Migrate from WebCruiter to BambooHR

WebCruiter Candidates map to BambooHR Employees using the standard name, email, phone, and address fields. The BambooHR Employee record becomes the primary HR record post-migration. We flag records where contact information was manually entered versus auto-populated from an application, as manual entries may contain typos that require correction before import. Candidate source attribution (referral, job board, direct) maps to a custom BambooHR text field candidate_source__c for reporting.

WebCruiter Candidates who applied to jobs create one BambooHR Applicant record per job application. If a single Candidate applied to multiple jobs in WebCruiter, we create multiple BambooHR Applicant records linked to the same Employee. The applicant record captures the job applied to, application date, and current stage. We reconcile the applicant record count against the WebCruiter application export to detect missing records.

WebCruiter Job Postings with status Active or Paused map to BambooHR Job records. We map title, department, location, and posting status. Closed or archived jobs in WebCruiter are flagged for customer decision: they can be created as inactive jobs in BambooHR or excluded from migration if the customer does not intend to reactivate. We preserve the original WebCruiter requisition ID in a custom field webcruiter_requisition_id__c for audit trail.

WebCruiter Applications link a Candidate to a Job Posting with a status (applied, in review, rejected, hired). We map application date and application status to BambooHR Applicant status values. We flag applications where the WebCruiter stage history was not included in the export, as stage progression may not be fully preserved in BambooHR's flat applicant record. Hired applications create a flag for the customer's admin to initiate BambooHR onboarding setup for the corresponding Employee.

WebCruiter's per-job configurable pipeline stages (which can vary by requisition) map to BambooHR's standardized application stages (Applied, Interview, Offer, Hired, Rejected). We extract the stage name mapping from each exported WebCruiter job and map each custom stage to the nearest BambooHR equivalent. Multi-stage WebCruiter pipelines that exceed five stages require the customer to define a consolidation strategy, as BambooHR does not support unlimited custom stages per job.

WebCruiter custom screening questions export as free-form text regardless of intended type. We profile each custom field in staging, infer the intended type (date, integer, multi-select, single-select), and create the corresponding typed custom field in BambooHR. Multi-select values from WebCruiter (stored as comma-separated text) map to BambooHR multi-select fields. Fields that cannot be cleanly typed are flagged for customer review before load. Custom fields that are job-specific screening questions attach to the Applicant record; fields that are candidate profile attributes attach to the Employee record.

WebCruiter stores CVs, cover letters, and portfolio files attached to Candidate records. The standard data export does not include bulk file downloads; we request a complete file bundle from the customer or Talentech support before the load phase. We validate attachment filenames against the exported record IDs to detect mismatches, rename files to a consistent format (CandidateID_Filename), and upload to the corresponding BambooHR Employee record. Files without a matching Candidate record are held in a reconciliation folder.

WebCruiter's Candidate Source field (referral, job board, direct, etc.) is often blank in legacy records or populated inconsistently. We map source values to a BambooHR custom dropdown field on the Applicant record. Where source is blank, we flag for customer decision on default value or exclusion. Source attribution is preserved for reporting on recruiting channel effectiveness post-migration.

WebCruiter records reference internal user IDs for the recruiter or hiring manager assigned as owner. The standard data export may not include a full user directory. We flag owner fields where the user ID does not match a known user in the destination system. The customer confirms a user-mapping table before load. Hiring manager assignments on Job records map to the BambooHR Job's Hiring Manager field. Owner assignments on Candidate records are stored in a custom text field original_recruiter__c for audit.

WebCruiter archived jobs retain their original pipeline stage configurations which may conflict with the active pipeline schema in BambooHR. We separate archived jobs from active jobs during scoping and recommend either excluding archived pipelines from migration or creating them as inactive jobs in BambooHR. The customer makes the exclusion decision during scoping. If archived jobs are included, we map their stages to BambooHR standard stages using the same consolidation logic as active jobs.