Recruiting Software Contract Exit Checklist

Ending a recruiting software contract is a hand-off of records, access, billing and responsibilities. It is not proof that data was deleted, a refund is due or the replacement supports every workflow. Read the signed agreement and obtain legal or privacy advice where needed.

Use the renewal checklist before the decision and recruiting software TCO for the financial comparison. This checklist handles the execution once the decision is made.

Copyable exit record

Area	Evidence and owner	Status
Contract	Order form, notice channel, deadline, acknowledgement and service end	open / complete / exception
Billing	Final invoice, tax, credits, refund rule and balance	open / complete / exception
Export	Fields, attachments, history, format, sample check and evidence location	open / complete / exception
Destination	Mapping, authorised access and workflow acceptance test	open / complete / exception
Connections	Integrations, tokens, webhooks, shared credentials and closeout time	open / complete / exception
Retention	Return, deletion, backups, logs, subprocessors and written response	open / complete / exception
Sign-off	Outstanding dependency, owner, due date and approver	open / complete / exception

Test an export before the service ends when the agreement permits it. Open a representative record with notes, attachments and history. A dashboard count or screenshot is not an acceptance test. Revoke access and connected credentials at the agreed time, then retain the evidence of what changed.

An exit is complete only when notice, final billing, required export, destination acceptance and access closeout are evidenced. A deletion answer may have exceptions for backups or subprocessors; keep that exception visible rather than marking it complete.

Test a multi-system acceptance map

Before cancelling a service, map each workflow to its destination and acceptance test. This is the consolidation control that prevents an export from being mistaken for a working replacement.

Workflow	Acceptance test	Exit dependency
Candidate discovery	A role brief or search can be rerun and reviewed	Public-source and search evidence retained
Applicant management	Owner, stage, next action and history are visible	Required application records exported
CV review	Criteria, reasons and reviewer access are preserved	Source files and permissions checked
Interviews and decisions	Interview record and decision owner are reachable	Open tasks and communications handed off
Reporting and retention	Required report can be reproduced from accepted data	Retention, deletion and backup exceptions recorded

Do not remove the old system until every required row has an owner, a passed acceptance test and a dated exit dependency. Use recruiting software TCO for the financial comparison; this page owns the execution record.

Talent Summoner's terms and pricing are product-specific sources; recheck them for the plan in scope. Use candidate sourcing or candidate ranking only where the replacement workflow fits the records being handed off.

When should we test the export?

Before final notice or service end where the contract and approved process allow it.

Does cancelling a service delete all data?

Not necessarily. Check the contract and written vendor answer for primary records, backups, logs and subprocessors.