Migrate from Varbi Recruit to BambooHR

Varbi Candidate profiles including name, email, phone, address, national identity numbers (personnummer under explicit consent), employment history, and attachments migrate to BambooHR Employee records with the Applicant toggle enabled. If the Candidate is still in an active application at migration time, we create a corresponding BambooHR Applicant record linked to the open Job. Social security number fields require explicit customer sign-off during scoping per GDPR Article 9; we do not include them in the standard payload without documented consent.

Varbi Job Adverts (title, description, department, location, employment type, application deadline) map to BambooHR Jobs. The BambooHR Jobs module stores job title, description, department, location, and employment status. We preserve the application deadline as a custom field or note since BambooHR Jobs do not have a native deadline attribute. Job board syndication settings in Varbi do not migrate; we document the configured boards for the customer to re-publish manually in BambooHR.

Varbi Applications link a Candidate to a Job Advert with a specific Hiring Process and Stage. We map the Application to a BambooHR Applicant record tied to the corresponding BambooHR Job. The Varbi application status (stage name) maps to a BambooHR Applicant Status, which requires re-configuration because Varbi stage names are tenant-defined and BambooHR statuses are shared account-level options. We create a status mapping document during scoping that requires hiring manager sign-off before migration.

Varbi Hiring Processes define stage sequences, responsible users, and deadline settings per role type. BambooHR does not have a per-job process model; instead it uses shared Applicant Status options (e.g., Applied, Phone Screen, Interview, Offer, Hired, Rejected) configured at the account level. We audit every active Varbi Hiring Process, document the stage-to-status mapping, and configure BambooHR Status options to match the customer's most-used process before migration. Stages with no BambooHR equivalent are collapsed or merged with a sign-off from the hiring manager.

Varbi Competency profiles define structured interview criteria and scoring rubrics. BambooHR does not have a native Competency object. We export the competency framework (criteria names, weightings, rating scales) and re-create them as BambooHR custom fields on the Applicant or Employee record. Where a Varbi customer uses competency-based candidate comparison, we document the recommended rating scale as a multi-select or number-range custom field so that structured scores can be entered per interview. Full structured rubric formatting does not persist; it becomes a manual scoring guide for hiring managers.

Varbi allows organizations to define arbitrary custom fields across Candidates, Applications, and Adverts without enforced schema standardization. We run a custom-field audit during scoping, categorize each field by data type (text, number, date, multi-select, checkbox), and map them to equivalent BambooHR custom field types. Multi-select and nested fields are flattened into delimited text strings that BambooHR's custom field API accepts. Fields that cannot be flattened are flagged in a separate manual-recreation list for the customer's BambooHR admin to rebuild post-migration.

CVs, cover letters, portfolios, and other documents attached to Varbi Candidate profiles migrate as files attached to the corresponding BambooHR Employee record. We export binary attachments alongside record metadata, store them in a mapped folder structure (by employee name and document type), and push them to BambooHR via the Employee Files API endpoint. Document naming follows a consistent convention (e.g., LastName_FirstName_CV.pdf) to ensure hiring managers can locate records quickly in BambooHR.

Varbi Interview Scorecards capture structured ratings and notes against Competencies per interview stage. BambooHR does not have a native structured scorecard object. We export the scorecard data (competency name, rating value, interviewer notes, interview date) and map it to a combination of BambooHR custom fields and notes. Interviewer ratings become a custom number or dropdown field on the Applicant; detailed notes become an Employee Note attached to the record. The structured comparison view that Varbi provides across scorecards requires manual rebuild in BambooHR as a custom report.

Varbi offer records (offer letter metadata, compensation details, offer stage) and attached contract documents migrate to BambooHR. The offer metadata (salary, start date, position) maps to BambooHR employment details fields where applicable; the offer letter PDF attaches as an Employee File. Note that BambooHR's offer workflow automation (e-signature routing, approval sequences) is not migrated from Varbi; we document the existing offer workflow for the customer to configure in BambooHR's approval tool post-migration.

Varbi user accounts (recruiters, hiring managers, approvers) with email, role, and team assignment map to BambooHR Employee records with User access. We extract the user directory and match by email against BambooHR user accounts. If a BambooHR User does not yet exist for a Varbi user, we flag it for the customer's admin to provision before the final record import. Owner assignment fields on Applications and Adverts resolve through this user lookup.

Varbi tags on Candidates and Adverts (used for sourcing channel, internal categorization, or segmentation) export as flat label arrays. We map them to BambooHR Employee Tags, which are account-level shared labels. Tag names vary by tenant configuration; we preserve the original tag names and do not rename or deduplicate unless the customer requests it during scoping. Tags used for pipeline segmentation in Varbi are re-mapped to Applicant Status in BambooHR.