Migrating from Loxo to Recruiterflow: A Guide to Data, Process and Go-Live

Moving from Loxo to a new recruitment platform is not just an export-and-import exercise.

Your database contains candidate relationships, client records, jobs, notes, calls, files, interview history and the operating context your team has built over time. A successful migration needs to protect that context while giving your team a cleaner, more capable way to work.

The practical question is not only, “Can our data be moved?”

It is: Can we move the right data, preserve the history that matters, validate the result and keep the business moving throughout the transition?

Recruiterflow offers Loxo users a choice of migration approaches. If you have a smaller database and want to get set up quickly from the start, Free Agentic Migration provides an AI-led end-to-end migration completed within 48 hours. If your database is large or your migration involves complex workflows, extensive historical data or multiple stakeholders, a dedicated Recruiterflow migration team can support the process in greater depth.

The underlying principle is the same in both cases: protect data quality, preserve the history that matters and give your team confidence in the result before the new system becomes the system of record.

Choose the migration approach that fits your agency

Different migrations have different requirements. A smaller database may be suitable for a fast, AI-led setup so your team can start working in Recruiterflow quickly. A large or complex database may need dedicated support from the Recruiterflow migration team, especially when it includes extensive cleanup, custom workflow design, complex historical records, multiple stakeholders or additional validation.

Recruiterflow offers both options:

• For smaller databases, Free Agentic Migration is available at no cost to Loxo users who choose that option.
• It is completed end to end within 48 hours.
• AI agents perform the migration work involved in extracting, mapping, transforming and loading data.
• For large or complex databases, dedicated support from the Recruiterflow migration team is recommended.

The free Agentic Migration is designed for a quick setup, not to make every migration identical. The output can still be reviewed against your business requirements. When the database is large or the migration needs more detailed planning, dedicated support gives your team more time for discovery, mapping, validation and refinement.

The 48-hour timeline applies to the free Agentic Migration option for smaller Loxo databases. Larger or more complex migrations may require dedicated support and a more involved implementation plan.

What to consider before migrating from Loxo

Every Loxo account and database is different. The migration approach depends on the export available, the data you want to retain, the structure of your records and the workflows you want to recreate in Recruiterflow.

Before the migration begins, it is useful to clarify:

• Which candidate, contact, company and job records should move
• Whether historical notes, calls, emails, files and activities are available in the export
• Which records are active, archived or no longer useful
• How duplicate records should be handled
• Which Loxo fields, tags and stages need to map into Recruiterflow
• How ownership, company relationships and job associations should be preserved
• What your team needs to validate before go-live

This is also the right time to think about data quality. Migration does not have to mean moving every record exactly as it exists today. Many recruitment firms use the move to remove duplicate records, clean outdated data and create a more reliable database for search, reporting and automation.

What happens to your Loxo data?

The answer depends on the export provided by Loxo and the agreed migration scope.

Recruiterflow can work with structured exports and other available data sources to assess what can be transferred. Depending on the source data, the migration may include:

• Candidate and contact records
• Company records
• Jobs and job stages
• Notes and activity history
• Emails, calls and other communications
• CVs and other candidate files
• Custom fields and tags
• Ownership and record associations
• Placement or historical workflow information

The important point is that this is assessed before the final migration. The team does not assume that every export contains the same information or that every record should be treated in the same way.

Some Loxo users may also encounter export limitations, restricted access or significant charges when requesting data. Recruiterflow’s free Agentic Migration can reduce the cost and delay associated with getting started, while a more involved approach can provide additional control where the project requires it. The final scope still depends on what the source export contains.

Recruiterflow’s six-phase managed migration process

For larger or more complex migrations, Recruiterflow provides dedicated support through six phases. Each phase has a defined purpose and a review point, so the final go-live is not the first time you see how your data looks in the new system. Free Agentic Migration is available as a faster setup option when the database is smaller and the migration does not require the same level of hands-on support.

1. Data hand-off

The migration starts with discovery and requirement understanding.

