Introduction
Migrating to a new applicant tracking system (ATS) is a critical inflection point for any recruiting team. It’s a chance to not only upgrade your tools but also reset broken workflows, unify disjointed processes, and create a scalable foundation for growth.
For many high-growth teams looking for the best applicant tracking system, Ashby has become a go-to solution. This expert guide will walk you through everything you need to know about switching to Ashby – from top considerations and data migration best practices to how Certified Ashby Experts at TalentLink can support your migration.
TL;DR
- Ashby is one of the best applicant tracking systems for scaling recruiting teams
- The migration process includes data import, process design, and user onboarding
- Ashby supports contract buyouts, helping teams move quickly without waiting for renewal
- Certified Ashby Experts from TalentLink Advisors provide Ashby migration support from audit to go-live.
Is Ashby the Best Applicant Tracking System?
When evaluating an ATS migration, it’s natural to ask: Is Ashby the best applicant tracking system for my team? For many modern recruiting orgs, the answer is a resounding "Yes!" Ashby combines powerful analytics, modern UX, and workflow automation into one beautifully integrated platform.
That said, it’s important to remember that the best applicant tracking system is the one that aligns most closely with your hiring goals, workflows, and team structure.
Why Ashby stands out:
- Unified Platform: ATS, scheduling, analytics, and CRM all in one system
- Automation Built-In: From offer workflows to candidate reminders
- Best-in-Class Reporting: Slice your funnel by channel, recruiter, role, or source
- Collaborative UX: Slack-like comments, @mentions, and role-based visibility
- Advanced Scheduling: Embedded calendar sync, interviewer load balancing, and time zone logic
- Scalable Design: Built for teams scaling from 10 to 1,000+ hires annually
Ashby isn't just another tool - it’s an upgrade in every sense. If your current ATS is slowing you down, it may be time to migrate to Ashby.
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Top Considerations When Migrating to Ashby
Migrating applicant tracking systems can feel daunting. We know because we've stood up hundreds of ATS and HRIS iBut with the right plan and support, it’s an opportunity to:
- Eliminate inefficiencies from outdated processes
- Consolidate tools into a single, scalable platform
- Improve reporting visibility and accuracy
- Boost recruiter and hiring manager adoption
Here’s what to consider before migrating:
- What data needs to be preserved? (Candidates, jobs, interviews, tags?)
- How will the migration impact live roles or active pipelines?
- Which internal teams need to be involved? (HR, IT, Ops, Legal?)
- How will training and onboarding be handled?
- Do you need a phased rollout or full cutover?
TalentLink helps companies evaluate these questions and build a clear path forward.
Need an Ashby Expert to Support Your Migration?
Our team can guide your move to Ashby with expert-led configuration, feature setup, and tailored support to help your hiring team get the most out of the platform.
Importing Data Into Ashby
Ashby supports a range of import options depending on your current ATS and internal systems. Most customers import data using structured spreadsheets and guided templates.
What You Can Import:
- Job details
- Candidates (including notes, resumes, tags)
- Interviews and evaluations
- Offer information
- Source and funnel stage data
Supported Migration Types:
- Full-service migration from select ATS platforms such as Greenhouse and Workable
- Template-based spreadsheet migrations for data from unsupported platforms
- Custom API-based integrations in cases of complex or high-volume migrations
Regardless of your source system, Ashby provides clear guidance, mapping templates, and expert support. The Certified Ashby Experts at TalentLink (in coordination with Ashby's Dedicated Customer Success team) ensure a seamless migration experience.
Understanding the Ashby Migration Process
Ashby follows a clear, proven process to help teams migrate efficiently. Here’s what the standard rollout looks like:
Phase 1: Import Data
File-based and custom API connectors make data import fast and seamless. You’ll work with a certified Ashby Expert to align timelines.
Phase 2: Architect Your Process
This is where workflows, templates, email sequences, user roles, permissions, and integrations get set up. We’ll help you build out everything you need to scale.
These users should be configured and mapped to their appropriate roles and permissions early - doing so ensures your process design aligns with how people will actually use the system.
Phase 3: Design Workflows
Implement interview plans, alert systems, approval flows, and survey logic. This is where your team’s ideal recruiting process becomes real.
Phase 4: Onboard Users
Train hiring managers, recruiters, and cross-functional stakeholders. We’ll review what we built, answer questions, and do a deep dive on analytics.
These team members will require targeted training and early access, so scheduling sessions ahead of time ensures stronger adoption, better knowledge retention, and fewer issues at go-live.
Final Phase: Go Live
Launch your new ATS. Most teams go live faster than expected, especially with Ashby Growth and Enterprise plans.
Ashby Contract Buyouts: Don't Let Vendor Lock-In Stop You
Ashby understands that switching systems mid-contract is often the biggest blocker to migration. That’s why Ashby offers contract buyouts to help teams move faster.
Ashby Expert Tip: Need to switch, but stuck in a contract? Ashby offers a Contract Buyout to help you make the move sooner. Let’s talk through your options.
Whether you're stuck in Greenhouse or another legacy tool, you don't have to wait for your renewal. Ashby will help you exit your current agreement, onboard quickly, and eliminate wasted spend.
Real Results: Brightline's Migration to Ashby
Brightline, a fast-growing mental health care provider, migrated to Ashby from a bloated HR and People tech stack. The results were clear:
- Rapid time-to-value with streamlined implementation
- Strong adoption across recruiters and hiring managers
- Consolidated data and centralized reporting
How Ashby Experts at TalentLink Help You Migrate
TalentLink Advisors are Certified Ashby Experts who specialize in migrations, onboarding, and implementation.
Here’s how our experienced advisors help:
- Conduct a pre-migration audit of your current ATS
- Scope your data import needs and prepare migration templates
- Customize workflows, job structures, and automation logic
- Train your team for launch and post-launch support
- Help connect Ashby to tools like HiBob, Ramp, Gusto, and more
Final Thoughts
Switching to Ashby doesn’t have to be hard, but it does have to be strategic. With the Certified Ashby Experts at TalentLink as your implementation partner, you’ll get the tech guidance, process support, and change management expertise to get the most out of Ashby from day one.
Whether you’re mid-contract, mid-scale, or just ready for something better, now’s the time to make your move.
Let’s Make Your Move to Ashby a Smart One
Partner with Certified Ashby Experts to migrate with confidence and launch with impact.
