Ensuring Seamless HR Operations: How Global Talent Solutions Avoided Major Delays During an HRIS Migration with Instant Contact Restore

In the intricate landscape of global human resources, data is the lifeblood of efficient operations. When a multinational corporation undertakes a major HRIS (Human Resources Information System) migration, the stakes are incredibly high. The potential for data loss, system downtime, and operational paralysis can be catastrophic, leading to missed hiring targets, payroll errors, and compliance issues. This case study details how 4Spot Consulting partnered with Global Talent Solutions, a leading international staffing and HR services provider, to navigate a complex HRIS migration, ensuring the integrity and immediate availability of critical contact data, thereby averting significant operational delays and costs.

Client Overview

Global Talent Solutions (GTS) is a multinational powerhouse in the HR and staffing industry, operating across more than 30 countries with a workforce exceeding 50,000 employees and contractors. Their services range from executive search and talent acquisition to payroll management and HR consulting. GTS relies heavily on robust HR technology to manage its vast database of candidates, clients, and internal employees. Before engaging 4Spot Consulting, GTS utilized a long-standing, custom-built HRIS that, while powerful in its time, had become increasingly difficult to maintain, lacked modern integration capabilities, and posed significant scalability challenges for their aggressive growth targets. They were preparing for a complete overhaul, migrating to a cutting-edge, cloud-based HRIS platform designed to unify their global operations.

The sheer volume and sensitivity of their data—comprising millions of contact records, employment histories, compensation details, and compliance documents—made this migration a monumental undertaking. Any disruption to data access or integrity would have far-reaching implications across their global offices, impacting recruitment cycles, client service delivery, and internal HR functions.

The Challenge

GTS faced a daunting challenge: migrating from their legacy HRIS to a new, modern cloud-based system. The primary concerns were multifaceted:

• Data Integrity and Loss: The risk of corrupting or losing critical contact data during transfer was paramount. Historical candidate profiles, client relationship data, and employee records needed to be moved flawlessly.

• Downtime and Business Continuity: Even a minor interruption in access to contact information could halt recruitment processes, delay client outreach, and impact internal HR support across multiple time zones. GTS could not afford any significant downtime.

• System Compatibility and Integration: The old system had proprietary data structures, making direct, clean migration challenging. Furthermore, the new HRIS needed to integrate seamlessly with various satellite systems, including applicant tracking systems (ATS), payroll, and communication platforms.

• Complexity of Global Operations: Managing the migration across diverse regional databases, compliance requirements, and local user needs added layers of complexity, requiring a solution that could adapt to varied operational landscapes.

• Cost of Delays: Every day of delay in a global recruitment firm translates directly into lost revenue, unfulfilled client contracts, and increased operational costs due to manual workarounds.

• Employee Morale and Productivity: A frustrating, protracted migration process could lead to decreased employee morale and significant drops in productivity as teams struggled with inaccessible or incomplete data.

The core problem wasn’t just moving data; it was ensuring that every piece of contact information—from a candidate’s email to a client’s preferred contact method—was not only transferred accurately but also immediately recoverable and usable, irrespective of the migration’s progress. GTS needed a robust ‘Instant Contact Restore’ capability, a failsafe that could provide a real-time, accessible backup of all critical contact data to mitigate any unforeseen migration issues.

Our Solution

4Spot Consulting approached GTS’s challenge with our ‘OpsMesh’ framework, focusing on creating resilient, interconnected automation layers that safeguard critical business functions. Recognizing the unique criticality of contact data during an HRIS migration, we deployed a custom-tailored ‘Instant Contact Restore’ solution, leveraging our expertise in data automation and CRM backup, specifically for Keap (Infusionsoft) environments, which GTS utilized for sales and client relationship management alongside their HRIS.

Our solution was designed to act as an independent, accessible ‘single source of truth’ for all contact data, ensuring it remained untouched and immediately usable, regardless of the HRIS migration’s success or failures. The key components of our solution included:

• Real-time, Bi-directional Data Synchronization: Using Make.com (formerly Integromat) as our primary automation engine, we established a robust integration layer. This layer continuously pulled all critical contact information from the legacy HRIS, normalized it, and pushed it into a dedicated, secure Keap application. This wasn’t just a one-time dump but an ongoing sync, ensuring the Keap instance reflected the most current state of all contacts.

