Migrate from Gem to Recruit CRM & ATS

Gem Candidates (internally called Prospects in the UI) map directly to Recruit CRM Candidate records. We map all standard fields including first name, last name, email, phone, current job title, current company, LinkedIn URL, work history entries, education records, and sourced profile URLs. Gem's linked_in_handle deduplication (which returns a 400 error with duplicate_candidate detail when a matching handle exists) is handled by querying Recruit CRM's candidate pool before insert and using an update operation instead of create when a match is found, preserving existing candidate data while applying new custom field values.

Gem Projects group candidates by sourcing initiative or requisition and map to Recruit CRM Job records. We preserve project membership so candidate-to-project associations become candidate-to-job applications or pipeline stage assignments. Project-level fields (hiring manager, requisition status, quality-of-profile notes) map to custom fields on the Job record. If a Gem Project has no job requisition equivalent (pure sourcing pool), it maps to a Recruit CRM Job in a Draft or Sourcing status so the candidate association is preserved.

Gem custom field types map to Recruit CRM field types as follows: Gem single-select and multi-select fields become Recruit CRM dropdown and multi-select fields respectively and remain searchable and reportable. Gem date fields map to Recruit CRM date fields. Gem freeform text fields map to Recruit CRM text fields. We note that freeform text fields in Gem are not searchable or reportable in Gem, so this limitation carries over if the same field type is used in Recruit CRM. Project-level custom fields from Gem map to Job custom fields in Recruit CRM.

Gem engagement records (emails, calls, meetings, tasks) attached to candidate profiles migrate to Recruit CRM Candidate Activity records. We preserve the activity type, timestamp, subject, body content, and outcome or disposition. Gem's Admin Compliance export provides activity history, though some engagement data locked to Gem's own UI may not be fully exportable. We validate activity record counts during sandbox migration and flag any gap exceeding 10 percent before production cutover.

Gem candidates linked to external company records map to Recruit CRM Company records. Company name, website, industry, size, and location fields migrate 1:1. Gem's enrichment on company data (pulled from LinkedIn during sourcing) carries over as company custom fields in Recruit CRM. We resolve the company reference on each candidate record during migration to maintain the linked relationship.

Gem User accounts mapping to recruiters and hiring managers resolve to Recruit CRM User records by email match. We extract every distinct Gem owner referenced on Candidate and Project records and match against Recruit CRM Users. Any Gem owner without a matching Recruit CRM User goes to a reconciliation queue for the customer's admin to provision before record import proceeds. User roles and permissions are not migrated and must be reconfigured in Recruit CRM after migration.

Gem positions synced from an integrated ATS map to Recruit CRM Job records. The job title, status, department, and linked candidate associations migrate. If Gem is used as the primary ATS (rather than an integration), the position structure maps directly to Recruit CRM's job creation workflow with pipeline stages preconfigured. Full ATS pipeline stage data migrates where the source ATS connection is accessible during export.

Interview data from Gem's ATS layer (including BrightHire-generated interview notes and AI scorecards where the integration is active) migrates as Candidate Activities in Recruit CRM. Scorecard criteria and evaluation scores map to custom fields on the interview activity record. Gem's own interview notes that are stored as candidate attachments migrate as file references in Recruit CRM. We note during scoping whether BrightHire integration is active because the interview summary content source determines what data is accessible for export.

Gem Sequences are automated outreach cadences with multi-step email, InMail, and SMS messaging flows and A/B test configurations. Gem does not expose sequence definitions through its API, so we cannot migrate them. We deliver a written inventory of every active Gem Sequence during scoping, including the cadence steps, timing delays, A/B test variants, and recommended Recruit CRM communication automation equivalent. The customer's admin rebuilds sequences in Recruit CRM using its native candidate communication tools post-migration.

Gem workflow automation rules that trigger on candidate or project field changes, stage transitions, or scheduling events are not exposed via API. We do not migrate them. We document every active Gem Workflow with its trigger, conditions, branch logic, and downstream actions as part of the migration handoff package. The customer uses this document to rebuild automations in Recruit CRM or any other workflow tool they adopt.