The checklist
| Step | What to do |
|---|---|
| 1. Check the contract | Note the renewal date and notice period of the current ATS, and how long you keep access after it ends. |
| 2. Export | Candidates, applications with job, stage and outcome, notes and feedback, and resumes. Ask for emails if the export does not include them. |
| 3. Clean | Delete candidates past your retention period before importing. A migration is the cheapest moment to do it. |
| 4. Import and map | Map columns to fields and stages to the new stages. Run a test with 20 rows first. |
| 5. Connect | Mail and calendar, so ongoing threads and booked interviews attach to the imported candidates. |
| 6. Move the front door | Publish open roles on the new careers page and redirect old job links and job-board feeds. |
| 7. Handle open processes | Finish late-stage candidates in the old system, or move them by hand with their notes. |
| 8. Train in 30 minutes | Show the team where their candidates, interviews and feedback forms are. |
| 9. Keep the old system read-only | For a month, in case something was missed. Then export a final archive. |
What you can get out of each system
Ashby, Greenhouse, Lever and Workable can all export candidates and applications as CSV, and offer an API for a fuller copy. Before you rely on an export, open it and check three things: does each application carry its job, stage and outcome; are notes and feedback included; and are resumes attached or linked. Some vendors limit export or API access to certain plans, so check yours.
What usually goes wrong
- Stages do not match. Decide the mapping before the import, including what "archived" means in the new system.
- Duplicates. The same person with two emails. Merge after the import.
- Old job links. Links in posts and on job boards point at the old system. Redirect or repost.
- Privacy. Imported candidates keep their original retention clock. Do not restart it.
Moving to Evander
Evander imports CSV files from any ATS and maps common column names itself, under Settings → Import. An Ashby export (CSV or JSON) keeps candidates, applications with their job, stage and outcome, and notes; emails arrive as notes. Greenhouse and Lever CSV exports map through the same column matching. After the import, connect Gmail or Outlook and your calendar so live conversations and interviews attach to the right people.
Questions
How long does it take to switch ATS?
For a company under 200 people, between an afternoon and a few days: export, import and map, connect mail and calendar, and move the application links. Larger companies with integrations and approval flows should plan a few weeks.
Can I switch ATS without losing my candidates?
Yes. Export candidates, applications, notes and resumes from the old system and import them into the new one. Check the export before you cancel, and keep read access to the old system for a month.
What data should I export from my old ATS?
Candidates, applications with job, stage and outcome, notes and interview feedback, resumes, and emails if the system exports them.
Can I import my Ashby data into Evander?
Yes. Evander imports Ashby CSV or JSON exports: candidates, applications with job, stage and outcome, and notes; emails are kept as notes.