• Immutable Data Backup: The Keap application served not just as a temporary holding tank but as an immutable backup. Every contact record, along with key associated fields (e.g., job title, company, communication history, status), was securely stored. In the event of migration hiccups or data corruption in the new HRIS, GTS staff could instantly access accurate contact information directly from Keap.

• User-Friendly Access & Restore Functionality: We configured the Keap interface to be easily searchable and accessible to authorized GTS personnel. This meant recruitment teams could continue outreach, HR could respond to employee inquiries, and client services could maintain communication, even if the primary HRIS experienced issues. If needed, data could even be pushed back into the new HRIS from Keap.

• Automated Data Validation and Cleansing: Prior to synchronization, we implemented automation workflows to cleanse and validate contact data, removing duplicates, standardizing formats, and enriching incomplete records. This ensured that not only was the data backed up, but it was also clean and consistent, improving the quality of data ultimately transferred to the new HRIS.

• Phased Implementation and Monitoring: We worked closely with GTS’s IT and HR teams to implement the solution in phases, starting with critical contact segments. Comprehensive monitoring and alerting systems were put in place to ensure the integrity and continuous flow of data.

Our ‘Instant Contact Restore’ became the critical safety net for GTS, mitigating the colossal risks associated with their HRIS migration. It provided not just a backup, but a living, breathing, accessible repository of their most valuable asset: their network of people.

Implementation Steps

Our engagement with Global Talent Solutions followed a structured ‘OpsBuild’ methodology, integrating seamlessly with their internal project management for the overall HRIS migration:

1. Discovery and ‘OpsMap’ Audit: We began with a deep dive into GTS’s existing HRIS data structures, identifying all critical contact fields, their dependencies, and usage patterns. This ‘OpsMap’ diagnostic helped us understand the specific challenges and define the scope of the Instant Contact Restore solution. We interviewed key stakeholders from HR, recruitment, and IT to map out crucial workflows.

2. Solution Design & Architecture: Based on the audit, 4Spot Consulting designed the comprehensive automation architecture. This included selecting Keap as the resilient contact repository, planning the Make.com scenarios for data extraction and transformation, and outlining the bi-directional sync logic. Security protocols and access controls were a top priority at this stage.

3. Keap Instance Setup and Configuration: A dedicated Keap application was provisioned and configured. Custom fields were created to accurately map and store all relevant data points from the legacy HRIS. Tags and segmentation were set up to mirror GTS’s organizational structure and contact categories.

4. Make.com Integration Development: Our team developed and rigorously tested a series of complex Make.com scenarios. These scenarios were responsible for:

   • Extracting contact data from the legacy HRIS via API calls and database queries.

   • Transforming and standardizing data to fit Keap’s structure, including deduplication and enrichment.

   • Real-time synchronization of new and updated contact records to Keap.

   • Error handling and logging mechanisms to ensure data integrity and provide visibility into the synchronization process.

5. Initial Data Load and Validation: A comprehensive initial load of all historical contact data from the legacy HRIS to Keap was executed. This was followed by an extensive validation process, cross-referencing records to ensure accuracy and completeness. GTS internal teams participated in this validation, providing critical feedback.

6. Testing and Parallel Run: The Instant Contact Restore system was run in parallel with the ongoing HRIS migration. This allowed GTS teams to actively use the Keap repository for daily operations, validating its effectiveness and accessibility before the full cutover to the new HRIS. Scenarios for partial and complete data restore were also tested.

7. Training and Documentation: Comprehensive training was provided to key GTS personnel in HR, recruitment, and IT on how to access, utilize, and troubleshoot the Keap Instant Contact Restore system. Detailed documentation was provided for ongoing reference.

8. Post-Migration Support and Optimization (OpsCare): Following the successful HRIS migration, 4Spot Consulting provided ongoing ‘OpsCare’ support, monitoring system performance, addressing any issues, and optimizing the integration for long-term stability and efficiency. We also integrated the new HRIS into the Keap ecosystem, ensuring continued data flow and backup capabilities.

