How to Migrate From SeekOut: Complete Guide 2026

Why TA Teams Are Moving Away From SeekOut

Recruitment operations managers face mounting pressure to justify every line item in their tech budgets, and SeekOut's model is creating friction points that trigger platform evaluations.

The most immediate pain point is pricing escalation. According to user feedback on Gartner, "the price gets marked up every year of use," forcing teams to either absorb increasing costs or narrow their sourcing scope. For volume hiring operations assessing 2,000+ candidates annually, these recurring increases compound budget unpredictability.

Data quality issues undermine the core value proposition of sourcing databases. Users frequently report that candidate information contains inaccuracies (phone numbers, emails, LinkedIn profile links), creating wasted outreach cycles when your team spends hours per week chasing down correct contact details.

Company instability adds risk. TechCrunch reported in May 2024 that SeekOut laid off approximately 30% of its workforce, with leadership stating "we have been spending roughly $2 to earn $1, and this last fiscal year, we incurred significant cash burn." For enterprise TA teams, vendor viability is a procurement red flag.

Integration gaps create operational friction. Teams managing high-volume graduate schemes may find that limited ATS integration at basic tiers forces manual CSV workflows, adding administrative burden. While this specific scenario is not directly documented, industry sources confirm that restricted integrations at lower pricing tiers and manual data transfers are common pain points in volume recruitment.

When SeekOut proposes renewal increases while you are already frustrated with data quality and integration gaps, the business case for switching becomes clear. Market conditions favor consolidation into platforms that combine sourcing with validated assessment workflows.

Top SeekOut Alternatives for Enterprise Sourcing

Your replacement choice depends on hiring volume, budget constraints, and tech stack architecture. Here is how leading alternatives compare:

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"Quick easy access to candidate scoring, video assessments and past participation data." - Jordan H. on G2

If you are migrating to Gem or LinkedIn, plan to integrate with an assessment platform immediately. Sourced candidates without validated evaluation create the same bias risk as CV screening alone.

Step 1: Audit your SeekOut data and search filters before export

Before exporting anything, conduct a forensic audit of what actually deserves migration. Polluting your new system with outdated candidate pools wastes storage and confuses your team.

Identify your "Silver Medalists." These are candidates who progressed to final-stage interviews but were not selected, scored well on assessments, or were strong fits for roles that got cancelled. Tag these pools with clear labels like "Q4-2024-GradScheme-Runner-Ups" so they surface in your new platform.

Document Boolean search strings manually. Saved search configurations in sourcing platforms typically do not export as structured data. Open each saved search, copy the Boolean syntax into a spreadsheet with columns for Search Name, Boolean String, Filters Used, and Last Run Date. Note platform-specific filters (like diversity tags or GitHub code scores) that will not translate directly to Gem or LinkedIn.

Review project folders for active vs. dead pipelines. If you have a "2023 Contact Center Hiring" folder with 400 candidates but none hired and no plans to reopen that role, exclude it. Migration is the forcing function to archive stale data.

Check data completeness. Export a sample CSV from one project and verify that critical fields populate: candidate name, email, phone, current company, current title, tags, notes, and last contact date. Similar platforms like LinkedIn Recruiter note that notes may be bound to specific projects where they were created. Plan to export from each project separately to ensure complete data capture.

Set a data retention policy now. For GDPR compliance, you should only migrate candidates you have lawful basis to process. If a candidate applied 18 months ago and you never contacted them, consult your Legal team before moving their data to a new processor.

Step 2: How to export candidate data from SeekOut

SeekOut's export process likely follows industry-standard patterns, but specific navigation steps require consulting their Help Center or support team for current instructions.

Typical export workflow (based on similar platforms):

1. Navigate to your project or talent pool. In platforms like LinkedIn Recruiter, you export from the Pipeline tab by selecting profiles and choosing "Save to PDF" or "Export to CSV."
2. Select candidate profiles. Platforms like LinkedIn cap bulk exports at 25 profiles for PDF, so plan to batch exports by project or role if SeekOut enforces similar limits.
3. Choose export format. CSV is preferable for data migration because fields map cleanly to destination platforms. PDF exports are human-readable but require manual re-entry.
4. Verify field inclusion. Check that the CSV includes recruiter-added notes, tags, and custom fields. Confirm all critical data fields export successfully before proceeding with full migration.

What will NOT export: Proprietary AI-generated features like candidate scoring algorithms (such as SeekOut's Coder Score for developer evaluation) or platform-specific match percentages will not transfer. You are exporting raw candidate data (contact info, employment history, sourcing notes), not the vendor's intelligence layer.

GDPR compliance checkpoint: When exporting personal data, document the lawful basis for processing in your new system. If you are moving 2,000 candidate records to Gem, your Data Processing Agreement with Gem must cover this transfer. Your Legal team may require you to update privacy notices or send opt-in emails before migration.

