(Internal) Gem ATS: Migration from Greenhouse/Lever (CSM version)

Customer tells CSM they want to migrate to Gem ATS. Already have Deep sync & stage mappings? Skip to Part 2

Pull customer ATS data into Gem

1. Make sure they have “Greenhouse” or “Lever” set as their ATS in the support dash.

Gem Customer Success

1. Enable deep sync: • create & plugin in the Harvest API key with the right permission set • configure webhooks in Greenhouse for Gem

Gem Customer Success

1. Go to support dash: • click on Greenhouse tab • click “Start Resync for OATS Migration”

Gem Customer Success

1. Set up pipeline stage mapping • Map as many stages as possible, since unmapped stages will need to be reviewed by ENG later on and prolong time to completion since they’ll need to go back-and-forth with the customer to determine where unmapped stage data should go

Gem Customer Success + Customer

Move ATS data into Gem ATS

1. Create a stage mapping configuration using the customer’s pipeline stage mapping data

Gem Eng

1. We provide the mapping configuration to the customer and verify that things look correct. • Here is a list of objects/fields that we can migrate - + GH → Gem ATS Migrated Objects

Gem Eng + Gem Customer Success

1. If the customer wishes, ENG can upload their data to a Sandbox instance to give them an opportunity to preview what things will look like. 2. The Sandbox instance will be a throwaway instance (changes they make there will not get pushed into their production Gem instance) later on 3. The Sandbox instance is “live”, as in scheduling interviews and emailing candidates will result in actual outreach being sent. 4. It’s best to use the Sandbox for data validation, not for interactions with candidates or to save any other data on it

Gem Eng + Gem Customer Success

1. Arrange a cutover date with the customer where they will stop using GH completely. On this date, we’ll move their GH data into their Gem production instance. 2. ENG estimates that for most SMB and lower MM customers, this can be done overnight. For larger MM customers, we should aim for the weekend to give ample time to tackle any technical issues that arise. 3. ENG will update the production instance’s ATS setting from “Greenhouse” to “oats”

Gem Eng + Gem Customer Success

1. Post-migration tasks: 2. Publish job posts (these will be unpublished by default) 3. Invite new users to Gem 4. Update their career site to point to the Gem ATS job board A daily incremental migration will move any new GH apps into Gem ATS until all GH job posts are taken down. • The customer should close GH jobs and job posts once Gem ATS job posts have been set up. • We’ll work with customer to determine when this stops.

Gem Eng + Gem Customer Success

SMB or not that much ATS data? we can do the migration overnight MM or has a lot of ATS data, we may recommend doing the migration over the weekend