Migrate your Varbi Recruit data
Enterprise ATS built for Nordic and Benelux public-sector and higher-ed hiring workflows, with GDPR-first data handling and competency-based recruitment modules.
In its favor
Why people choose Varbi Recruit
The signal that keeps Varbi Recruit on the shortlist. Sourced from G2, Capterra, and customer scoping calls.
Enterprise positioning and compliance credentials appeal to Nordic and Benelux public-sector organisations that require ISO 27001 certification and GDPR controls out of the box.
Customizable recruitment processes allow each employer to configure stages, templates, and competency frameworks to match internal hiring governance without code changes.
Competency-based recruitment module supports structured interviews and scoring rubrics valued in government and academic hiring contexts where audit trails are mandatory.
Familiarity with Varbi in the Nordic public-sector ecosystem means hiring teams already know the UI, reducing onboarding friction when rolling out a new instance.
CSV and API export options give migration teams multiple data retrieval paths depending on volume and custom field complexity.
Workflow rigidity frustrates teams with non-standard hiring processes — the platform's opinionated stages do not flex easily for creative, volume, or executive hiring.
AI features are minimal across tiers, with screening and matching relying heavily on manual recruiter effort compared to AI-native ATS alternatives.
Nordic public-sector focus limits relevance for organisations expanding outside the region, with multi-country compliance and language support gaps emerging at scale.
Growing teams report outgrowing the platform's feature set, particularly around advanced analytics, integrations, and collaborative hiring workflows available in enterprise alternatives.
Reasons to switch
Why people leave Varbi Recruit
The recurring reasons buyers give for replacing Varbi Recruit. Presented as facts, not knocks.
Platform scorecard
Strengths, weaknesses, and where Varbi Recruit fits
Grades across six dimensions, plus a SWOT-style view of where the platform shines and where it falls short.
SWOT — strengths, weaknesses, and use-case fit
Strengths
Weaknesses
Where it works
Where it struggles
What gets migrated
Varbi Recruit object support
Object-by-object support for Varbi Recruit migrations. Per-pair details surface during scoping.
Candidates
Fully supportedCandidate profiles include contact details, application history, social security numbers (EU-stored under ISO 27001 routines), and attachments. We export all fields via CSV or API and map them 1:1 to the destination Contact/Applicant object. Sensitive fields are flagged for explicit consent before import.
Job Adverts
Fully supportedAdvert records contain title, description, department, location, employment type, and application deadline. We extract advert metadata alongside candidates to preserve the full application context. Status (open/closed/paused) is mapped to the destination job posting state.
Applications
Fully supportedEach application links a Candidate to a Job Advert with a specific Hiring Process and Stage. We preserve the stage history, timestamps, and application status so the destination ATS reflects where each candidate sits in the pipeline.
Hiring Processes
Mapping requiredHiring Processes define the structured workflow for a role, including stage sequence, responsible users, and deadline settings. Stage names and order vary by organisation configuration. We audit the process definitions pre-migration and re-map them 1:1 or collapse/expand stages to match the destination pipeline schema.
Competencies
Mapping requiredCompetency profiles are used in structured interview scoring and candidate comparison. These are custom-defined per organisation. We export competency frameworks and attempt to map them to equivalent objects in the destination ATS, flagging any that cannot be matched as require-post-migration setup.
Custom Fields
Mapping requiredOrganisations add custom fields across Candidates, Applications, and Adverts. The Varbi data model does not enforce a standard schema across tenants. We audit all custom fields before migration, flatten nested or multi-value fields into flattened columns for CSV import, and document any that require manual recreation in the destination.
Attachments
Mapping requiredCVs, cover letters, portfolios, and other documents are attached to candidate profiles. We export binary attachments alongside record metadata, storing them in a mapped folder structure or pushing them to the destination ATS's document attachment API where supported.
Interview Scorecards
Mapping requiredScorecards capture structured ratings and notes against Competencies per interview stage. Export depends on whether the destination ATS supports structured scorecard objects. Where it does not, we flatten scores and comments into a custom field block on the candidate record.
Offers and Contracts
Mapping requiredOffer letters and contract attachments are linked to candidates at the offer stage. We export the offer record metadata and the attached document. Note that offer workflow automation in the destination may need to be rebuilt manually post-migration.
Users and Hiring Managers
Mapping requiredVarbi user accounts map to recruiters, hiring managers, and approvers. User identity includes email, role, and team assignment. We export the user directory and map Owner/User assignment fields in candidate and application records to the equivalent user IDs in the destination system.
Tags and Labels
Mapping requiredCandidates and adverts can be tagged for segmentation, sourcing channel, or internal categorization. Tag names vary by tenant configuration. We export tags as flat label arrays and map them to the destination ATS's tagging or segmentation feature.
