Migrate from Apex Human Capital Management to Recruit CRM & ATS

Apex Employee records split into Recruit CRM Candidate (for talent acquisition data) and Contact (for HR admin correspondence). Core fields—name, email, phone, address, hire date, department, job title—map to the corresponding Candidate and Contact standard fields. Employee ID from Apex becomes a custom field apex_employee_id__c for cross-reference. We resolve the Apex department reference to a Recruit CRM Team or Division if one exists, or document it as a custom picklist field requiring manual assignment post-migration.

Apex stores department hierarchy as a flat list with parent references. We reconstruct the tree from parent IDs and map top-level departments to Recruit CRM Client Company records. Sub-departments map to child Company records or become Teams within Recruit CRM, depending on the customer's intended use case. Reporting lines from Apex employee supervisor assignments map to Recruit CRM's user-to-candidate assignment model.

Pay rate changes, bonuses, and commission effective-date records export from Apex in proprietary formats. We extract the full compensation history, normalize the earning-type codes, and store the result as a JSON blob in a custom long-text field comp_history__c on the Candidate record. Recruit CRM does not have a native compensation history object; the customer decides whether to surface this in reports or keep it as archival reference data.

Payroll run history, earnings, deductions, and tax withholdings export year-by-year from Apex. Recruit CRM has no payroll module. We chunk large registers by payroll date range to avoid export timeouts, normalize the structure, and store the full register as encrypted custom field attachments or as a structured CSV archived against the Candidate record. The customer retains these for audit purposes but they do not drive any Recruit CRM workflow.

Current PTO balance snapshots export cleanly from Apex. Accrual rate logic, carryover rules, and cap configurations live in client-specific Apex tables and are not always included in standard exports. We extract balance values and policy metadata separately, store the snapshot as custom numeric fields on the Candidate record, and document the unrecoverable policy rules in a written handoff so the customer's HR admin can rebuild accrual logic in their chosen leave management tool post-migration.

Health, dental, vision, and retirement plan elections export per employee including dependent associations and coverage start dates. Carrier-specific plan IDs require mapping to the destination equivalents. We preserve the full election snapshot in custom fields on the Candidate record, noting that Recruit CRM's benefits administration is not a native feature and these records serve as a reference archive rather than an active workflow.

Federal, state, and local tax jurisdiction codes per employee export as Apex lookup tables. These codes do not map 1:1 to any Recruit CRM object since Recruit CRM has no payroll tax module. We extract the full jurisdiction taxonomy, store it as custom fields on the Candidate record, and provide a mapping table for the customer to review. Any jurisdiction-specific codes that cannot be mapped are flagged and documented for manual entry into a payroll platform post-migration.

Clock-in/out records and hours worked export per pay period from Apex. When Recruit CRM uses a different time-tracking schema, we map hours to earning codes and candidate availability windows. We store aggregated hours data as custom fields on the Candidate record and flag any entries that fall outside a standard workweek pattern. Recruit CRM's availability tracking is used for candidate scheduling, not payroll timekeeping.

Onboarding documents, offer letters, and employee files stored in Apex export as binary blobs or linked URLs. We preserve filenames, file type, and upload date, and associate each document with the correct Candidate record in Recruit CRM as an attachment. The customer validates that all attachments are accessible post-export since some Apex document storage paths are internal URLs that require re-authentication.

Apex 1095-C forms and coverage measurement records export with employee associations intact. Recruit CRM has no ACA compliance module. We extract the IRS form data, store it as custom fields on the Candidate record, and flag any gaps in measurement period coverage in the migration handoff document. The customer's HR team is responsible for maintaining ACA compliance in a separate payroll platform post-migration.

If Apex contains active job postings from its applicant tracking module, these migrate to Recruit CRM Job records. The Apex job title, description, requirements, and status map to the corresponding Recruit CRM Job fields. Job pipeline stage assignments from Apex become Recruit CRM pipeline stages configured by the customer post-migration.

Active applicant records and their application status history export from Apex's ATS module. We map the applicant profile to a Recruit CRM Candidate and create a corresponding Job Application record linking the Candidate to the relevant Job. Application stage history from Apex becomes a note or custom status log on the Recruit CRM application record for audit continuity.