Loxo to Loxo Migration — Merge & Consolidate Instances

KEY CHALLENGES

What makes this migration complex

These are the architectural mismatches and technical hurdles specific to a Loxo to Loxo migration.

Most Critical

ID Remapping Across Instances

Every source record UUID is invalid in the target instance, requiring a persistent ID-mapping table that tracks old-to-new identifiers for every object type before any relationship can be re-linked.

Blocks all downstream imports if mapped wrong

Dependency-Ordered Import Sequencing

Records must be created in strict dependency order — Users and Companies before People, People before Jobs, and Jobs before Activities and Placements — or foreign key references will fail and relationships will be orphaned.

Pipeline Stage Configuration Mismatch

Pipeline stages, workflow statuses, and job types are defined independently per instance, so every source stage must be manually mapped to an equivalent target stage before job and application data can be migrated accurately.

Activity and Event History Preservation

Activity records are tied to both a person and a job via their respective IDs, so any gap in the ID-mapping table will silently orphan recruiter call logs, email records, interview events, and submission histories.

Contact-Type vs. Candidate-Type Distinction

Loxo distinguishes People as contact-type or candidate-type, with contact-type events surfacing on the Company Activity Feed, so collapsing this distinction during migration causes permanent loss of company-level activity visibility.

Attachment File Handling

Resumes, contracts, and compliance documents are not included in standard CSV exports and must be downloaded individually from the source API and re-uploaded with correct person or company linkage in the target instance.

MIGRATION RISK ASSESSMENT

Every migration risk, already solved

Migration between platforms is full of edge cases. Our engineers have identified every risk from Loxo to Loxo and built proven solutions for each one.

High complexity

Jobs

Jobs cannot be migrated via CSV and require either the managed migration service or API-based extraction, with high risk of data loss if pipeline stages and job statuses are not pre-configured and mapped in the target instance before import.

Solved
Activities and Events

Activity history is excluded from the free managed migration tier and is highly vulnerable to orphaning in any approach that does not maintain complete ID mappings for both the linked person and linked job records.

Solved
Placements

Placement records require valid person_id, job_id, and start_date references simultaneously, meaning any missing or incorrectly mapped dependency will cause the record to fail silently or import without its required relational context.

Solved
Deals

Deal records link to People, Companies, and Jobs concurrently, so they must be migrated last in the dependency chain and carry high risk of broken associations if any upstream object fails to map correctly.

Solved
Attachments

Attachments are explicitly excluded from CSV exports and require separate API-level file download and re-upload workflows, making them the most operationally complex entity and the most commonly lost during poorly executed migrations.

Solved

Custom engineering

People (Candidates/Contacts)

Core profile fields map cleanly between identical schemas, but dynamic field definitions, contact-type versus candidate-type classification, and deduplication across merged databases introduce meaningful data loss risk if not explicitly handled.

Handled
Companies

Company records transfer with moderate risk since basic fields are schema-identical, but dynamic fields and the re-linkage of associated People and Jobs depend entirely on the accuracy of the ID-mapping table.

Handled
Custom / Dynamic Fields

Dynamic field schemas must be manually recreated and configured in the target instance before import, and any field type or option mismatch will cause values to be dropped or stored incorrectly without import-time validation errors.

Handled
Users and Ownership Assignments

User accounts must be provisioned in the target instance first and mapped to source user IDs before any owned records are imported, otherwise recruiter attribution and ownership across all object types will be lost or misassigned.

Handled

Clean transfer

Lists

Saved candidate lists reference People by ID only and carry low structural complexity, but they will silently break if any referenced person fails to migrate or receives a new ID that is not reflected in the list membership records.

Clean

CUSTOM MIGRATION

Fully customizable engineer-led migration

Tailor your migration from Loxo to Loxo exactly to your needs with our flexible customization options. Our experts will configure the perfect migration plan for your business.

Migration Filters

Data Types

MIGRATION TIMELINE

Your Loxo to Loxo migration, step by step

See how long your migration will take from start to finish. Drag the slider to estimate based on your data volume.

How many records are you migrating?

<10K 50K 100K 250K 500K 1M 2M 5M 10M+

Checklist ~3 days

Sample 1 day

Review ~2 days

Full 2 days

Delta 1 day

Your team ClonePartner

Estimated total

~9 business days

Migration Checklist

1 day · ClonePartner ~2 days · Your team

We prepare the optimal data mapping as a shareable spreadsheet. Your team reviews, approves, and adds any customizations.

Sample Migration

1 day · ClonePartner

We run a test migration with a representative sample of your data to verify mapping accuracy and identify any potential issues before the full run.

Review & Approve

~2 days · Your team

Your team reviews the sample migration results, confirms data accuracy and mapping, and gives the go-ahead for the full migration.

Full Migration

2 days · ClonePartner

We execute the complete migration of all your data to your new Loxo, with real-time progress tracking and comprehensive logging.

Delta Migration

1 day · ClonePartner

We capture and transfer any new data that was added or updated during the main migration to ensure no data is lost. This final sync keeps everything current.