Onboarding Records
Not in this platformDigital onboarding is a distinct module in Varbi triggered after a candidate accepts an offer. Onboarding workflows, task lists, and document collection live outside the ATS data model. These are not exported via the standard candidate/advert export and require a separate onboarding-specific migration pass that is out of scope for standard ATS migrations.
| Object | Support | Notes |
|---|---|---|
| Candidates | Fully supported | Candidate profiles include contact details, application history, social security numbers (EU-stored under ISO 27001 routines), and attachments. We export all fields via CSV or API and map them 1:1 to the destination Contact/Applicant object. Sensitive fields are flagged for explicit consent before import. |
| Job Adverts | Fully supported | Advert records contain title, description, department, location, employment type, and application deadline. We extract advert metadata alongside candidates to preserve the full application context. Status (open/closed/paused) is mapped to the destination job posting state. |
| Applications | Fully supported | Each application links a Candidate to a Job Advert with a specific Hiring Process and Stage. We preserve the stage history, timestamps, and application status so the destination ATS reflects where each candidate sits in the pipeline. |
| Hiring Processes | Mapping required | Hiring Processes define the structured workflow for a role, including stage sequence, responsible users, and deadline settings. Stage names and order vary by organisation configuration. We audit the process definitions pre-migration and re-map them 1:1 or collapse/expand stages to match the destination pipeline schema. |
| Competencies | Mapping required | Competency profiles are used in structured interview scoring and candidate comparison. These are custom-defined per organisation. We export competency frameworks and attempt to map them to equivalent objects in the destination ATS, flagging any that cannot be matched as require-post-migration setup. |
| Custom Fields | Mapping required | Organisations add custom fields across Candidates, Applications, and Adverts. The Varbi data model does not enforce a standard schema across tenants. We audit all custom fields before migration, flatten nested or multi-value fields into flattened columns for CSV import, and document any that require manual recreation in the destination. |
| Attachments | Mapping required | CVs, cover letters, portfolios, and other documents are attached to candidate profiles. We export binary attachments alongside record metadata, storing them in a mapped folder structure or pushing them to the destination ATS's document attachment API where supported. |
| Interview Scorecards | Mapping required | Scorecards capture structured ratings and notes against Competencies per interview stage. Export depends on whether the destination ATS supports structured scorecard objects. Where it does not, we flatten scores and comments into a custom field block on the candidate record. |
| Offers and Contracts | Mapping required | Offer letters and contract attachments are linked to candidates at the offer stage. We export the offer record metadata and the attached document. Note that offer workflow automation in the destination may need to be rebuilt manually post-migration. |
| Users and Hiring Managers | Mapping required | Varbi user accounts map to recruiters, hiring managers, and approvers. User identity includes email, role, and team assignment. We export the user directory and map Owner/User assignment fields in candidate and application records to the equivalent user IDs in the destination system. |
| Tags and Labels | Mapping required | Candidates and adverts can be tagged for segmentation, sourcing channel, or internal categorization. Tag names vary by tenant configuration. We export tags as flat label arrays and map them to the destination ATS's tagging or segmentation feature. |
| Onboarding Records | Not in this platform | Digital onboarding is a distinct module in Varbi triggered after a candidate accepts an offer. Onboarding workflows, task lists, and document collection live outside the ATS data model. These are not exported via the standard candidate/advert export and require a separate onboarding-specific migration pass that is out of scope for standard ATS migrations. |
Gotchas
What to watch for in Varbi Recruit migrations
Issues we've hit on past Varbi Recruit migrations, tagged by severity. FlitStack AI handles every one — surfacing them up front because buyer engineering teams want to know.
Custom fields must be audited and flattened before migration
Pipeline stage names are tenant-defined and require 1:1 re-mapping
Onboarding data lives outside the standard ATS export scope
Social security number handling requires explicit customer consent
Active candidate re-engagement is necessary post-migration
| Severity | Issue |
|---|---|
| High | Custom fields must be audited and flattened before migration |
| Medium | Pipeline stage names are tenant-defined and require 1:1 re-mapping |
| Medium | Onboarding data lives outside the standard ATS export scope |
| High | Social security number handling requires explicit customer consent |
| Low | Active candidate re-engagement is necessary post-migration |
Leaving Varbi Recruit?
Where Varbi Recruit customers move next
5 destinations Varbi Recruit can migrate to.
How a Varbi Recruit migration works
Four steps, Varbi Recruit-specific
Connect
Session-based authentication using PHPSESSID cookie — the login endpoint at login.varbi.com issues a session cookie that must be present on subsequent API calls. into Varbi Recruit. Scopes limited to read-only on the data we move.
Map
We translate Varbi Recruit-specific structures (custom fields, objects, value lists) to the destination's model.
Sample
Test with a 50–200 record subset to validate Varbi Recruit quirks before production.
Migrate
Full migration with Varbi Recruit rate-limit handling. Rollback available throughout.
FAQ
Varbi Recruit migration FAQ
Answers to the questions buyers ask most during Varbi Recruit migration scoping. Not seeing yours? Book a call.
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