Pipeline Data Handoff to a Client-Held ATS (Handoff)

Pipeline Data Handoff to a Client-Held ATS (Handoff)

1. 01

   Map the client's existing hiring stages before exporting a single record

   Pull the stage list from their system (JazzHR and Harbor both expose configurable pipelines) and reconcile it against your working stages. Mismatched stage names are the most common cause of candidates landing in a dead bucket on day one.

2. 02

   Freeze the source pipeline and timestamp the cut

   Record the exact date and hour of the final sync so any candidate added afterward is traceable to one side of the handoff. Ambiguous cutovers create duplicate outreach to the same candidate from two teams.

3. 03

   Export candidates with source, stage, and last-touch fields intact

   Include resume files, notes, and rejection reasons, not just names and emails. Recruiters at the client will re-screen anyone whose rejection reason is missing, which wastes the first week of their retainer.

4. 04

   Run a dedupe pass against the client's existing candidate pool

   Match on email plus phone before import. A recruiting agency handing over 400 records into a pool that already holds 300 of them looks careless, and the client will notice within a day.

5. 05

   Assign ownership of every open requisition in writing

   Name the person on each side who owns each open role for the next 30 days. Shared ownership without a named owner is how requisitions go quiet.

6. 06

   Document which AI screening or fit scoring stays with the client

   If the client's platform generates fit recommendations, confirm who reviews them before rejection. Automated rejections without human review are a compliance exposure for staffing-adjacent clients in healthcare and finance.

7. 07

   Schedule a 14-day reconciliation call and put it on both calendars

   Review imported counts, stage distribution, and any candidates who stalled. One call at day 14 catches import errors while they are still cheap to fix.