If you are doing a data migration with your Loxo onboarding one of the key things you will be asked to help with is your data mapping. Setting up your data is a very important step, but it doesn't need to be complicated.

This article explains how to upload your data to Loxo and ensure the fields you setup work best for your team.

We're assuming you've already received your data and have uploaded it to Loxo. If you have not yet uploaded your data to loxo, read how to use Loxo's file sharing site to upload data before you continue.

Shortly after you have uploaded your data to Loxo and the team has started to process you data you will be either sent a link to your agency's mapping by your account manager or can access through Settings. To access your unique Import Mapping page, Navigate to Settings > Setup (Located in the top right corner) > Import Mapping

This page is unique to your agency and is meant to help our team map your fields from your old ATS to Loxo. Once you’ve completed your review, please let your dedicated Data Migration Specialist know and please do NOT click “Finalize.” We’ll review your mappings together on a call to confirm everything is mapped appropriately before proceeding. If you Finalize before checking in with your Data Migration Specialist, any issues which need to be rectified due to the selections made will not be prioritized and/or may require custom engineering fees.

Depending on which ATS you came from (PCR, Bullhorn, BigBiller, etc.) this link might look a little different and you might not have some of the listed items, but the ultimate goal is to help our team understand what needs to be brought over to Loxo and where it should go!

Your Loxo Hiring Pipeline is probably the most import customization to your Loxo account. The events and activities that you have here are reportable and filterable in Loxo. They are also important for tracking your team's progress in jobs, notes, and actions within the system.

Here is a brief overview view of Event Type Mapping:

1) Make sure to customize your pipeline in Loxo prior to completing your Import Mapping. Admins can do this under Settings > Customize Workflow.

2) Map your old activity types to Loxo! Your data export will include ALL activity types that you had in your old system so you might see some that you barely use or don't recognize at all. In the Loxo Event Type field use the drop down to map what the activity types in your old system should be in Loxo.

Note: You can map multiple activity types to one stage in Loxo. So if you are wanting to simplify your note types from your old system this is a great time to do that by mapping multiple different activities to one stage type in Loxo. For example we often see teams with a General Note activity type and they map all miscellaneous activity types there. If you are unsure where you would like to place an activity, this is a great place to do so.

3) Uncheck any types that you do not want to bring over. Be careful before unchecking any activity types because that means we will not bring over any of those activity types from your old ATS, and will not go back to bring them over afterwards. Only uncheck an activity type if you are positive that you do not want to bring over any historical information from that type.

4) Distinct Count Is how many distinct events there are that have this specific type.

Customizing your job details is also an important part of your account set up and is something to include in your data mapping. Note: if you do not see this section on your Import Mapping page, this means there are no Job Statuses or Types, found in your data export, or we are able to map them to a built-in field that Loxo already has.

Here is a brief video explanation of Job Status and Type Mapping

1) Customize your Job Statuses under Settings > statuses and Job Types under Settings > Types.

2) Map each of your previous ATS's Job Statuses and Job Types to Loxo.

3) Distinct Count displays the number of Jobs tied to that particular Job Status or Job Type

The last section of the Import Mapping form has Phone and Email Type mapping.

1) Customize your necessary phone & email types within Settings > Types

2) Use the toggle at the top to choose the selection that matches the type from your legacy system (Email, Phone).

Once you have made all edits to your Import Mapping form, select the blue Finalize button at the bottom of the page. After finalizing, please send a message to your Data Migration Specialist. Please note: you can only fill this form out one time, be sure that you have checked in with your Data Migration Specialist and are confident in your mappings before clicking Finalize. Depending on the size of your database, migrations typically take 4-6 weeks to fully complete.