotal job-related properties (jobtitle, department, division, location, employmentHistory) map to BambooHR's Job Info table. BambooHR stores job history as a separate table accessible via /employees/{id}/jobInfo. We migrate the most recent active job record and flag historical job entries for admin review. Department and division map from SumTotal's org structure to BambooHR's department and division lists, with a configuration step to match option values.

SumTotal employmentStatus properties (Full-Time, Part-Time, Contractor, Terminated, Furloughed) map to BambooHR's employmentStatus field and date fields (hireDate, terminationDate). We preserve the effective date of each status change from SumTotal's employmentHistory. Terminated employees are imported with a terminationDate and remain visible in BambooHR's employee directory for historical reporting.

SumTotal absence and leave request records map to BambooHR's Time Off module. Each absence type (PTO, Sick, Bereavement, etc.) is mapped to a corresponding BambooHR Time Off Policy. Accrued balances at migration date migrate as opening balances. Requests in Pending status at migration time are flagged for manual resolution by the HR admin before cutover to avoid duplicate approvals.

SumTotal benefits enrollment records (health, dental, vision, 401k, equity grants) map to BambooHR's Benefits module. Benefits enrollment status, plan names, contribution amounts, and coverage levels migrate as historical records. BambooHR's Benefits module is available on all tiers. Active enrollments at migration date are imported; future-dated or cancelled enrollments are flagged for the HR admin to reconcile post-migration. Benefits administration automation (carrier sync, renewal reminders) does not migrate.

SumTotal Course and Curriculum enrollment records attach to employee files as training reference records in BambooHR — not as standalone course objects, since BambooHR does not include an LMS module. Each enrollment record carries course name, completion status (Completed, In Progress, Not Started), completion date, and score. We create a BambooHR Custom Employee Field group called Training History with sub-fields for each course to preserve structured access. Compliance certifications with expiry dates are flagged as warnings for admin renewal scheduling.

SumTotal training transcript records (completion dates, scores, credit flags, expiry dates) migrate as BambooHR Custom Employee Fields within a Training History section on each employee record. Completion status, date, and score are stored as typed custom fields. Certification expiry dates migrate as date fields with an expiry-warning logic flag. We do not migrate SCORM package content or course files — these are licensed content that remains in the source SumTotal Content Library.

SumTotal Goals are part of the talent management module and are gated behind enterprise-tier licensing. Customers on base LMS or Professional SumTotal tiers will not have Goals records to export. For customers with Goals active, we extract Goal title, description, due date, status, and owner assignment. BambooHR Pro includes Goal Tracking. We map SumTotal Goal records to BambooHR Goals for Pro-plan customers; for non-Pro destinations, Goals are stored as structured custom fields on the Employee record and documented for manual entry post-migration.

SumTotal Performance Review records (360-degree feedback, ratings, reviewer assignments, raw review template data) are part of the talent management module. BambooHR's Performance Management module (Pro plan and above) supports review cycles, 360 feedback, and 1:1 management. We extract the raw review data and ratings from SumTotal and map them into the corresponding BambooHR review cycle. Review template configurations and scoring rubrics do not migrate — we document the template structure for the customer's HR admin to rebuild in BambooHR's review builder.

SumTotal compensation records (salary, bonus, equity grants, pay changes with effective dates) map to BambooHR's Compensation Management module for Elite-plan customers. Pay change history with effective dates migrates as compensation change records. For customers on Core or Pro BambooHR plans, compensation data migrates to custom fields on the Employee record. BambooHR's Compensation Benchmarking, Levels and Bands, and Pay Visualization features on Elite do not have a SumTotal analog and are configured separately post-migration.

SumTotal allows custom fields on standard objects (Employee, Course, Curriculum, Training Record). Custom field definitions must be captured alongside data exports so that field types and validation rules are preserved. We create the equivalent custom fields in BambooHR's Custom Employee Fields section with type-matched definitions before data import. Dropdown option lists are recreated in BambooHR. Not all SumTotal custom field types (such as certain complex matrix fields) have a direct BambooHR equivalent; these are flagged for configuration review during scoping.

SumTotal's learner assignment rules, deadline escalation workflows, and notification triggers are automation configuration objects, not data records. The REST API exports learner data and course records but does not export automation rules. We do not migrate these as code. We document every automation configuration identified during discovery — including trigger conditions, action types, deadline configurations, and notification recipients — in a written automation inventory. The customer's HR admin rebuilds these in BambooHR's Workflow and Approvals module (for HR process workflows) or a separate automation tool post-migration.