The Recruiterflow team works with your team to understand the current database, the workflows that matter and the information that needs to be preserved. This is where the scope is clarified, including the records, historical information, files, fields and relationships that should be considered.

Your team then provides the requested data backup or export. Recruiterflow downloads and prepares the data internally for analysis.

This stage creates a shared starting point. It also prevents assumptions about what should move, how it should be interpreted or what your team considers business-critical.

Ownership

• Discovery and requirement understanding: Recruiterflow and client
• Data request and hand-off: Client
• Data downloading and preparation: Recruiterflow

2. Data validation

Once the data has been received, the Recruiterflow team validates its completeness and structural integrity.

This includes checking whether the dataset contains the expected record types, fields and relationships. It also helps identify issues such as missing information, inconsistent structures, duplicate records or data that cannot be mapped directly.

Validation is an important control point because it separates what is present in the export from what the team expects to be present. If something is missing or unclear, it can be addressed before transformation begins.

Ownership

• Validate completeness and structural integrity: Recruiterflow

3. Data extraction and transformation

This is where the source data is prepared for Recruiterflow.

The Recruiterflow team works with your team to map the relevant Loxo fields, stages, tags, ownership rules and relationships into the Recruiterflow structure. The goal is not to reproduce the old system mechanically. It is to translate the information into a system your team can use going forward.

The mapping conversation may include:

• Candidate and contact fields
• Company relationships
• Job stages and statuses
• Custom fields
• Tags and classifications
• Ownership rules
• Activity types
• Historical records and attachments

After the mapping is agreed, Recruiterflow extracts and transforms the data internally. This is also where duplicate handling, field alignment and structural changes are applied according to the agreed scope.

Ownership

• Data mapping: Recruiterflow and client
• Data extraction and transformation: Recruiterflow

4. First run

The transformed data is loaded into a Recruiterflow sandbox for the first migration run.

The Recruiterflow team then performs its first round of internal data validation. This checks whether the transformed records have loaded correctly and whether the mapped structure behaves as expected in the new environment.

The first run is deliberately separated from the live environment. It gives the implementation team and your team an opportunity to review the result before the production migration.

Ownership

• Load migration data into sandbox: Recruiterflow
• Internal data validation, round one: Recruiterflow

5. Refinement

This is the customer review and correction stage.

Your team reviews the migrated data in the sandbox and checks whether the records, fields, relationships and historical information appear as expected. This is where practical questions can be answered:

• Are the right records present?
• Are candidates and contacts classified correctly?
• Are ownership and company relationships accurate?
• Are fields and stages mapped in a way that matches the team’s workflow?
• Are notes, activities and files available where expected?
• Are any duplicates or inconsistencies still visible?

Your feedback is then used to make corrections. Recruiterflow performs a second round of internal data validation, after which your team conducts a final review before the live migration.

This two-step review matters because complex databases often contain exceptions that are impossible to identify from an export alone. Refinement gives the people who understand the business the opportunity to confirm the result.

Ownership

• Migration data review: Client
• Feedback fixes: Recruiterflow
• Internal data validation, round two: Recruiterflow
• Final client review: Client

6. Final run

Once the data has been reviewed and approved, Recruiterflow loads the migration and the latest agreed data into the live account.

The migration is completed through a planned go-live. Your team moves into the new environment with the agreed data structure, workflows and records available in Recruiterflow.

The timing and cutover approach depend on the migration scope, the source data and the operating requirements of your agency. The objective is to coordinate the final run around the business, not treat go-live as a surprise event.

Ownership

• Load migration and latest data into live environment: Recruiterflow
• Migration completion and go-live: Client

Can you keep working while migrating from Loxo?

Migration planning should account for live recruitment work. Active jobs, candidate conversations and client activity do not stop simply because a new system is being prepared.

Depending on the project scope, the migration can be planned around a review environment, a staged transfer or an agreed period of overlap. The right approach depends on the source contract, the data available and the operating model of your team.

The key principle is visibility. Your team should know:

• What is being migrated
• What has already been validated
• What still needs review
• When the live cutover is expected
• How the team should work during the transition

This is especially important when an existing Loxo contract is approaching renewal or expiry. Starting the planning process early gives the team more room to request data, resolve export constraints, review the first run and coordinate the cutover without unnecessary pressure.

