Migrate from Cavu HCM to Recruit CRM & ATS

Discovery and portal access verification

We audit Cavu HCM's four portals for data availability: the Employer on Demand portal for applicant records, the talent management module for pipeline stages and screening data, the HR self-service portal for employee records that may double as candidates, and the time-tracking portal for any time entries that may have candidate attachments. We verify that all four portal logins are active and have sufficient export permissions. If portal access has been affected by the IRIS Software Group rebrand, we escalate to the customer's IRIS account manager before proceeding. The discovery output is a written data inventory listing every record type available for export and every record type that requires out-of-scope flagging.

Candidate and document extraction from Cavu portals

We extract candidate and applicant data from Cavu HCM's talent management module using sequential portal exports. Because Cavu HCM has no API, we run exports in batches per portal session, targeting 500-1,000 records per export to avoid session timeouts. Employee records that may represent past applicants or internal candidates are extracted separately and cross-referenced by email against the talent module records. Employee documents are exported with their folder structure preserved and attached to the corresponding candidate export. We generate a reconciliation report comparing record counts per portal to identify duplicates and gaps before transformation begins.

Data cleaning and candidate deduplication

We clean and deduplicate the extracted records before loading into Recruit CRM. Email serves as the primary dedupe key across Cavu's talent module and employee database. For candidates appearing in both portals with conflicting statuses, we flag the record and require the customer's HR administrator to confirm which status takes precedence. We standardize date formats, name casing, and phone number formatting to match Recruit CRM's import requirements. Any Cavu pipeline stages that do not map directly to Recruit CRM's standard statuses are written to a custom picklist field. The cleaned export is staged in a working environment for the customer's review before Recruit CRM import begins.

Recruit CRM schema setup and sandbox migration

We configure the Recruit CRM destination schema to accommodate Cavu's custom pipeline stages and candidate record types. This includes adding custom picklist values for non-standard Cavu talent stages, creating a cavu_talent_stage__c field on the Candidate object, and adding a cavu_record_type__c field to distinguish internal employee-candidates from external applicants. We run a full sandbox migration first to validate record counts, confirm that all required fields are populated, and allow the customer's recruitment team to spot-check 25-50 candidate records against the Cavu source data. Schema corrections and field mapping adjustments happen in sandbox before production migration.

Production candidate migration and document attachment

We run production migration in two phases: candidate records first, then document attachments. Candidate records are inserted via Recruit CRM's REST API with the cavu_talent_stage__c and cavu_record_type__c custom fields populated from the cleaned export. We use email as the dedupe key on insert to prevent duplicate candidate creation. Document attachments are loaded in a second pass, linked to the candidate records via the candidate_id foreign key resolved from the first pass. Each phase emits a row-count reconciliation report. Any candidate records that fail insert (missing required fields, invalid data format) are routed to an exception queue for the customer's admin to resolve before retry.

Out-of-scope data export and handoff inventory

We deliver a written migration inventory covering every data type that cannot migrate to Recruit CRM: payroll records, PTO balances, benefits enrollments, tax configurations, pay schedules, time entries, and scheduled shifts. Each data type is delivered as a structured CSV or Excel export with the relevant Cavu field names preserved for reference. The inventory includes the recommended next step for each data type — typically a separate migration to a replacement payroll or HR platform (ADP, Paylocity, Rippling, or IRIS) with a reference to the Cavu export that the new platform can ingest.

Cutover, validation, and migration sign-off

We freeze writes to Cavu HCM on a defined cutover date, run a final delta migration of any candidate records modified during the cutover window, then validate the Recruit CRM candidate database against the Cavu export counts. The customer's recruitment lead reviews the migrated candidates, confirms that pipeline stage mapping is accurate, and spot-checks document attachments. We provide a one-week post-cutover support window to resolve any record-level issues. The migration is considered complete upon written sign-off from the customer's recruitment lead. We do not rebuild Cavu HCM workflows, automations, or scheduling rules in Recruit CRM; those are documented as out-of-scope in the handoff inventory.