Feature / Criteria	ClonePartner	Automated Tools	CSV Import	In-house migration
Custom Scripting for complex data	✓ Engineers build & maintain	✗ No	⚠ Manual	✓ Yes – but costly
Sandbox & Pilot Migrations	✓ Full sandbox + pilot plans	⚠ Limited	✗ No	⚠ Often Informal
Manual validation & reconciliation	✓ Automated + manual QA	✗ No	✓ Yes (Manual)	✓ Heavy manual effort
Backup & rollback plan	✓ Robust procedures	✗ No	✗ No	⚠ Often incomplete
Handles automation and integrations	✓ Full support	⚠ Partial	✗ No	⚠ Possible but fragmented
Post-migration engineer support	✓ Dedicated engineers	✗ No	✗ No	⚠ Limited hiring support
Adaptable to API changes	✓ Proactive adaptation	✗ No	⚠ Manual fixes	⚠ Slower response
Turnaround / hiring predictability	✓ Predictable hiring timelines	⚠ Fast but brittle	⚠ Slow and manual	⚠ Often slower
Data Security & Compliance	✓ High – enterprise grade	⚠ Medium (depends)	⚠ Low (manual)	⚠ Hidden gaps common
Pricing predictability	✓ Transparent & fixed	⚠ Low (per-job)	⚠ Low (manual hours)	⚠ High/variable OPEX
End-to-end project management	✓ Full E2E delivery & PM	✗ No	✗ No	⚠ Often partial
Business impact & opportunity cost	✓ No diversion of staff	✗ No	✗ No	⚠ Diverts engineering

What does an Engineer-led migration mean anyway?

Speed & Accuracy: Our Blended Method

We blend automation (smart scripts, bulk APIs) with human expertise for speed without risk. Our engineers manually check every mapping, validation, and exception.

You get:

Speed of automation for bulk record migration
Precision of engineers verifying integrity and business logic
Pilot migrations and sandbox testing to catch issues early
Real-time validation reports and rollback readiness

Result: 50x faster migrations than manual imports — with near-zero error rates.

Handling the Tricky Tech and API Details

The Loxo and Loxo APIs each behave differently, which is where our engineers shine. We build custom logic to handle the data quirks where generic tools typically break.

We handcraft API logic for:

Field mapping and transformation
Pagination, rate-limit handling, and throttling
Preserving candidate history, resumes, and scorecards
Syncing custom fields, pipelines, and scorecards without breaking structure

Our scripts: Natively retry failed calls, re-queue large attachments, and ensure data parity.

No Guesswork

We don't just promise smooth migrations—we measure and prove them. Every client receives a Migration Validation Report with all metrics.

Typical results across projects:

100% record-count parity between your Loxo data and Loxo
Zero downtime during staged cutovers
99.9% attachment integrity (verified via checksum)
Full automation and preservation of all business rules

Our standard: Includes full pipeline and scorecard preservation and 30 days of engineer-assigned support post go-live.

We Adapt to Your Setup (Not the Other Way Around)

No two teams configure Loxo or Loxo exactly the same way—with unique hiring workflows and data. We customize every migration script to fit your exact workflow, pipelines, and scorecards.

Our engineers adapt for:

Custom fields, hiring workflows, and scorecards
Multi-brand or multi-role setups
Historical imports and partial (date-based) migrations
Integration re-mapping for HRIS, background-check, or assessment tools

The promise: If your data doesn't fit a standard template, we build one just for you.

FAQ

Frequently Asked Questions

Everything you need to know about consolidating two Loxo instances. Can't find what you're looking for? Talk to our team.

Loxo consolidation 5 Before you start 4 Data & mapping 5 Timeline & downtime 2 Security & access 1 Pricing 1 After go-live 4

Still have questions?

Book a free 30-minute consultation with our team.

Contact our team

Loxo consolidation

5 questions

How do you merge two Loxo instances without losing data?

We connect to both Loxo instances, map every record between them, deduplicate overlapping entries, and reconcile IDs and any custom fields. Both instances stay live during the migration; we cut over only after validation passes.

What happens to duplicate records when consolidating Loxo instances?

Duplicates are detected on a match key you choose, for example an email address, an external ID or a custom field, depending on the records involved. We surface a dedup report before cutover so you can confirm merge-vs-keep decisions. No record is silently dropped: every duplicate is either merged, kept as-is, or flagged for manual review.

How are record IDs reconciled across the two Loxo instances?

IDs almost never line up across instances. We build an ID map during the sample run and rewrite references, such as parent and child records, attachments and other linked records, so relationships survive the merge. The map is exported as a CSV for your records after cutover.

What if our two Loxo instances are set up differently?

We inventory how both instances are set up before the migration, including any custom fields, workflows and automations. Missing fields you want to keep are created in the instance you are consolidating into, conflicting fields are reconciled per your direction, and workflows are ported or rebuilt so the consolidated instance behaves the way your teams expect.

What does post-merge cleanup involve for Loxo?

