Free migration · Validated
Move your employee records with confidence.
We import your staff data, documents and employment history into Root HR, clean and validate the information, and identify any compliance gaps before you go live.
Sound familiar?
Scattered records create compliance risks.
From first task to final approval, every step stays connected, tracked and easy to manage.
Records scattered everywhere
Employee information, contracts and HR documents stored in different places make it difficult to find what you need when you need it.
Missing Right to Work evidence
Incomplete or poorly organised Right to Work records can create unnecessary compliance risks.
Important dates overlooked
Visa expiries, DBS renewals and follow-up checks are easy to miss without a central system tracking them.
Duplicate and inconsistent data
Conflicting employee records and outdated information lead to reporting errors and poor decision-making.
Before & after
What changes when your files come into Root HR.
-
Records spread across spreadsheets, drives and inboxes
-
Right to Work evidence incomplete and outdated
-
Visa, DBS and follow-up expiries tracked by memory
-
Duplicates, leavers and data gaps nobody has time to reconcile
-
One employee record per person, validated on import
-
Every Right to Work check stored, dated and linked to the employee
-
Expiries tracked with automatic 90, 60 and 30-day alerts
-
Clean, validated data you can confidently report on
Overview
We handle the migration, so you start with clean, reliable data.
Staff File Migration is a guided project that moves your employee records, documents and historical data into Root HR. We clean, validate and organise everything before go-live, helping you start with accurate records and stronger compliance from day one.
- Existing data mapped correctly into Root HR
- Employee documents organised and linked to the right records
- Right to Work, visa and DBS expiry dates imported and tracked
- Validation checks completed before launch for a smooth go-live experience
How it works
A structured migration from review to go-live.
Accounting Support is delivered by qualified, regulated accountants, while Root HR keeps your payroll data, supporting documents and audit trail connected in one place. The result is accurate reporting, stronger compliance and clear evidence when regulators need it.
Discovery & Data Review
We assess your existing HR records, documents and systems to understand data quality, gaps and migration requirements.
Data Mapping & Planning
Your current fields are mapped to Root HR, with clear rules agreed for any data that needs standardising or transforming.
Data Clean-up
Duplicate records are removed, information is validated and key compliance data is reviewed before import.
Validate & Go Live
Documents are linked, data is validated, and you go live with accurate records, alerts and reporting from day one.
What's included
Everything needed for a clean, accurate migration.
Data Audit
A review of your existing systems, files and records to identify gaps, duplicates and data quality issues.
Field Mapping
Every data field mapped to the correct location in Root HR before migration begins.
Record Clean-up
Duplicate records removed, data standardised and employee information validated.
Document Organisation
Contracts, Right to Work evidence and employee documents uploaded and linked to the correct records.
Compliance Date Tracking
Visa, DBS, probation and Right to Work expiry dates imported and ready for automated alerts.
Validation & Sign-off
A final migration report for review and approval before go-live.
QUESTIONS
Frequently asked questions
What types of data can you migrate into Root HR?
We can migrate employee records, contracts, Right to Work documents, training records, absence history, visa information and other HR data from spreadsheets, HR systems and shared drives.
Will my existing documents be moved as well?
Yes. Contracts, certificates, policies and other employee documents can be organised, categorised and linked to the correct staff records during migration.
How do you ensure the data is accurate?
We clean, validate and review the data before import, then provide a validation report for approval before go-live.
HR Setup & Recruitment
More in this group
HR Setup & Onboarding Help
Get Root HR configured for your organisation, including policies, workflows, templates and onboarding processes.
Staff File Migration
Move employee records, documents and historical data into Root HR with a structured migration process.
Dedicated Account Support
Access priority support and practical guidance for implementation, adoption and ongoing compliance.
Ready to get started with Staff File Clean-up & Migration?
Start your 30-day free trial – no credit card, no commitment.