ATS data migration: free CSV import or a paid migration service

Two ways to move your data

Moving data into a new applicant tracking system (ATS) works two ways: upload spreadsheet files with the new system's import tool, or pay the vendor's migration team to move the old database. A clean file of candidates and contacts suits the import tool. A large or messy database, with several record types and years of notes, is the case for a paid migration.

Either way, the work runs in the same order: export everything, clean the file, map its columns, test a small sample, then load the rest and merge duplicates. Recruit CRM's own import rules and its paid service follow below.

Five steps before any upload

Prepare the data the same way whichever system you pick:

1. Export everything from the old system: candidates, client companies, contacts, jobs and the notes on each.
2. Clean the file: one header row, one tab, and no merged cells, formulas or stray characters.
3. Map each column to a field in the new system, and create any missing custom fields before you import.
4. Test a small sample, then check names, owners and dates on screen.
5. Decide how duplicates merge, for example on email address, before you load the rest.

Importing into Recruit CRM: files, trial caps and duplicates

Recruit CRM's free CSV import tool takes up to 10,000 records per upload on every plan; Recruit CRM pricing lists the plans. Can an ATS import Excel files? Recruit CRM's importer reads CSV or XLS, so save an XLSX file as CSV or XLS first; no separate Excel to ATS converter is needed.

Its help center sets the file rules: column headers in row one, one tab (only the main Excel tab imports), custom fields created first for extra columns (Pro allows 15), and no special characters, merged cells or formulas, which can break an import. Keep each file to 10,000 records, then choose Import CSV/XLS on the record type, map your columns and save the mapping as a template.

Companies and contacts can share one sheet. Resumes parse 100 files at a time. Job imports take up to 500 jobs and need DD/MM/YYYY dates. The vendor's setup order is candidates, companies and contacts, teammates, then jobs.

Recruit CRM's software comparison page invites you to start importing during the free trial, but its help center counts imported records toward the trial's caps of 50 candidates, 50 companies and 50 contacts, so test with a small sample. Deleting records does not restore usage, so a deleted test import still counts. The 30-day trial also ends at 4 open jobs, and you can extend it twice, to 90 days, while under the caps.

Choose how duplicates merge. Candidates merge on email, LinkedIn URL or contact number; companies on name, website URL or LinkedIn URL; contacts on number, email or LinkedIn URL. Override Data replaces existing values with the file's values, so check that toggle before you import.

The person who imports a file owns every record in it, and you cannot pick another owner during a bulk import. Per-user caps from the help center: 10,000 candidates, contacts and companies each on Pro, 20,000 on Business, 30,000 on Enterprise. A full cap blocks further imports, and the Additional Records Limit add-on adds 10,000 of each type; its help article prints no price list.

What a paid migration involves

Recruit CRM's home page says it migrates your data for you with no setup fees, while its pricing table, migration page and help center say assisted migration is a paid service priced by record count; only the CSV import tool is free.

Assisted migration starts with a complete export from your old provider. Recruit CRM counts candidates, companies, contacts and jobs, can filter out outdated records, and sends a field mapping document for you to approve. Cleaned files go into a test environment before the verified data loads into your live account.

The cost follows your record count, so filtering lowers it, and the invoice follows the confirmed counts. Recruit CRM prints no price for the service. The vendor quotes 10 to 12 business days for a managed migration on its migration page and 10 to 14 on its comparison page, so ask for a written date.

Recruiterflow has a free self-serve CSV import and a paid migration that typically takes 6 to 8 weeks, priced by data volume. Loxo says migration is free for Core teams of 3 or more seats and scopes complex migrations as fixed packages before you sign. Recruit CRM vs Loxo compares the two, and How to start a recruitment agency gives the setup order once your data is in.