Checklist

ATS Migration Checklist 2026

Q: Can I run both ATS platforms in parallel during migration?

Yes, and it's recommended. Running parallel for 2–4 weeks allows you to post new roles in the new system while existing pipelines complete in the old one. This reduces disruption to active hiring and gives your team time to adjust before full cutover.

Q: What's the biggest risk when switching ATS platforms?

The biggest risk is not the technical migration — it's user adoption. If hiring managers don't understand the new workflow, they revert to email and spreadsheets, making the ATS redundant. Invest in training before go-live, and appoint an internal champion in each department to drive adoption in the first 30 days.

Everything you need to switch ATS platforms without losing data, candidates, or momentum. 35 steps across 7 phases, tested by HR teams at companies of all sizes.

How to use this checklist: Work through each phase in order. Check off items as you complete them — the progress bar updates automatically. Print this page for offline use or share the URL with your implementation team. Never cancel your existing ATS contract until Phase 7, Step 3 is complete.

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Phase 1 — Audit Your Current System

Before you can move forward, you need a complete picture of what you have. This phase ensures nothing is left behind and no compliance obligations are overlooked.

Export all active candidate data from your current ATS in CSV or JSON format and store it in a secure location

Document all current workflows, pipeline stages, and custom fields used by your team

Identify all active job postings and their traffic sources (which job boards or channels are driving applications)

List all current integrations: job boards, HRIS, payroll, calendar, Slack, email, video interview tools

Note any compliance or data retention requirements (GDPR, EEOC, local labour law) that govern how candidate data is stored and transferred

Phase 2 — Define Requirements

A migration without clear requirements leads to picking the wrong platform twice. Define what success looks like before you speak to any vendor.

List must-have features that are non-negotiable (e.g. multi-posting, structured interview scorecards, GDPR data deletion tools)

List nice-to-have features that would improve your workflow but are not blockers

Define your total budget ceiling, including implementation costs, annual license, and training time

Identify all users who will need access: recruiters, hiring managers, external collaborators, HR leadership

Define measurable success metrics for the new platform: time-to-hire, cost-per-hire, hiring manager satisfaction score, application-to-offer conversion rate

Phase 3 — Vendor Evaluation

Evaluating ATS vendors on demos alone is not enough. Run a real scenario through each platform and verify claims in writing before signing anything.

Request live demos from 3–5 shortlisted vendors and involve at least one hiring manager alongside your HR team

Run a real open role through each demo environment: post a job, receive a test application, move it through stages, and send a rejection email

Review contract terms carefully: notice period for cancellation, data portability clauses, and any lock-in penalties

Verify GDPR compliance and data residency: where is candidate data stored, and is it within your required jurisdiction?

Request references from at least two companies in your sector or at a similar headcount, and speak to them directly

Phase 4 — Contract & Procurement

The commercial terms you agree to now will affect your flexibility for years. Do not rush this phase even when you are eager to switch.

Negotiate pricing: compare multi-year commitment discounts against the flexibility of a monthly or annual contract

Confirm in writing exactly what is included in the onboarding and implementation package (data migration assistance, dedicated CSM, training sessions)

Clarify the scope of data migration support: will the vendor assist with field mapping, or is this entirely your responsibility?

Confirm SLA terms: guaranteed uptime, support response times by severity, and escalation paths

Get written confirmation that your current ATS vendor will delete all candidate data upon contract termination and provide proof of deletion

Phase 5 — Implementation & Data Migration

This is the most technically demanding phase. Take a methodical approach and verify completeness at every step before moving forward.

Export the full candidate database from your current ATS (CSV and/or JSON) and verify the export contains all records, attachments, and notes

Map all custom fields from your old system to their equivalents in the new platform; document any fields that require transformation or cannot be migrated directly

Import historical candidate data into the new system and run a reconciliation check: compare record counts in old vs new platform before proceeding

Migrate all active job postings and replicate pipeline stages, scoring criteria, and application form configurations

Set up and test all integrations: job boards, calendar (Google/Outlook), HRIS, background check providers, and communication tools

Phase 6 — Training & Rollout

User adoption is where most ATS migrations fail. Budget more time for training than you think you need, and create internal champions before go-live.

Train all hiring managers on the new system before go-live, with a focus on reviewing applications, leaving feedback, and scheduling interviews

Create internal documentation and SOPs covering the most common workflows in the new platform: posting a job, advancing a candidate, scheduling an interview, rejecting an applicant

Set up all user accounts with appropriate permission levels: admin, recruiter, hiring manager, read-only collaborator

Run a parallel test with a real open role: post in the new system and process at least one full application cycle before switching all live roles over

Communicate the go-live timeline and expected changes to all hiring stakeholders, including why the switch is happening and what will be different

Phase 7 — Go-Live & Review

Go-live is not the finish line. The first 30 days are critical for adoption. Monitor closely, resolve friction fast, and establish your baseline metrics from day one.

Update all job board posting URLs to point to the new platform; update any careers page links, email signatures, and social media bios

Archive or formally close all open roles in the old system to prevent confusion and duplicate applications

Confirm that your full data export from the old system is complete, backed up, and stored securely before cancelling your old contract

Schedule a 30-day post-go-live review with your HR team and a sample of hiring managers to identify adoption issues, friction points, and missing configurations

Begin tracking time-to-hire, cost-per-hire, and pipeline conversion rates in the new system from Day 1 to establish a clean baseline for comparison

Planning to switch ATS? Let us talk — we will map your migration together. Treegarden migrations typically complete in 2–4 weeks with a dedicated implementation manager, data migration assistance, and unlimited training sessions included in every plan.

Planning to switch ATS? Let’s talk.

We will map your migration together — data, integrations, training, and go-live support included.

Request a demo →

Frequently Asked Questions

How long does an ATS migration take?

4–12 weeks depending on data volume, integration complexity, and team size. The majority of time is spent on data mapping and training, not technical setup. Treegarden migrations typically complete in 2–4 weeks due to dedicated onboarding support.

Will I lose candidate data when switching ATS?

No, if done correctly. The key is exporting your full candidate database in CSV or JSON format before cancelling your existing contract, and verifying the import was complete before your old system goes offline. Always keep a backup export even after migration is complete.

Can I run both ATS platforms in parallel during migration?

Yes, and it is recommended. Running parallel for 2–4 weeks allows you to post new roles in the new system while existing pipelines complete in the old one. This reduces disruption to active hiring and gives your team time to adjust before full cutover.

What is the biggest risk when switching ATS platforms?

The biggest risk is not the technical migration — it is user adoption. If hiring managers do not understand the new workflow, they revert to email and spreadsheets, making the ATS redundant. Invest in training before go-live, and appoint an internal champion in each department to drive adoption in the first 30 days.