Migrate from Ashby to Recruit CRM & ATS

Ashby Candidate records map directly to Recruit CRM Candidates. We preserve contact info, source attribution, status, and activity history. Ashby's employee-type custom fields (introduced December 2025, linking candidates to internal employees) require pre-creation of equivalent custom fields in Recruit CRM before migration. Activity history (calls, emails, notes) is extracted via separate API calls and merged into the candidate timeline rather than relying on file-based import which omits lifecycle history.

Ashby Application records linking a Candidate to a Job map to Recruit CRM Applications. We preserve submission date, current stage, and all stage transitions. Application history is reconstructed from Ashby's application endpoints and mapped to Recruit CRM's application record with stage history maintained as status-change timestamps.

Ashby Job records map to Recruit CRM Job postings. Job title, department, location, status, and description transfer directly. Ashby's job board distribution settings are noted for manual reconfiguration in Recruit CRM's job distribution panel.

Ashby's Openings (individual headcount slots within a Job) have no direct Recruit CRM equivalent. Each Ashby Opening maps to a separate Recruit CRM Job posting with a naming convention referencing the original Job and opening number (e.g., 'Senior Engineer - Opening 1 of 3'). We preserve the opening count and headcount allocation as custom fields on each split Job record.

Ashby Offer records including compensation details, start dates, and e-signature status map to Recruit CRM Offers. Offer history and status transitions preserve for compliance and audit purposes. We map Ashby's offer status to Recruit CRM's offer status enum during import.

Ashby Users (recruiters, hiring managers, admins) map to Recruit CRM Users. We resolve by email match. Elevated-seat Ashby users who are hiring managers are mapped to standard Recruit CRM users without a tier distinction, which is part of the cost-reduction appeal of the migration. Role and permission structures are mapped to Recruit CRM's user role hierarchy.

Ashby Interview Plans with their stage definitions and activity triggers do not migrate as code. We export the plan structure (stage names, stage order, activity definitions) to a written inventory document for the customer's admin to configure as pipeline stages and stage-specific tasks in Recruit CRM. Automated activity triggers (booking links, assessment invitations) are documented with their tier requirements; Plus/Enterprise-gated triggers are flagged for manual recreation.

Ashby email sequence templates export with their body content, stage definitions, and step cadence. The sequence itself does not migrate as an active cadence. We deliver a written inventory of every Ashby sequence with template content, step count, and recommended Recruit CRM template or automation replacement. The customer's admin rebuilds the cadence in Recruit CRM's email workflow tools.

Ashby custom fields on Candidates, Applications, and Jobs are enumerated via customField.list. We export all custom field definitions and values, pre-create matching custom fields in Recruit CRM (text, number, date, picklist, checkbox types), and map values during migration. Ashby's Employee-type custom fields require particular attention: the linked employee record must exist in Recruit CRM or be resolved as a text field if no equivalent Employee object exists.

Ashby activity records export per candidate and application via the candidates and applications endpoints. We perform a two-step extraction: file-based export for core candidate records plus separate API calls for activity history, then stitch records together before Recruit CRM import. This avoids the lifecycle-history loss that occurs with file-only migration. Customer approval of the two-step approach is required before migration begins.

Ashby Department and Team records map to Recruit CRM Departments. Department hierarchy and department-level permissions are preserved in the migration. Team assignments on Jobs are mapped to department associations in Recruit CRM.

Assessments from Ashby integrations (HackerRank, CoderPad, Checkr) link to Ashby as third-party records. We export assessment results attached to applications and map the association as an activity note in Recruit CRM referencing the original assessment tool and result. The assessment tool account and integration must be reconnected independently in Recruit CRM's settings.