Migrate from Ashby to Crelate

Ashby Candidate records map to Crelate Contact as the core recruiting record. We export candidate contact info, status, source, and all custom field values. The candidate ID is preserved in a custom field ashby_candidate_id__c for audit and cross-reference. Crelate supports custom fields on Contacts from the Business tier, so custom candidate properties transfer without tier upgrades.

Ashby Application records link Candidates to Jobs and preserve submission date, current stage, and all stage transitions. We map Application to Crelate's Job Application record with stage history preserved as activity entries. The application ID is stored in ashby_application_id__c for reconciliation. Note that Ashby's application lifecycle tracking (stage history, rejection reasons) maps to Crelate's activity timeline rather than a separate stage-history object.

Ashby Job records (title, department, team, location, status, job board distributions) map to Crelate Job. We preserve job board distribution settings where Crelate supports equivalent integrations (Indeed, CareerBuilder, Monster via Crelate's job board connectors). Job posting URLs and distribution history are stored as notes for admin reference.

Ashby Openings represent individual headcount slots within a Job. Crelate's Job structure handles multi-opening via the job record's opening count or via separate Placement records depending on the customer's workflow. We scope the opening structure during discovery and map individual Opening records to Crelate Placements or opening count adjustments. Organizations with many multi-opening positions (5-20+ per job) require explicit mapping decisions before migration.

Ashby Offer records (compensation, start date, e-signature status) map to Crelate Placement. We preserve offer history and status transitions for compliance and audit purposes. Offer documents (e-signed PDFs) migrate as attachments to the Placement record. If Ashby offers include custom compensation fields, we map them to Crelate Placement custom fields.

Ashby Users (recruiters, hiring managers, admins) export via user.list with role assignments. We match by email against Crelate User records. Any Ashby user without a matching Crelate user goes to a reconciliation queue for admin provisioning before record migration. Elevated seat implications from Ashby (the $800/seat/year tier) do not affect Crelate licensing but we flag them during scoping so the customer can rightsize their Crelate user count.

Ashby Interview Plans export with their stage structures and activity definitions. Automated activity triggers (like sending booking links when a candidate enters a stage) are tier-gated on Ashby Plus/Enterprise and may not have direct Crelate equivalents. We preserve the plan structure as a Crelate Activity Template document for admin to rebuild. Live-running plans are scoped to determine whether to migrate as templates only or as paused templates for post-migration activation.

Ashby email sequences export with templates and stage definitions. Automation rules tied to sequences are preserved where available. Crelate's Business Plus Automation & Sequencing module handles cadence-based outreach differently—sequences are rebuilt as Crelate sequences with the customer's cadence steps. We deliver a written sequence inventory with step-by-step mapping to Crelate sequence structure.

Ashby custom fields on Candidates, Applications, and Jobs enumerate via customField.list. Crelate supports Text, Number (Integer), Number (Decimal), Number (Money), Date, Picklist, and Boolean custom field types on Contact, Company, and Opportunity Core Records. We map each Ashby custom field to the equivalent Crelate type, creating the destination fields before migration. Multi-select picklist fields in Ashby map to Crelate multi-select picklist where supported.

Ashby Activity records (emails, notes, calls, scorecards) export per candidate and application. We map to Crelate Activity records linked to the corresponding Contact and Job Application. Automated activities tied to Ashby interview plan triggers require tier verification—we export the activity records regardless of their trigger source, preserving the timeline. Note that Ashby's AI Notetaker transcriptions and summaries do not export via API; we flag this limitation and recommend manual export of any AI-generated notes before cutover.

Ashby Assessment results from integrations like HackerRank and CoderPad link to Applications but live in third-party systems. We export assessment results attached to Ashby Applications and map the association as a Crelate Activity entry with a reference link. The assessment tool itself (HackerRank, CoderPad) is not migrated—candidate assessment links and any stored results transfer as activity notes for admin to re-link in the assessment tool post-migration.

Ashby Department records export and map to Crelate Department hierarchy. Department-level permissions and hierarchy structure are preserved in the export. If Crelate's department model differs (e.g., flat vs hierarchical), we document the delta during discovery and recommend a flattening or restructure approach.

Ashby Team records within departments export and map to Crelate Team structures. Team assignments on Jobs and Users are preserved in the migration. Crelate's team-based user roles and permissions map to Ashby's team-based access model.