Migrate from Employment Hero to Recruit CRM & ATS

Employment Hero's SmartMatch candidate records and job applications map to Recruit CRM's Candidate object. We extract candidate profile fields (name, email, phone, location, current employer, current title), application status, source, and tags. The candidate's application date maps to Recruit CRM's date_added field. Any Employment Hero custom fields on the candidate profile are retrieved via the source schema endpoint and pre-created in Recruit CRM before import so that no field reference is orphaned.

Active job postings in Employment Hero's recruitment module map to Recruit CRM's Job object. We carry job title, job description (mapped to Recruit CRM's description field), location, employment type, salary range, and posting date. Status mapping translates Employment Hero's posting status to Recruit CRM's open/closed/draft pipeline stage. Historical job postings that are no longer active are migrated as closed jobs to preserve placement history.

Employment Hero stores client relationships in the context of the SmartMatch recruitment module. We extract client company name, primary contact name, contact email, contact phone, and industry. If no explicit client company record exists in Employment Hero (a common configuration gap in the recruitment module), we flag this during scoping and recommend whether to create client records from candidate assignment context or leave as unlinked candidates pending the customer's client onboarding process.

Employment Hero's custom candidate tags and screening labels map to Recruit CRM's tag system. We retrieve the full tag taxonomy from the source and recreate tag definitions in Recruit CRM before candidate import. Tags used for skills, certifications, clearance levels, or source attribution are preserved as structured tags rather than free text so that filtering and reporting in Recruit CRM work against them.

Candidate notes and communication history in Employment Hero's recruitment module map to Recruit CRM's note entries on the Candidate record. We preserve the note body, author, and timestamp. Note-to-candidate linkage is resolved by matching candidate email across both systems before import. If Employment Hero stores communications as engagement records rather than notes, those map to Recruit CRM's activity log entries.

Successful placements and offer records from Employment Hero map to Recruit CRM's Placement object. We carry placement date, candidate reference, client reference, job title at placement, and fee or salary information if stored. Placement history is migrated to closed-pipeline records so that the customer's revenue attribution and historical placement metrics are preserved in Recruit CRM's reporting.

If the customer uses Employment Hero to manage contractors, past placement employees, or alumni candidates who may be re-engaged, these Employee records do not map to Recruit CRM's employee object (which does not exist). Instead, we migrate these as Candidate records in the talent pool with a status of 'Pool' and a tag indicating their prior employment context. Employment Hero's contractor rate, start date, and end date become custom fields on the Recruit CRM candidate record.

Employment Hero custom fields on the candidate profile are organisation-scoped and must be explicitly recreated in Recruit CRM. We retrieve the full custom field schema (field label, field type, picklist values where applicable) via the source API before migration and apply the same field definitions to the Recruit CRM candidate schema before any candidate data referencing those fields is imported. Fields without a direct type equivalent in Recruit CRM (for example, multi-select picklists from award classification contexts) are downgraded to text fields with a flag for manual post-migration review.

Employment Hero team membership in the recruitment context maps to Recruit CRM's team structure. The API retains 'teams' in endpoint names for backward compatibility. We extract team members and recruiter assignments linked to job postings and candidate ownership, and map them to Recruit CRM's recruiter and team assignments on the candidate and job record. Team members without an email-linked user account in Recruit CRM are held in a reconciliation queue for the customer's admin to provision before candidate import.

Employment Hero's hiring process configurations and workflow templates do not migrate 1:1 to Recruit CRM's pipeline stages. We audit the existing hiring process stages, map them to Recruit CRM pipeline stages (with a configurable Kanban board), and flag any custom template steps (such as background check stages, skills assessment stages, or compliance approval stages) that require manual reconfiguration in Recruit CRM's workflow automation builder post-migration. The customer receives a written stage-mapping document and a list of steps that need rebuilding.