Migrating Data to the Advanced Agency Portal (HirePort)

This article answers the most common questions about planning and completing your migration from the legacy agency portal to the Advanced Agency Portal (HirePort), including a step-by-step overview of the migration process.

What Data Gets Migrated?

The migration moves all active, in-progress recruitment activity into the Advanced Agency Portal so your work is not disrupted.

Included by default:

• All active job assignments

• Candidates who are currently in progress (e.g. New, In Progress, Interview, Offer, Lead)

Not included by default:

• Deleted, filled, or cancelled jobs

• Candidates with a final or negative outcome (e.g. Refused by Company, Withdrawn by Applicant, Hired)

Historical and closed data can either remain in the legacy portal for reference or be migrated in a lightweight way, depending on what you agree with your SmartRecruiters team during scoping.

Can I Choose What Gets Migrated?

Yes, within a standard framework. The core migration rules above apply to all customers, but you have flexibility in two key areas:

• Which agencies and users are included — for example, you can start with a smaller group of agencies for an initial migration, then expand to the full list for the full production run.

• Which environments or migration runs — the standard approach is a single, well-planned production migration. A sandbox "practice migration" using a small subset of agencies is available as an optional, paid add-on via a Statement of Work (SOW).

What Does the Migration Process Look Like?

Migration involves three parties — the SmartRecruiters Migrations team, you (the customer), and the HirePort technical team — working through the phases below.

Blackout period at a glance

• Starts: Thursday morning, the moment you activate the Advanced Agency Portal (Phase 2, step 4)

• Ends: Once agencies are invited and can be assigned to jobs (Phase 4, step 11)

During the blackout period, neither the legacy portal nor the new Advanced Agency Portal can be used — any data entered in either portal during this time will not be captured and will be lost.

Phase 1: Preparation by the SmartRecruiters Migrations Team

1. Scope the data to be migrated — The SmartRecruiters Migrations team files a Jira ticket to plan the migration of your in-progress candidate data.

2. Define your blackout date — This must fall on a Thursday and Friday. Once the new Advanced Agency Portal is switched on, the sync between HirePort and SmartRecruiters begins.

Phase 2: Preparation by You (the Customer)

3. HirePort subscription enabled — SmartRecruiters adds the HirePort subscription in your SmartRecruiters admin area.

4. Activate the Advanced Agency Portal on Thursday morning — 🔴 Blackout period starts here:

   1. On the Apps & Integrations page, go to the Advanced Agency Portal app and copy your Company ID.

   2. Open the Advanced Agency Portal, enter your Company ID, and activate it.

   3. Go to Settings > Agency Portal Settings. Simply visiting this page activates the integration and starts synchronisation.

Phase 3: HirePort Migration Execution

5. Notify HirePort — Let HirePort know once the steps above are complete. HirePort receives the migration files Thursday morning.

6. Migration is executed — The HirePort technical team runs the data migration on Friday morning.

Phase 4: Onboarding & Agency Enablement

7. Confirm migration completion — The SmartRecruiters Migrations team confirms once migration is done.

8. Set Agency Portal Settings (~30 minutes) — Configure the Default Stage Mapping and any other relevant settings. This ensures migrated agency candidates appear in the correct stages, and that agencies receive updates on the correct candidate movements in SmartRecruiters. For more detail, see the Agency Portal Settings walkthrough or the Agency Portal Settings guide.

9. Set up agency contracts — You can create agency contracts now, or after inviting agencies (recommended to do this first where possible).

10. Invite agencies — In the agency management screen, select all relevant agencies and click (Re)send invites.

11. Assign agencies to jobs — Once invited, agency users become available when you click Add external agency on a job. Jobs become visible in the agency's HirePort environment once they've created their HirePort account and accepted your terms of engagement. 🟢 Blackout period ends here.

12. Group agency contacts under the same company (optional) — Grouping agency users from the same company gives them shared visibility into each other's submitted candidates. Today, the HirePort support team sets this up for you — self-service management is coming soon.

13. Organize agency contacts into lists (optional) — In the Agency Management screen, you can group agencies or agency contacts by geography, functional department, or any other structure that suits your workflow, making your agency network easier to navigate.

14. Ongoing agency support — Agency users can always reach out via the HirePort support chat (bottom-right corner of their page) to add users or ask questions. These queries go directly to HirePort, not to you.

Agency Consolidation and Merging

The Advanced Agency Portal allows you to assign multiple contacts within an agency to the same company. You may therefore want to consolidate agency records that were previously separate in the legacy portal.

This is not done automatically during migration. The migration moves your existing agency data in a like-for-like way to avoid disruption to live activity.

If you want to consolidate agency users, contact support@hireport.io.

Consolidated agency users share candidates, but jobs always need to be shared on user level. More information on agency consolidation and merging can be found here.

When Will the Legacy Portal Be Shut Down?

A universal sunset date has not been communicated to all customers. For each customer, the legacy agency portal remains supported until the point of their next renewal, whichever comes first.

We recommend planning your migration well in advance of your renewal date to avoid any disruption.

Your migration blackout period starts Thursday morning when you activate the Advanced Agency Portal, and ends once agencies have been invited and can be assigned to jobs (typically the following week, once Phase 4 onboarding steps are complete).

During this blackout period, neither the legacy portal nor the new Advanced Agency Portal can be used. Any data entered in either portal during this time will not be captured and will be lost.

Help & Support

Need help? If you still need assistance, please contact HirePort Support at support@hireport.io or your SmartRecruiters contact.