Migrate your Vacancy Filler data

Vacancies are the primary parent record in Vacancy Filler. We export Vacancy title, department, location, salary range, status, and posting dates as a structured set. Vacancies link to multiple Job Board posting records which we normalise into a single target-system vacancy with platform-source tags.

Candidate profiles include contact details, CV/ resume attachments, custom application questions, and screening scores. We preserve all profile fields and binary attachments. Where candidates have been added to multiple Vacancies, we link the single candidate record to each target-system application rather than duplicating the profile.

Applications are the join record between a Candidate and a Vacancy, carrying status, stage, notes, and scoring. We map the source pipeline stage labels to the destination pipeline stage names during the import scoping call so the candidate journey is preserved.

User accounts include name, email, role, and team assignment. Permissions are not portable between systems, so we export the user list and role assignments as a mapping table and recommend a manual re-permissioning pass in the destination system post-migration.

Vacancy Filler tracks which job boards each vacancy was posted to. These are stored as linked posting records, not a separate master list. We extract the board name, posting URL, and status and load them as tags or custom fields in the target system.

Longlisted candidates stored in talent pools have a distinct status from active applicants. We export the pool name, associated candidates, and any notes. The destination system may not have a native talent pool feature, so we load these candidates with a 'Talent Pool' tag and a status of 'Passive'.

Interview records include date, time, interviewer(s), format (in-person or video), and outcome notes. Where the destination system supports calendar integration, we flag calendar-linked interviews for re-invitation after migration rather than replaying historical calendar events.

Onboarding data includes new-hire document completion status, induction checklist progress, and start-date details. This is often incomplete in Vacancy Filler for active migrations. We export what exists, flag records with missing fields, and map checklist items to the destination onboarding template.

The Agency Module manages preferred recruitment agencies. Agency records include name, contact, specialism, and tier. We export these as a separate agency list and load them into the destination ATS as agency/vendor records.

Vacancy Filler supports custom questions per vacancy. These are stored at vacancy level and answers are stored at application level. We export the question schema per vacancy and map answers to the destination system's equivalent custom field structure.

Test results and scores attached to applications are exported with the application record. Where the destination system uses a different assessment provider, we preserve the raw score and pass label so the customer can re-evaluate if needed.

Dashboards, report definitions, and management information configurations are not independently exportable from Vacancy Filler. We do not migrate reporting configurations. Historical application and vacancy statistics can be reconstructed from migrated data.