Migrate from AgileATS to Crelate

AgileATS stores candidate profile, contact information, and clearance data in a single Candidate record. Crelate separates contact details (name, email, phone, address) into a Contact record and organizational context into a Company record. We extract contact fields from the AgileATS Candidate record to create the Crelate Contact, and organizational or employer data to create the Crelate Company, then link the Contact to the Company via the company_id lookup. The Candidate's full profile — including clearance level, partner assignment, and EEO flags — transfers as mapped fields on the Contact, with any unmatched GovCon-specific fields stored in custom fields we create during Crelate schema setup.

AgileATS Job records (requisition title, location, clearance requirements, pipeline assignment) map directly to Crelate Job Order. Job status, job type, and assigned recruiter transfer as typed fields. Clearance requirements stored as custom fields on the AgileATS Job migrate to custom fields on the Crelate Job Order. We preserve the Job-to-Candidate association so that active pipeline assignments are intact after migration.

AgileATS structured Agile Recruiting stages (phone screen, interview, offer, hire) map to Crelate Pipeline Stages. Stage names and order vary by AgileATS customer configuration, so we extract the full stage inventory during scoping, map each to a corresponding Crelate stage or create the missing stage in Crelate, and configure stage ordering to match the original AgileATS pipeline flow. Probability values associated with each stage migrate as stage percentages in Crelate.

AgileATS Offer records (compensation details, start date, offer status) map directly to Crelate Offer. The offer-to-candidate relationship is preserved as the Contact reference on the Crelate Offer record. We map AgileATS offer status values (extended, accepted, declined, withdrawn) to the corresponding Crelate offer status and flag any offer records referencing inactive candidates for the customer's review before migration.

AgileATS custom fields are used extensively for clearance types (Secret, Top Secret, TS/SCI), partner assignments, and EEO flagging. Crelate supports custom fields on all core entities (Contact, Company, Job Order, Offer). We extract all AgileATS custom field definitions during scoping, map each to a Crelate custom field of the equivalent type, and create new Crelate custom fields for any AgileATS fields that have no native Crelate equivalent. The customer reviews the full custom field inventory during staging before production migration begins.

AgileATS stores candidate attachments (resumes, certifications, background check forms) in a separate file store. We export these files alongside record data and re-attach them in Crelate as linked files on the corresponding Contact record. We flag any files that exceed Crelate's supported file size or type constraints and alert the customer so that oversized files can be handled separately or converted before migration.

AgileATS OFCCP, DoL, and EEO reports are generated on demand and are not stored as independent data objects. The underlying candidate data — EEO flags, clearance level, hire dates, job categories, pay ranges — migrates as mapped fields on the Contact record. We document which Crelate fields correspond to each line item in the OFCCP AAP and EEO-1 reports so the compliance team can validate output after cutover. The automated OFCCP report generation itself does not migrate and must be reconstructed manually or via a third-party compliance tool.

AgileATS User records (name, email, role, clearance level, org assignment) map to Crelate Users. We match users by email address as the primary key. Any AgileATS User without a matching Crelate User goes to a reconciliation queue for the customer to provision before record import resumes. User-to-candidate ownership assignments migrate as the owner_id reference on the Contact, with orphaned assignments flagged for admin review.

Partner Users in AgileATS are a separate billing class ($20/month each) with limited permissions and are tracked on candidate records as partner assignments. Crelate has no native partner-user concept. We identify all candidate records with a partner assignment during extraction, preserve the partner name or company as a Contact field with a custom 'partner_assignment' flag, and flag any active partner user accounts for the customer to review during scoping. The partner-remapping decision (standard User, inactive User, or Contact) is made by the customer's admin before migration begins.

Security clearance level and status are stored as structured fields on AgileATS candidate records — this is the primary GovCon-specific data differentiator. Crelate has no native clearance field, so we create custom fields clearance_level__c and clearance_status__c during Crelate schema setup. We validate clearance values against the customer's defined picklist (Secret, Top Secret, TS/SCI, etc.) and flag any candidates with expired clearance status for the customer's review. Clearance data migration is flagged as high-priority in the migration scope because losing clearance context directly affects the value of the migrated candidate database for government contractors.

Recruiter notes from AgileATS migrate to Crelate Note records linked to the corresponding Contact. Note body content, author, and creation timestamp transfer directly. We preserve the note-to-contact relationship during migration and flag any notes from archived or soft-deleted candidates so the customer can decide whether to include them in the migration or exclude them as stale records.

AgileATS activity timestamps (stage changes, status updates, submission events, offer activity) migrate to Crelate Activity records linked to the corresponding Contact or Job Order. Activity ordering is preserved using the original AgileATS timestamp as the Crelate Activity date. We map AgileATS activity types to the nearest Crelate Activity type (call, email, meeting, task) and flag any activity records referencing inactive candidates or jobs for review before migration.