Candidate Data Handoff to Client Systems (Handoff)

Candidate Data Handoff to Client Systems (Handoff)

1. 01

   Freeze the candidate record set at a named pipeline stage before export

   Pick the exact stage (for example 'client interview' or 'offer') and export only records that reached it. Moving targets produce duplicate rows in the client's system and force a reconciliation cycle nobody budgeted for.

2. 02

   Map every field in the export to a destination field in the client's system

   Produce a two-column mapping sheet covering name, contact, source, stage, score, and consent flags. Unmapped fields get dropped silently, and dropped consent flags are the ones that surface in a compliance review.

3. 03

   Strip internal-only fields from the payload

   Recruiter notes, rejection reasons, and internal scoring commentary stay inside the agency. Clients who receive raw notes tend to quote them back in candidate conversations.

4. 04

   Run a 20-record sample through the receiving system end to end

   Send the sample, confirm it lands in the right stage and owner, then delete it. A sample that lands in the wrong pipeline stage means the mapping is wrong, not the tool.

5. 05

   Document who owns the record after the transfer point

   Name the agency contact and the client contact, and state which system is the record of truth post-handoff. Ambiguous ownership is where duplicate outreach to candidates starts.

6. 06

   Confirm the client's data retention and deletion terms in writing

   Retention windows differ sharply across platforms; some hold candidate data indefinitely by default. Get the client's expected deletion window in the handoff note so the agency is not holding records past the agreed term.

7. 07

   Schedule a 14-day reconciliation check

   Compare record counts and stage distribution between both systems. Discrepancies caught in the first two weeks are cheap; ones found at contract renewal are not.