How do you export your data from Vincere (Access Vincere Evo) and move to Vayora?
In Vincere an administrator exports from Advanced Search: choose candidates, contacts, jobs or companies, run the search and export to CSV, which is emailed to you, up to 5,000 records at a time. Stored CVs and a full database backup are a paid service. Export in batches, request the backup early, then load the CSVs into Vayora, which maps columns, dedupes as it loads and lets you undo a run.
Written by the Vayora team. Updated 28 October 2026.
Vincere, now sold as Access Vincere Evo, gives you a clear export route for lists and a separate, paid route for a full backup. The practical task is to combine them: batched CSVs for the live desk, and the backup for the files and the history.
This guide follows Vincere's own help-centre article on exporting to CSV and its import articles, read on 28 October 2026. It covers what you get, what you do not, how the fields land in Vayora, and how to cut over without stopping billing or business development.
Allow for the 5,000-record ceiling. A database of tens of thousands of candidates means planning the export in slices, which is easy to do and tedious to forget.
The general principles are in how long a recruitment CRM migration takes. This page is the Vincere-specific layer on top.
What can you export from Vincere, and how?
Vincere's article says to open Advanced Search, choose the entity (candidates, contacts, jobs or companies), apply any filters and run the search, then use the menu at the top right and choose Export to CSV. You name the file, save it, and the CSV is emailed to you, usually within about five minutes.
Only Super Users (administrators) can export by default, and they can export up to 5,000 records at a time. Others need export rights enabled. Dates and times in the file are in UTC. Placements need the report filter set to All to include active placements. Checked 28 October 2026.
For a full copy, the article says a backup is available as a paid service, including SQL backup files and CV documents, requested through a Professional Services form, and processed within 10 business days after payment. Ask for a quote early.
What is usually missing or awkward?
The 5,000 limit is the first thing to plan around. The article suggests creating separate Talent Pools for datasets over 5,000 records, then exporting each pool. That also works as a way to carry segments, but build the pools before the cutover week, not during it.
Export fields are fixed, and the article lists gaps: some fields such as the date a candidate was sent are not exported; industry and functional expertise can be imported but not exported; company exports do not include associated contacts, which must be exported separately; and mass emails are not exportable because of GDPR. Archived candidates only appear if you first add them to a Talent Pool.
The Brief field can be added as a column through table views. If your consultants kept key information in that field, add it before exporting. CVs are not in the CSV; the backup is where they live.
- Companies and contacts are separate exports; join them by company name on the way in.
- Archived candidates need a Talent Pool to be exported at all.
- Dates are in UTC; check a handful against what the desk sees.
How do Vincere fields map to Vayora?
Vayora's importer detects what each file holds and proposes the mapping, including the typical Vincere headings such as Town or City and Country for location. You confirm it before anything is written.
| Vincere object | Vincere export | Vayora object | Notes |
|---|---|---|---|
| Candidate | Advanced Search export to CSV | Candidate | Contact details, location, title, company, skills, tags, source, owner and last-contact dates map directly |
| Candidate custom fields | CSV, where exportable | Custom field | Proposed as new fields for you to accept or skip |
| Company | Advanced Search export to CSV | Company | Name, industry, website, status, city, country, owner |
| Contact | Separate Advanced Search export | Contact | Linked to the company by company name; the company export does not carry them |
| Job | Advanced Search export to CSV | Role | Title, client, location, seniority, description |
| Applications and placements | Placement report set to All | Pipeline entry | Candidate email, job title, stage and date; not a full placement record with fee |
| Notes and comments | Backup, or a notes column if present | Note on candidate | Matched by candidate email; author and date kept if in the file |
| CVs and documents | Paid backup | Candidate files | Zipped bundle matched by filename or a manifest |
| Mass email history | Not exportable | Not imported | Not imported; keep an export of what you can |
| Timesheets, invoices, fees and rates | Not in the list export | Not imported | Not imported; keep an export |
How should you clean the data before importing?
Use the export limit as a filter. If you are cutting the database into slices anyway, put the lapsed records in a slice you do not import. A candidate with no contact route and no activity in years is a liability, not an asset. The ICO's storage limitation guidance expects you to be able to justify how long you keep personal data.
Make sure each candidate's source, consent date and any do-not-contact status are columns in what you export. Vayora turns a do-not-contact status into a block on email and text, but only if the status is in the file.
Do not hand-merge duplicates in a spreadsheet. Several slices of one database are exactly where repeats appear, so let the load handle them and work through the review list afterwards. Duplicate candidate records explains the matching.
What is a sensible cutover plan for a working desk?
Start with two requests: the paid backup quote, and a check of your contract's notice period. Do not give notice until the files are on your side and opened. Your agreement, not this guide, says what happens to your data at the end.
Export every slice, load a trial set into Vayora and have consultants check records they know. Fix the mapping once, then run the full load on a quiet evening. A short freeze on the old system is better than a long overlap, because two live systems create two partial records for everything that happens in between.
Move live work first: open roles and their pipelines, then the clients you are chasing this week. The wider candidate book follows. Keep Vincere accessible for reference until the first-week checks are complete.
Tell your consultants exactly which day the old system stops taking new records. Most split records come from one consultant who did not hear. Put the date in writing, and name one person who answers every question about where something lives.
What should you check in the first week?
Compare ten known candidates against Vincere: owner, location, notes, files and last contact. Check each live role's pipeline for stage accuracy. Check that company and contact links hold, since they came from two exports.
Count by slice: if you exported five slices of up to 5,000, the counts in Vayora should add up once duplicates are accounted for. Work the Potential duplicates list. Test that a do-not-contact person cannot be messaged. Lastly, confirm someone owns the data that was not imported.
Where Vayora fits
Vayora imports CSV and Excel files (.xlsx), proposes the column mapping for you to confirm, and handles candidates, companies, contacts, roles, notes and pipeline history. CVs come in as a zipped bundle. Candidates are matched on email and LinkedIn profile as rows load, with a shared phone number queued for review. A run of up to 5,000 rows can be undone in one go, which suits Vincere's slice-by-slice exports. A free migration service can connect to a supported old system through an authorised connection.
Not imported: fees, rates, timesheets, invoices, mass email history, tasks and meetings. See the Vayora and Vincere comparison and Vincere alternatives if you are still deciding. To test the move with your own data, start a free trial.
Common questions
- How many records can I export from Vincere at once?
- Vincere's help article says Super Users can export up to 5,000 records at a time, from Advanced Search. For larger sets it suggests creating separate Talent Pools and exporting each one. The CSV is emailed to you, usually within about five minutes. Checked 28 October 2026.
- Can I get my CVs out of Vincere?
- Not through the CSV. Vincere's article describes a full backup as a paid service, including SQL backup files and CV documents, requested through a Professional Services form and processed within 10 business days after payment. Request a quote early in your plan.
- Why are my Vincere company exports missing contacts?
- Vincere's article says company exports do not include associated contacts, which must be exported separately. Export both, then load them into Vayora, where each contact attaches to its company by the company name column and a company is created if it does not exist yet. Check a handful of companies afterwards to be sure each contact landed where you expect.
- Does Vayora import Vincere placements and invoices?
- Placements arrive as pipeline history: candidate, role, stage and date. Fees, rates, timesheets and invoices are not imported, so export them from Vincere and keep them with your accounts before the contract ends. Ask your finance lead which invoices and rates you must be able to produce later, and make sure those files are saved somewhere you control.