The structured approach ensured that every step was meticulously planned and executed, minimizing risks and maximizing the chances of a smooth transition for GTS.

The Results

The implementation of 4Spot Consulting’s ‘Instant Contact Restore’ solution delivered significant, measurable results for Global Talent Solutions, transforming a high-risk HRIS migration into a seamless operational upgrade:

• 0 Days of Operational Downtime Related to Contact Data: Despite the complexities of migrating millions of records, GTS experienced zero days where their recruiters, HR specialists, or client managers couldn’t access critical contact information. The Keap backup provided continuous, uninterrupted access.

• 100% Data Integrity Maintained: Through automated cleansing, validation, and continuous synchronization, 100% of all critical contact data was successfully migrated and available in the new HRIS, with the Keap system serving as a perfect mirror. This eliminated the need for manual data reconciliation, which often costs hundreds of thousands of dollars in large-scale migrations.

• Estimated $1.5 Million in Avoided Costs: By preventing operational delays, ensuring data integrity, and eliminating the need for extensive manual data recovery efforts, GTS avoided an estimated $1.5 million in potential costs related to lost productivity, missed placements, and manual error correction.

• 25% Faster HRIS Migration Completion: With the safety net of Instant Contact Restore in place, GTS’s internal IT team was able to proceed with the primary HRIS migration with greater confidence and speed. They completed the migration approximately 25% faster than initial projections, as concerns about data loss were significantly mitigated.

• Enhanced Employee Productivity: Recruitment teams reported no disruption to their daily workflows, continuing to source, engage, and place candidates without interruption. HR staff maintained their ability to provide seamless support to employees and contractors globally, leading to sustained productivity levels.

• Increased Data Quality: The automated data validation and cleansing processes implemented by 4Spot Consulting resulted in a marked improvement in the overall quality and consistency of GTS’s contact database. This improved data hygiene now benefits all their integrated systems.

• Strategic Confidence: GTS leadership gained significant peace of mind, knowing that a critical aspect of their business—their contact network—was fully protected and accessible throughout the entire, challenging migration process. This confidence extended to future system upgrades and expansions.

The ‘Instant Contact Restore’ solution not only averted a potential crisis but also laid a foundation for more robust, data-driven HR operations for Global Talent Solutions, demonstrating the power of strategic automation and proactive data management.

Key Takeaways

The case of Global Talent Solutions underscores several critical lessons for any organization undertaking major system migrations, particularly within the HR domain:

• Proactive Data Protection is Paramount: Waiting until a migration issue arises to address data integrity is a recipe for disaster. Implementing a real-time, accessible backup and restore solution for critical data (like contact information) is an essential pre-migration strategy.

• The Value of an Independent Data Source: Relying solely on the old and new systems during migration introduces single points of failure. An independent, neutral ‘single source of truth’ for core data, accessible even if primary systems are down, provides invaluable business continuity.

• Automation as a Strategic Enabler: Tools like Make.com are not just for simple tasks; they can be orchestrated to build complex, resilient data synchronization and protection layers that safeguard business-critical operations during periods of significant change.

• Minimizing Risk Translates to Measurable ROI: The upfront investment in solutions like Instant Contact Restore pales in comparison to the potential costs of operational downtime, data loss, and manual recovery efforts. The ROI comes from risk mitigation and business continuity.

• Expert Partnership is Crucial: Navigating complex system migrations requires specialized expertise. Partnering with automation and integration specialists like 4Spot Consulting ensures that solutions are robust, tailored, and effectively implemented, allowing internal teams to focus on their core migration tasks.

This success story illustrates 4Spot Consulting’s commitment to delivering automation solutions that directly address our clients’ most pressing operational challenges, saving them time, money, and ensuring business resilience.

“The HRIS migration was a massive undertaking, and the thought of losing contact data or facing significant downtime kept us up at night. 4Spot Consulting’s Instant Contact Restore solution was a game-changer. It gave us the confidence to proceed, knowing our most valuable asset—our people network—was secure and always accessible. Their proactive approach saved us immeasurable headaches and significant costs.”

— Global Head of HR Operations, Global Talent Solutions

If you would like to read more, we recommend this article: Instant Contact Restore: Essential Data Protection and Time-Saving for Keap Recruiting Teams