Are you an existing customer using multiple HoorayHR environments and do you want to switch to one environment with multiple legal entities, such as different BV’s or foreign branches? In this article, we explain how you and our Customer Success team complete this process together.
Note: this process only applies to existing customers with multiple environments. Contact our Customer Success team to start the migration.
Step 1: export colleagues per environment
Our team exports all colleagues for each environment. We temporarily adjust email addresses in the new environment, for example to naam_nieuw@bedrijf.nl, so they don’t appear twice. After we finish the migration, we restore the original addresses and you can invite colleagues.
Do you use an integration such as Nmbrs or Loket?
Then the transfer works a bit differently. First remove the connection in the old environment, then import the colleagues again into the new environment. Follow these steps:
Remove the connection in the old environment via
Settings > integrations(at the top of your screen).Change the email addresses in the old environment via each colleague’s profile, for example to naam_oud@bedrijf.nl.
Activate the integration in the new environment per entity and import the colleagues again.
Want to learn more about activating the integrations?
Step 2: transfer assets
We can handle transferring assets by agreement. We’ll move the existing labels to the new environment. Then we’ll export all assets from the old environment(s) and import the data into the new environment.
Note: we only include current asset assignments. We don’t transfer the history of previous assignments.
Step 3: move documents
After transferring colleagues and assets, you can bulk download documents from the old environment and then upload them to the new environment. It helps to download documents by category, e.g. payslips or ID documents, so you can import them in bulk. During the bulk export, the system automatically adds the colleague’s name to the filenames. When you upload the documents to the new environment, we automatically link them to the right colleague. You don’t need to do anything extra.
Note: the bulk download feature is only available in the old environment(s) to ensure the stability of our application.
Step 4: set up leave
In the new environment, set up your leave policy again. Make sure all leave types you used in the old environment exist. Then assign the leave types to the right colleagues.
Note: we don’t include historical leave data. If you want, you can add it manually, e.g. via screenshots.
Step 5: transfer templates
Do you use workflow templates, reporting templates, feedback templates or document templates in your old environment and don’t have them available in the new environment yet? You can easily transfer them to the new environment. Follow the instructions in this article to share templates with another environment: Share templates with customer environments
Step 6: development
We can’t transfer data from the development features automatically. This is due to the complexity of the permission structure and authorship.
As an alternative, you can manually transfer relevant meeting notes or notes via, for example, screenshots. Then upload these screenshots to the file of the colleague in question.
Tip: use a tool like Awesome Screenshot to capture entire pages in one go or specific sections
Step 7: Archiving employees & sending invitations
Once all data has been transferred, you can archive the employees in bulk in the old environment. It’s important to first update the email addresses — for example, change them to a variant like name_old@company.com. This prevents conflicts with the email addresses in the new environment.
Then go to the overview of colleagues, select all employees, and choose Archive.
Next, it’s time to invite all employees to the new environment. Check that the email addresses in the new environment are correct — for example, by changing name_new@company.com back to the original address, such as name@company.com.
Once everything looks correct, select the employees you want to invite and choose Invitations to send them in bulk.
Please note: The old environment remains available with one free seat. This way, you’ll always have access to historical data if you need information from the old environment in the future.