Migrate from ZenApply to BambooHR

ZenApply Candidates with no associated Application (unhired applicants) map to BambooHR Employees in a candidate archive status. Successful hires with an Application status of Hired map to BambooHR Employees with an active employment record. We map standard fields (name, email, phone) directly and recreate any discovered custom profile fields as BambooHR custom fields with matching field types before import. The mapping requires a pre-import schema reconciliation because BambooHR enforces field-type constraints that CSV exports do not surface.

ZenApply Applications link a Candidate to a Job and carry status history (Applied, Screening, Interview, Offer, Hired, Rejected). We map Application status to BambooHR application stage or to onboarding workflow status depending on the hiring outcome. Submission date and source attribution are preserved as custom fields or notes on the Employee record. The application source field (referral, job board, direct) migrates as a text field since BambooHR does not have a native application source taxonomy.

ZenApply Job records map to BambooHR Job Openings. The Job title, description, department, and status (Open, Closed, Draft) migrate directly. Salary band data is not included in the standard CSV export unless manually added by the ZenApply admin during export preparation, so we flag this gap in the pre-export checklist and ask the customer to confirm whether salary range fields are present before migration begins. Closed positions are migrated as inactive job records.

ZenApply video resume assets are hosted as URLs pointing to ZenApply's media infrastructure. We download each video to temporary storage during the migration window (before the source account is deactivated), re-upload to the customer's preferred media host (YouTube, Vimeo, or internal file storage), and store the final URL as a custom text field on the corresponding BambooHR Employee record. This step adds 1-2 days per 100 video assets to the migration timeline. We validate every final URL in BambooHR before the source account is closed.

ZenApply scorecard data (ratings, reviewer comments, overall recommendation) is linked to Applications and Interviewers. We preserve the scorecard structure as a formatted Note attached to the Employee record, with individual ratings migrated as custom fields if the scorecard has a consistent template. If the scorecard uses free-form reviewer comments only, those are migrated as text notes. Scorecard templates themselves do not migrate as code; we document the template structure for the customer to recreate in BambooHR's custom form builder.

ZenApply User records include name, email, and role (Admin, Hiring Manager, Recruiter). We map Users to BambooHR Employee records with matching email. BambooHR access is provisioned by the customer's admin during or after migration; we provide a user provisioning checklist mapping each ZenApply role to the equivalent BambooHR permission set. Any unrecognised ZenApply role types are flagged in the discovery report for the admin to resolve.

Document attachments are exported as file URLs from ZenApply. We download each file, preserve the original filename and MIME type, and re-upload to BambooHR's file storage attached to the corresponding Employee record. Resume files are attached to the Documents tab of the Employee profile. We validate file integrity (MD5 checksum) after re-upload to confirm no data loss during the transfer.

ZenApply allows organisations to create custom fields on candidate profiles per position or globally. There is no admin-visible schema export, so we conduct a structured discovery questionnaire with the customer's admin, walking through every active position's application form and the candidate profile editor to enumerate all custom field names and their value types (text, number, date, dropdown). We pre-create matching custom fields in BambooHR before any data loads. Fields missed during discovery will not appear in BambooHR; we use a field count reconciliation step to close this gap.

ZenApply tracks how candidates found the job (referral, job board, direct application, agency). This attribution data lives on the Application record. We map it to a custom text field on the BambooHR Employee record labeled Original Application Source. BambooHR does not have a native application source taxonomy, so the field is free-text. If the customer uses a structured source taxonomy in ZenApply, we create a dropdown custom field in BambooHR with matching values to preserve reporting consistency.

ZenApply free-form notes attached to candidate profiles (recruiter comments, interview observations) migrate as BambooHR Notes attached to the Employee record. Notes preserve the original timestamp and author name from ZenApply. Long-form profile content that exceeds standard note length is split across multiple Note records with a sequence identifier.