We hand over the ID map and dedup report, and document the new field layout. Any issue found after the merge is covered by our post-migration support, so you can decommission the old instance with confidence.

Before you start

4 questions

Do I need professional help for this migration?

Yes. Professional help ensures proper field mapping and preservation of relationships between records. Our engineer-led approach catches edge cases that automated tools miss.

Does ClonePartner provide guidance before committing?

Yes. We provide a free consultation and assessment. We'll review your data structure, discuss your requirements, and provide a detailed migration plan and fixed-price quote before you commit to anything.

Do you use an off-the-shelf tool to consolidate our Loxo instances, or is this built for our data?

It is built for your data. Each migration is a set of custom scripts written for your data model, not a generic import tool. That is also why we start with a sample migration: you see your own records in the instance you are consolidating into before the full migration is committed.

Can we see a sample merge of our Loxo data before the full merge runs?

Yes. We run a sample migration on your own data first, so you can review how the merged records look before the full migration goes ahead. We run validation scripts to check the record counts against the instance being merged in; if a field is missing or mapped wrong, or anything else needs adjusting, we fix it in the migration scripts and re-run the sample as many times as you need. The full migration only runs after you've approved the sample. On projects delivered in phases, each phase gets its own sample migration for you to approve.

Data & mapping

5 questions

Will original ownership, authorship and created dates be preserved when the instances are merged?

Yes. Created-time metadata is carried across, and ownership and authorship are carried across where the original users exist in the instance you keep. Where one of them cannot be set natively on the migrated record, it is kept as embedded metadata on that record.

Can you migrate data that Loxo can't take in through an API?

In many cases, yes. Where something can't be written through an API, we recreate it through Loxo's user interface where the interface allows it, and where that work is repetitive we script and automate it. We tell you up front which items are handled this way, because recreating them through the interface can add time to the schedule.

What if the instance we're consolidating into requires fields our other Loxo instance doesn't fill?

We check the instance you are consolidating into for required fields the incoming data cannot fill and bring each one to you before those records are migrated. Together we agree how each one is handled, such as a mapping from an existing field, a default value, or, where that instance lets the field be made optional, setting it to not required for the migration so you can make it required again once the migration is complete. The migration then runs with that rule applied, so no records are rejected or left behind.

Will candidates get emails or notifications while we merge our Loxo instances?

No. Keeping candidates from receiving any emails or notifications during the merge is a requirement we set and confirm before records are written into the instance you keep, so they never see the move happen.

Will candidates from our other Loxo instance come across with their notes, resumes, evaluations and job applications?

Yes. Candidates are migrated with their notes and resumes and linked to the jobs they applied for, and interview evaluations can come across too, for example as notes on the candidate's profile. When the migration is done, you get a list of every migrated candidate with a link to their profile in the instance you keep.

Timeline & downtime

2 questions

How long does consolidating two Loxo instances take?

Most migrations complete within 1–5 business days, depending on data volume and complexity; very large migrations, such as several hundred thousand records, take longer. We provide a detailed timeline after the initial assessment and can often complete small migrations in under 24 hours.

Will there be downtime while we consolidate our Loxo instances?

No. Our migration process is designed for zero downtime. Both Loxo instances stay available to your team throughout: the bulk migration runs in the background and the cutover is fast, so your team keeps working.

Security & access

1 question

Can we whitelist a single IP instead of opening our network to your migration tool?

Yes. All migration traffic runs through a centralized system using one fixed IP, which your IT team can whitelist instead of opening broader network access.

Pricing

1 question

Is migration pricing a flat fee, or does it scale with data volume?

It's a flat fee with no hidden costs. The price we agree with you for your scope is the price you pay, and small variances in the final volume, a bit more or less, are included.

After go-live

4 questions

How do I validate that everything migrated correctly?

Every client receives a Migration Validation Report with comprehensive metrics including record-count comparison, attachment integrity verification via checksum, and full audit logs of the migration run, showing every record created, skipped or failed. If any item didn't come across, the report names each one, the specific reason, and how to bring it across if you want it there. We also offer unlimited sample migrations, so you can check your data before the full migration runs.

What support do you provide after the migration goes live?

At ClonePartner, we consider ourselves your partners in this journey. We take full accountability for your migration's success. Once your migration goes live, we provide 30 days of comprehensive post-migration support as standard, and longer support, such as 60 or 90 days, can be agreed for your project. During this period, we help with anything related to your migrated data, so your migration is a complete success.

Will we get a migration report and a mapping sheet linking old record IDs to new ones?

Yes. We provide a comprehensive migration report along with an ID-mapping sheet that links each record's old ID to its ID in the instance you are consolidating into. This ensures full traceability, simplifies post-migration verification, and helps your team validate that records have been migrated accurately.

After migration, do I contact ClonePartner or the platform's own support if something looks wrong?

ClonePartner is the contact for anything about the migrated data itself. Questions about the platform itself, such as how its features and settings work, go to the platform's own support or to whoever administers it for you.

Merge & Consolidate Two Loxo Instances with zero downtime

Why teams migrate from Loxo to Loxo