Migrate from TalentFlow to BambooHR

TalentFlow Talent records (represented individuals with contact info, bio, headshot reference, and representation status) map to BambooHR Employee records. Standard fields (first name, last name, email, phone, address, job title) migrate directly. The Talent's representation status and industry notes become BambooHR custom fields or note attachments. Headshot file references migrate as file attachments linked to the Employee record. Any TalentFlow custom fields discovered during schema discovery map to BambooHR custom fields using the Custom Field Builder. Active Talent status maps to Employee status; the customer's admin sets the employment type during onboarding.

TalentFlow Client records (hiring companies and production entities) have no native BambooHR equivalent because BambooHR is employer-centered rather than client-centered. We offer two strategies: (a) store Client name as a custom text field on Employee records if the use case is tracking which employee came from which Client referral, or (b) create a BambooHR custom Company object via the BambooHR API with custom fields for industry, contact, and notes. The customer selects the strategy during scoping. Direct 1:1 mapping is not possible without a custom object setup.

TalentFlow Job records (open requisitions with title, description, location, pay range, status) map to BambooHR Job Opening records only if the customer has licensed the BambooHR ATS add-on ($99-$199/month). Without the ATS add-on, BambooHR has no native job posting object. We confirm ATS licensing during discovery. Job status (open/closed/filled) maps to BambooHR Job Opening status. Pay range and location migrate as custom fields or as part of the job description. Pipeline stage definitions from TalentFlow do not map to BambooHR stages — these require the customer's admin to rebuild in BambooHR ATS if pipeline tracking is needed.

TalentFlow Submissions (linking a Talent to a Job with stage, date, and rejection notes) map to BambooHR Applicant records only with the ATS add-on active. Without ATS, Submissions have no destination and we preserve them as Note records attached to the corresponding Employee record, with the Job reference stored as a custom text field. If ATS is licensed, we map submission stage to BambooHR Applicant stage and submission date to the applicant creation date. Stage-progression history does not migrate; the current stage is preserved and the full stage timeline is documented as a Note for admin reference.

TalentFlow Contract records (agreement terms between agency and client or talent, with commission rates and effective dates) have no native BambooHR equivalent. BambooHR does not store contract terms for external parties. We map contract metadata (client name, talent name, commission rate, effective date, expiration date, deal value) to BambooHR custom fields on the associated Employee record, and store the contract PDF as an employee document attachment. Commission-rate and deal-value fields are preserved as custom number or currency fields. If the customer needs the contract to reference the Client, we store the Client name as a custom text field on the Employee record.

TalentFlow Deals (placement revenue and commission structures tied to successful hires) have no native BambooHR equivalent. BambooHR is an HRIS, not a CRM, and does not track sales pipeline or deal revenue. We preserve deal metadata (deal value, expected close date, associated talent, client, contract linkage, deal stage, status) as custom fields on the Employee record, or as a Note attached to the Employee if the customer prefers not to use custom fields for financial data. The customer's admin decides the storage strategy during scoping. We explicitly flag that BambooHR does not support deal-stage tracking or commission automation.

TalentFlow per-account custom fields on Talent and Job objects vary per account and are discovered during the live discovery phase. We query TalentFlow's field definitions via the live account probe, then create matching BambooHR custom fields via the Custom Field Builder or the BambooHR API (POST /v1/employees/custom). Field type mapping is verified per field: drop-down options from TalentFlow become picklist fields in BambooHR, date fields map directly, text fields map to text fields. Any TalentFlow custom field with no BambooHR equivalent is stored as a text field with the original value preserved.

Files attached to Talent records (resumes, headshots) and Contract records (signed agreements, amendments) migrate as Employee Documents in BambooHR. We preserve the original file name, file type, and upload date. Resume files are stored under the Document category in BambooHR; headshots are stored under Photos. Contract PDFs are stored under the Employee Documents section with a custom category label (e.g., 'Contract - Commission Agreement'). File associations are maintained by linking each document to the corresponding Employee record at migration time.

TalentFlow user accounts (agents and admins with roles and permission levels) map to BambooHR User accounts. Role naming conventions differ: TalentFlow roles (Agent, Admin, Recruiter) are mapped to BambooHR permission groups (Employee, Manager, Admin) based on the nearest functional equivalent. The customer's BambooHR admin provisions the migrated users and assigns permission levels post-migration. We provide a user mapping worksheet showing the source role, destination role, and any permission gaps that require manual admin assignment.

Free-text notes and feedback entries attached to Talent or Job records migrate as BambooHR Note records linked to the corresponding Employee or Job Opening. We preserve the author name, timestamp, and note body as-is. Note content is not transformed. If the destination record is an Employee (from Talent), the Note attaches via BambooHR's employee note feature. If the destination is a Job Opening (with ATS), notes attach to the Applicant record. Note records without a valid parent Employee are held in a reconciliation queue for manual assignment.