Migrate from Vacancy Filler to BambooHR

Vacancy records from Vacancy Filler map to BambooHR Job Openings with title, department, location, salary range, and status transferred as standard Job Opening fields. Posting date and closing date map to the BambooHR openDate and closedDate fields. We flag vacancies that were posted to multiple job boards by extracting the board list from Vacancy Filler's linked posting records and entering it as a comma-separated custom field on the BambooHR Job Opening.

Candidate profiles map directly to BambooHR Candidates with contact details, email, and phone transferred to standard fields. CV and resume attachments migrate as files linked to the Candidate record via BambooHR's file attachment mechanism. Any screening score stored at candidate level maps to a custom numeric field on the BambooHR Candidate.

Applications are the join record between a Candidate and a Vacancy in Vacancy Filler. We load the application status, stage, and notes as a linked entry within the BambooHR Job Opening's candidate list. The Vacancy Filler pipeline stage labels are mapped to BambooHR's stage values during transform. Any application-level scoring or pre-hire test results stored at this level migrate as custom fields on the application entry.

Vacancy Filler user accounts (name, email, role, team assignment) map to BambooHR User records. Permissions and access controls are not transferable between systems, so we export the user list and role matrix as a written mapping table and recommend a manual re-permissioning step in BambooHR Admin after migration. Active and inactive status is preserved to flag users who should be deactivated.

Vacancy Filler tracks which job boards each vacancy was posted to as linked posting records. These are not a separate master list in Vacancy Filler. We extract the board name and posting URL for each vacancy, group them by vacancy, and load the full board list into a BambooHR custom text field on the Job Opening so the hiring team can see where each role was advertised.

Longlisted candidates stored in Vacancy Filler's Talent Pools have a distinct status from active applicants. BambooHR does not have a top-level Talent Pool object; instead, talent pool membership is expressed as candidate-level tagging or a custom field. We export each pool name, its associated candidates, and any notes, then create a custom multi-select or tag-based field on the BambooHR Candidate to preserve pool membership. The customer chooses the tagging strategy during scoping.

Interview records from Vacancy Filler (date, time, interviewer, format, and outcome notes) map to BambooHR Tasks with a Task subtype of Interview. Format (in-person or video) and interviewer assignment migrate as custom fields. Where BambooHR's calendar integration is configured, we flag calendar-linked interviews for re-scheduling post-migration rather than loading stale calendar entries.

Onboarding data in Vacancy Filler includes document completion status, induction checklist progress, and start-date details. These map to BambooHR's Employee Onboarding module, which is available across Core, Pro, and Elite plans. We flag any record with incomplete onboarding steps in a custom completion-percentage field and note that the customer should backfill remaining steps manually post-migration. Active in-progress onboarding records require special handling to avoid duplicate new hire entries.

Test results and scores attached to applications in Vacancy Filler are exported with the application record. Where BambooHR uses a different assessment provider or native scoring model, we preserve the raw score value and pass label in a custom text field on the BambooHR Candidate rather than attempting type conversion that would lose the original scoring schema.

Vacancy Filler stores bespoke screening questions at vacancy level with answers stored at application level. We extract the question schema per vacancy, group vacancies by common question sets to reduce mapping work, and create matching custom fields in BambooHR on both Job Opening (question) and Candidate (answer). Vacancies with unique one-off question sets receive individual mapping treatment and require explicit customer sign-off before import.

Vacancy Filler's Agency Module stores preferred recruitment agencies (name, contact, specialism, tier). BambooHR has no native agency management object. We export these as a structured list and load them as a Note attached to the relevant Job Opening or as a custom Employee-related agency record depending on the customer's BambooHR plan configuration. Agency tier and specialism fields map to custom text fields.