For high-volume operations, consider whether a phased export makes sense. Migrate active pipelines (roles currently hiring) first, then historical pools (silver medalists, nurture lists) second. This reduces risk during the cutover window.

Step 3: Migrate data to your new platform (Gem or Sova)

CSV field mapping is where most migrations break. Destination platforms expect data in specific formats, and mismatches cause import failures or data corruption.

Importing to Gem (CRM Layer)

Gem's import process follows an auto-mapping workflow. According to their support documentation, "Gem will display a preview of the import. Check that the spreadsheet columns are correctly mapped to Gem fields. If the titles match exactly, Gem will auto-map them."

Common mapping challenges:

Name fields: SeekOut may export "Full Name" while Gem expects "First Name" and "Last Name" as separate columns. Use Excel formulas to split before upload.

Date formats: US platforms expect MM/DD/YYYY while European exports often use DD/MM/YYYY. Mismatched dates cause import rejections.

Multi-value fields: Tags or skills with multiple values need consistent delimiters (commas, semicolons). Recruitee's documentation notes you must "input the delimiter you use in your CSV file to separate multiple values consistently throughout."

Gem allows you to "determine whether you want to overwrite existing fields for candidates already in the system," which matters if you are re-importing updated data after initial migration.

Importing to Sova (Assessment Layer)

For teams prioritizing skills-based evaluation over passive sourcing databases, importing candidate lists directly into an assessment platform creates an immediate workflow advantage. Instead of sourcing candidates into a database and then manually inviting them to assessments, you collapse two steps into one.

"One of the key benefits is being able to set up your assessment processes through one platform rather than multiple tools and vendors." - Verified User on G2

When you import a CSV of 500 graduate scheme candidates from SeekOut directly into a Sova project, you can invite them to cognitive assessments, personality questionnaires, and video interviews without waiting for your new sourcing tool to fully stabilize. This maintains hiring velocity during the transition.

Sova's help documentation details how the Candidates tab in each project allows you to view, filter, and move candidates between phases, creating the pipeline structure you had in SeekOut but with integrated assessment scoring.

For early careers teams specifically: Sova's blog on migration best practices outlines an 8-week implementation plan that includes data import, workflow configuration, and team training. If you are leaving SeekOut and need to maintain a graduate assessment process, importing candidate pools directly into Sova ensures continuity.

"Flexibility, communication, product features, expertise, candidate experience. The product roadmap is clear." - Verified User on G2

Data Validation Post-Import

After upload, verify data integrity with spot checks:

• Sample 50 records: Do names, emails, and phone numbers match your source CSV?
• Check multi-value fields: Did tags and skills import correctly, or did delimiters break them?
• Test communication: Send a test email to 5-10 imported candidates to confirm deliverability.

Best practices from recruiting operations experts emphasize that "data migration is not just about transferring information. It's about setting the foundation for a more efficient, productive, and successful recruiting process."

Step 4: Navigate the SeekOut contract cancellation process

You face migration delays when contract terms compound with notice requirements. Start this process early because standard notice periods range from 30-90 days.

Typical enterprise SaaS contract terms (based on industry standards):

Notice periods: Most contracts require written notice 30-90 days before renewal. If your SeekOut contract renews on March 1 and requires 60-day notice, you must notify them by January 1 or face auto-renewal for another year.

Auto-renewal clauses: An automatic renewal clause "causes an agreement to renew or extend itself for another term when the current term expires—unless one party provides written notice of non-renewal within a specified timeframe." Check your contract's Termination section for this language.

Data retention terms: Understand what happens to your data post-cancellation. Best practice is to request written confirmation that SeekOut will delete all candidate data within 30 days of termination, as required by GDPR Article 17 (Right to Erasure).

Draft your cancellation letter with specificity:

State specifics: Include your account name, contract number, and desired termination date.

Request data destruction confirmation: Ask for written confirmation of data destruction timelines and method.

Ask for final export: Request final export of all candidate data, notes, and search history before account closure.

Specify termination type: Clarify whether you are exercising a termination-for-convenience clause or citing non-renewal at contract end.

Negotiate if possible. If SeekOut's sales team offers a retention discount (20% price reduction, feature upgrades), evaluate whether it addresses your core pain points. If data accuracy and integration gaps are the issues, a discount does not solve the problem.

Step 5: Retrain your team and maintain continuity

Platform migration creates a temporary productivity dip. Your sourcing team has muscle memory for SeekOut's interface, and learning a new system's navigation takes time.

Plan for an adjustment period where sourcing velocity temporarily decreases.