How long does a Loxo migration take?

For Loxo users with a smaller database who choose Free Agentic Migration, the end-to-end initial migration is completed within 48 hours. That gives your team a working migrated environment quickly, so you can review the result and assess the platform with your own data.

There is no single timeline for every migration. Some projects prioritise speed, while others require more extensive data preparation, stakeholder review and refinement.

Simple spreadsheet imports can be handled differently from large, complex databases containing historical activity, files, custom fields and multiple record relationships. The timeline depends on:

• The volume and structure of the data
• The completeness of the export
• The number of records and relationships to map
• The amount of cleanup required
• The number of validation and review cycles
• The availability of the client team for decisions and feedback

The more complex the database, the more important it is to plan for validation and refinement rather than focus only on the speed of the first import. The 48-hour Agentic Migration is the fast-start option for smaller databases. Larger databases are better suited to dedicated support from the Recruiterflow migration team.

What makes a Loxo migration successful?

A successful migration is not defined by how quickly a file is uploaded. It is defined by whether the new system is trusted and usable after the move.

The strongest migrations tend to have five characteristics:

1. The scope is agreed before the data is transformed.
2. Data quality issues are identified rather than hidden.
3. Historical information is reviewed as part of the migration.
4. The first run is treated as a validation opportunity, not the finish line.
5. The client team has clear review points before go-live.

Free Agentic Migration gives Loxo users a fast way to get started when that is the right priority. The six-phase process provides a consistent quality framework for every migration, including projects that require deeper collaboration. Together, these options let agencies choose the right balance of speed, control and refinement without separating the process by company size.

A better way to think about moving from Loxo

Moving from Loxo to Recruiterflow is an opportunity to do more than change platforms.

It is an opportunity to:

• Remove data that no longer serves the business
• Correct inconsistent classifications
• Rebuild fields and stages around current workflows
• Preserve the history your consultants still need
• Create a more reliable foundation for search, reporting and automation

The goal is not to make your agency start again. It is to help your team carry forward the information and relationships that matter, while giving them a more capable system to work in.

Recruiterflow manages the technical work through a staged process. Your team remains involved at the points where business context matters most.

That is what makes the move controlled, reviewable and designed around how your agency actually operates.

Frequently asked questions

Can Recruiterflow migrate all of my Loxo data?

The answer depends on what is available in the Loxo export and the agreed migration scope. Recruiterflow reviews the source data first and confirms what can be transferred, transformed or retained.

Is Recruiterflow’s Agentic Migration from Loxo free?

Yes. Recruiterflow offers Free Agentic Migration for Loxo users with smaller databases who want a quick setup. The initial end-to-end migration is completed within 48 hours. Larger or more complex databases are better suited to dedicated support from the Recruiterflow migration team.

Will notes, calls, emails and files migrate?

They may be included where they are available in the source export and supported by the agreed scope. This is assessed during data hand-off and validation rather than assumed.

Can duplicate records be cleaned during migration?

Yes. Duplicate handling and data cleanup can be included in the transformation scope. The specific rules should be agreed before the data is processed.

Will my team see the data before it goes live?

Yes. The first migration run is loaded into a sandbox, followed by internal validation, client review, feedback fixes and a final client review before the live run.

Do I need to move every record from Loxo?

Not necessarily. The migration scope can be shaped around the records, history and data your agency needs going forward. Many teams use migration as an opportunity to make their database more useful, not simply to copy everything.

Does Recruiterflow support migration planning before my Loxo contract ends?

Migration planning can begin before the existing contract ends. Starting early gives your team more time to understand export availability, review the data and coordinate the final cutover.

Ready to plan your move from Loxo?

The first step is understanding what your current database contains, what your team needs to preserve and which migration approach best fits your requirements. Free Agentic Migration is available for smaller databases that need a quick setup. Larger databases can be supported through a dedicated Recruiterflow migration process with deeper discovery, validation and refinement.