Migrate from Aotal to Recruit CRM & ATS

Aotal Employee records map to Recruit CRM Candidate. We preserve name fields, contact information, employment status, and the original hire date as a custom field. The Employee's effective date on the most recent role assignment becomes the candidate's availability date in Recruit CRM. Any Aotal Employee records flagged as inactive (former employees with no active role) migrate with a status that the customer configures in Recruit CRM (archived candidate or separate pipeline).

Aotal Role records represent job titles and employment terms linked to an Employee. We extract each Role's title, start_date, and end_date and create work history entries on the corresponding Candidate in Recruit CRM as structured custom fields or a related sub-section. Current roles (no end_date) flag as the candidate's most recent position. Multiple sequential roles per employee produce multiple work history entries ordered by effective date.

Aotal Department records map to Recruit CRM Organisation or Team depending on whether the department represents a client organisation or an internal grouping. If the Department references external client companies, we map it to Recruit CRM Organisation with the department name as the Organisation name. Internal departments map to Team. The department hierarchy (parent-child) is preserved as nested Team relationships in Recruit CRM.

Aotal Training Records linked to an Employee migrate as training and certification entries on the Candidate profile in Recruit CRM. The training name, completion date, expiry date, and certification ID map to corresponding fields. Expired certifications are flagged with a custom status field. Recruit CRM does not have a native training module; we use custom fields on the Candidate record to preserve the certification body and validity period.

Aotal performance review records contain ratings, review dates, and reviewer assignments. We map these to structured custom fields on the Candidate record in Recruit CRM, such as performance_rating__c, last_review_date__c, and reviewer_name__c. Recruit CRM is not an HR performance platform; we flatten multi-cycle performance history into the most recent and highest rating as custom fields rather than preserving a full cycle history.

Aotal competency profiles store assessed skills and proficiency levels per employee. We map these to Recruit CRM's native Skills fields on the Candidate record (which supports skill names and proficiency ratings as custom fields). Each competency in Aotal becomes a Skill entry in Recruit CRM with the proficiency level stored as a rating or custom field. Competency frameworks that do not map directly to Recruit CRM skill structures are documented for manual configuration review.

Aotal onboarding records track steps completed during employee onboarding. Recruit CRM does not have a native onboarding module. We migrate onboarding status and completion flags as custom fields on the Candidate record and document the original onboarding step sequence as a note for the customer's admin to rebuild as a Task checklist or as part of a Recruit CRM onboarding pipeline stage. Completed onboarding steps migrate as historical Task records.

Aotal stores module-specific custom fields for talent objects. We audit every custom field during discovery, map them to equivalent custom fields in Recruit CRM, and pre-create the destination schema before migration. Fields without a direct Recruit CRM equivalent are documented with their data type, picklist values, and any conditional logic for manual configuration review before cutover. Custom fields referencing other Aotal objects require lookup resolution during migration.

Aotal stores binary documents and signed agreements in formats that require case-by-case review. We do not convert these documents. Instead, we produce a written inventory of every document record: the parent Aotal object, the document type, the storage reference, and the recommended Recruit CRM placement (as an attachment on the corresponding Candidate or Organisation record). The customer's admin reviews and attaches documents manually post-migration, or uploads them via Recruit CRM's document import.

Aotal preserves effective dates on role and department assignments to maintain historical accuracy of org structure. We migrate these dates as custom fields on both the Candidate (role_start_date__c, role_end_date__c) and the Organisation (effective_from__c, effective_to__c) to preserve the employment timeline. This is particularly important for candidates with long work histories where the chronological sequence of roles and departments matters for compliance or credentialing.