Inventory the places where applications are stored
List tracking files, shared folders, attachments and manager notes. Record who owns each source, its vacancy and last use. Multiple versions may exist without anyone knowing which is authoritative.
Separate active applications, closed processes and future-opportunity records. They serve different purposes. Avoid initially combining everything into a broadly shared file; work with authorized people and select a reference source for each vacancy.
Choose what should be transferred
Ask whether each field still supports an action or identified obligation and whether its meaning is explainable. A vague personal judgment is not useful evidence of a job-related skill and should not be migrated blindly.
GDPR requirements for purposes, lawful grounds and limited retention still apply. A software change does not restart retention periods or create a new authorization to contact someone. Review doubtful cases with your data protection contact before transferring them.
Create a small data dictionary
Explain what each column means. A date could describe receipt, last contact or an interview; those are different facts. A status might mix a pending task with a completed decision.
Do not merge people solely because their names match. One person may have several applications whose histories must remain distinct.
| Existing field | Question | Logical destination |
|---|---|---|
| Position | Which specific vacancy? | Job or assignment |
| Status | Current stage or final outcome? | Separate stage and result |
| Last contact | Which actual exchange? | Dated history |
| Comment | Relevant and understandable professional evidence? | Contextual note |
| Talent-pool permission | Which proof, purpose and period? | Documented authorization |
Confirm what can actually be imported
CV import does not necessarily include notes, attachments, historical stages or evidence of privacy information. Ask about supported objects and formats, error handling and duplicate prevention when retrying.
Do not assume aiKip offers a universal spreadsheet migration. Discuss the required scope and volume first. CV reading and application tracking are not promises that every Excel history can be transferred.
If manual work is necessary, estimate it with a few records. You may decide to move active recruitment first and manage older archives separately under their applicable retention rules.
Test a small representative batch
Learn the workflow using fictional data. Once processing arrangements and permissions are ready, test a limited real sample including incomplete records, multiple applications and a scheduled interview.
Check documents, accents, dates, stages and access. Matching record counts do not prove that attachments were linked to the right people.
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Prepare
Select representative cases and record the expected result.
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Transfer
Use the confirmed migration path.
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Compare
Check documents, relationships, dates and permissions.
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Correct
Resolve discrepancies before expanding the batch.
Avoid two competing sources of truth
Set a point after which new activity is tracked in the ATS. An old file may remain readable during a short transition, but update rules must be explicit. Independent status changes in two tools quickly recreate the original problem.
Document any exceptions and who reconciles them. Validate the transfer before disposing of sources, then apply retention rules to remaining copies. Neither immediate deletion of everything nor indefinite storage is a sensible default.
Teach a few shared actions
Explain where to read a record, leave feedback and identify the next step. Managers do not need every administrative setting to contribute to an interview.
aiKip’s applications, interviews and messaging provide a common workspace. Team rules still matter: decisions need follow-up, interviews need a next action and changing stages must not leave a record without an owner.
Review adoption after cutover
Check a few applications weekly for current stage, next action, last contact and appropriate access. Ask what colleagues still seek in the old spreadsheet. Their answers reveal missing information or habits that need support.
Compare against the original problems: searching, duplicate contact and scattered feedback. Successful adoption means the team naturally uses the ATS to understand a recruitment process.
Frequently asked questions
Should every old CV be imported?
No. Review its purpose, origin, lawful basis and retention period. Active recruitment and historic talent pools require separate decisions.
Does aiKip automatically import every Excel file?
Do not assume so. Confirm the appropriate migration method. CV analysis is not a guarantee of importing arbitrary spreadsheet columns or history.
Can we retain spreadsheets alongside the ATS?
Temporary restricted consultation can help. Avoid independent updates in both systems; identify the authoritative record and apply retention rules to old copies.