Migrate from greytHR to Recruit CRM & ATS

greytHR Employee records are the primary candidate source when migrating hiring data. We extract employee first name, last name, personal email, phone, current designation, department, date of joining, and resume or CV files where attached. The mapping discards statutory fields (UAN, PF, ESI, PAN, Aadhaar) because Recruit CRM has no equivalent fields for government compliance identifiers. Where greytHR stores former employees with an exit date, we map them as inactive Candidates with a status flag rather than active placements.

If greytHR's ATS module was used, candidate records map directly to Recruit CRM Candidates using email as the dedupe key. Skills, work history, education, and source attribution migrate to Recruit CRM's corresponding Candidate fields. Candidate status from greytHR maps to Recruit CRM's pipeline stage values.

greytHR stores department, designation, grade, and location changes with effective dates as a position history timeline. We extract the most recent designation and department as the primary work history entry in Recruit CRM, preserving the full timeline as candidate notes for audit purposes. If Recruit CRM is configured with structured work history fields, we map the most recent two positions with dates and job title.

greytHR Company records (if the HRMS module tracks client or vendor companies alongside employees) map to Recruit CRM Client records. The company name, website, industry, and contact person details transfer. Note that greytHR does not typically store client companies unless used for agency billing; if no Company records exist in greytHR, this object is skipped.

greytHR job postings and requisitions map to Recruit CRM Jobs with job title, description, location, employment type, and salary range. Job status (open, filled, on hold) maps to Recruit CRM status flags. Active jobs migrate as open Jobs; filled jobs migrate as closed Jobs with placement references.

Hired candidate records from greytHR map to Recruit CRM Placements with candidate link, client link, job link, start date, and billing terms. Where greytHR stores placement fee and commission data, we map it to Recruit CRM's placement records. If greytHR does not have a placement object, this step is skipped and documented as a gap.

greytHR allows custom fields on employee and candidate records using a List of Values (LOV) system. We export both the custom field values and the LOV definitions, then map them to Recruit CRM custom fields of the matching type (text, picklist, number, date). LOV values are re-created as picklist options in Recruit CRM before data import.

greytHR ESS portal data (mobile app access records, payslip download history, leave request logs) has no equivalent in Recruit CRM because Recruit CRM does not manage employee self-service or payslip distribution. We flag this as a gap in the handoff document. If the customer used greytHR ESS for candidate-facing onboarding communication, the data does not migrate.

Payslip data (gross, deductions, net pay) is exportable from greytHR but Recruit CRM has no payroll module. We export payroll run summaries as reference documents for the customer's finance team but do not map them to Recruit CRM records. Payroll reconfiguration must happen in the customer's chosen payroll platform separately.

UAN, PF numbers, ESI numbers, PAN, and TDS section data are stored as structured fields on greytHR Employee records. Recruit CRM has no equivalent for government compliance identifiers. We export statutory fields as a standalone CSV reference file and flag them as high-priority for manual preservation in the customer's official PF/ESI portal downloads before the greytHR account is closed.

Leave entitlement, accrual, usage history, carry-forward balances, and encashment records do not map to Recruit CRM because Recruit CRM tracks candidate hiring status, not employee leave entitlements. We export current leave balances as a snapshot CSV. Carry-forward and encashment logic must be reconfigured in the customer's destination HRMS or payroll platform separately.

greytHR stores swipe logs, shift schedules, overtime, and regularization data. Recruit CRM has no attendance tracking module. We export attendance records as CSV snapshots but do not map them to Recruit CRM records. Attendance reconfiguration requires a separate HRMS or time-tracking tool.