Training strategies that work:

1. Role-specific walkthroughs: Your senior recruiter who ran complex Boolean strings in SeekOut needs a focused session on your new platform's search syntax. Your coordinator who managed candidate communication needs a demo of automated email sequences.
2. Side-by-side documentation: Create a comparison guide showing "How to do X in SeekOut" next to "How to do X in Gem." Include screenshots for common tasks like saving searches, tagging candidates, and exporting lists.
3. Pilot with one role first: Migrate your smallest, lowest-stakes hiring pipeline (e.g., a single junior role with 50 applicants) as a test case. Let your team make mistakes and learn the new system before tackling your 500-candidate graduate scheme.

How Sova simplifies platform migration for early careers

For volume hiring operations, maintaining candidate experience consistency during sourcing platform changes is critical. When candidates receive assessment invitations from a professional, branded portal (rather than fragmented emails from multiple tools), completion rates stay high.

"It's an amazing way to review candidate applications and speed up the interviewing process. Allows us to sift through candidates quickly." - Verified user on G2

If you are moving from SeekOut to Gem for sourcing but also running psychometric assessments for graduates, integrate assessment workflows during the migration window. This ensures that while your team learns your new sourcing interface, candidates still receive consistent, professionally delivered assessments.

"Knowledgeable, flexible and thinking in solutions." - Tom V. on G2

Success metrics to track post-migration:

Time-to-fill: Track days from requisition open to offer acceptance to reveal whether your new platform improved efficiency or introduced delays. Industry experts emphasize this metric "helps you assess the efficiency of your recruitment process and identify bottlenecks."

Data accuracy rate: Track the percentage of candidate profiles with complete, correct contact information against your previous sourcing tools. Note that while SeekOut claims to provide highly accurate contact data, no specific accuracy percentage is publicly documented, and user reviews report mixed experiences with data freshness.

Weekly active usage per recruiter: Track login frequency to ensure adoption, not abandonment.

Cost per hire: Calculate total assessment and sourcing costs divided by hires to prove ROI to your CFO. Cost management is crucial for enterprise budget justification.

Future-proof your sourcing stack

The goal is not simply replacing SeekOut with another sourcing database. It is building an integrated talent acquisition architecture where sourcing, assessment, and ATS workflows communicate seamlessly.

Prioritize integration over features. A sourcing tool with 50 search filters but no native ATS connector creates more work than a simpler tool that pushes data automatically. Sova's Microsoft 365 integration demonstrates how unified platforms reduce manual data transfer.

Choose assessment-first over sourcing-first for volume hiring. If you are hiring 2,000 contact center agents annually, validated assessment workflows matter more than access to 10 million candidate profiles. Research on recruiting best practices emphasizes that quality-of-hire metrics ultimately determine recruiting success, not sourcing volume.

Negotiate multi-year contracts with fixed pricing. Avoid the escalating cost spiral that triggered your SeekOut exit by locking in flat annual rates for 2-3 years, especially for unlimited-candidate assessment models.

Migration forces you to audit what actually works in your process. If you discover that 60% of your SeekOut candidate pools were never contacted and your best hires came from assessment-driven selection rather than passive sourcing, that insight shapes your future stack. Book a demo with the Sova team to see how candidate import workflows support this assessment-first approach, or explore migration case studies from teams who consolidated tech during platform transitions.

Frequently Asked Questions

Can I export all my candidate notes from SeekOut?
Notes typically export, but may be bound to specific projects where they were created. Export from each project separately to capture all recruiter notes and verify completeness in your sample export.

How long does migration to platforms like Gem typically take?
Data import and migration timelines vary significantly depending on platform and data volume. Industry sources suggest anywhere from a few days to several weeks for full data migration. Full team adoption and workflow optimization typically requires additional weeks beyond that. Plan for temporary productivity adjustments during the transition period.

Will I lose my saved Boolean search strings?
Boolean strings cannot be automatically exported but can be manually preserved. Copy each saved search into a spreadsheet before cancellation, then recreate them in your new platform. The underlying search logic remains valid across platforms.

What proprietary data will I lose?
AI-generated scores, platform-specific match percentages, and algorithmic recommendations will not transfer. You keep raw candidate data (contact info, employment history, your notes) but lose the vendor's intelligence layer.

Key Terminology

Data Mapping: The process of matching fields from a source system (like Name, Email, Company in SeekOut) to corresponding fields in a destination platform.

Boolean String: A structured search query using operators (AND, OR, NOT) to filter candidates based on multiple criteria simultaneously.

CSV Import: A method of transferring candidate data using comma-separated value files that most recruiting platforms accept for bulk uploads.

Notice Period: The contractually required timeframe (typically 30-90 days) you must provide to a vendor before terminating a SaaS agreement.

Silver Medalists: High-quality candidates who progressed to final interview stages but were not selected, often due to limited headcount rather than performance concerns.