Migrate from Grove HR to Recruit CRM & ATS

Grove HR Employee records map to Recruit CRM Candidates if the employee was originally sourced through a Grove HR job application, or to Contacts if they are a current employee being imported for reference. We split on the source_record_type property: records originating from a Grove HR vacancy become Candidates; standalone employee profiles without a recruitment origin become Contacts with a custom field grove_hr_employee_id__c preserved for audit. Personal contact details, job role, start date, and employment status migrate directly. Grove HR's custom fields on Employee are detected during scoping and mapped to Recruit CRM custom fields (up to 150 on Business and Enterprise plans; 15 on Team plan, requiring a prioritisation decision if custom field count exceeds 15).

Grove HR candidate records, applications, and pipeline stage history migrate to Recruit CRM Candidate records. The Grove HR pipeline stage names (which vary by organisation) are mapped to Recruit CRM stage values during scoping. Application date, source channel, and any scoring data transfer to Recruit CRM's built-in candidate fields plus custom fields. CV and cover letter attachments migrate as candidate documents attached to the Recruit CRM profile. If Grove HR stored candidate notes or communication history, these transfer as Recruit CRM candidate activities.

Grove HR leave entitlements (annual, sick, parental, and custom types) are extracted as balance snapshots per employee. We do not replicate Grove HR's leave approval state machine in Recruit CRM because Recruit CRM is not a leave management platform. Leave balances migrate as read-only custom fields on the Candidate or Contact record (e.g., grove_hr_annual_leave_remaining__c, grove_hr_sick_leave_balance__c) with a migration_date__c timestamp. Any leave approved between extraction and go-live is reconciled manually or via a supplemental import against these fields. Recruit CRM's Activity log is used to record leave-related communications or scheduled leave dates as candidate activities.

Grove HR onboarding checklists are assigned per employee as a template-bound task list. Templates themselves are not exportable as reusable objects. We decompose each employee's assigned checklist items into standalone to-do Activities in Recruit CRM linked to the Candidate record, preserving task name, assigned owner, completion state, and completion date. Incomplete tasks are flagged as open activities. The template structure and assignee roles are not migrated; they are documented in the automation inventory for the customer's admin to rebuild using Recruit CRM's task creation workflows.

Grove HR offboarding checklists follow the same decomposition pattern as onboarding: individual task items become Recruit CRM Activities linked to the Candidate or Contact record. We preserve the task name, assigned owner, completion state, and completion date. Exit interview notes stored in Grove HR migrate as a Recruit CRM Activity with type 'Exit Interview'. Template-level configuration is not migrated and is handed off in the automation inventory.

Completed performance review records with structured ratings, reviewer comments, and reviewer metadata are extracted from Grove HR. Ratings and scores migrate to Recruit CRM custom fields on the Candidate record (e.g., grove_hr_review_rating__c, grove_hr_reviewer_name__c). Review cycle name and review period dates migrate as additional custom fields. In-progress or draft reviews are not migrated; they are listed in the data inventory for the customer to complete in Grove HR or manually recreate post-migration.

Goal records linked to employees with progress percentage, due date, owner, and linked key results are extracted. Goals without an active owner are flagged as orphaned records and excluded from the primary import. Active goals migrate as Recruit CRM custom fields (goal_name__c, goal_progress__c, goal_due_date__c) or as a note-attached activity on the Candidate record. Goal content and key results are preserved in the goal description field or as a linked activity note.

Grove HR company-level settings and departments map to Recruit CRM Clients. The company's primary location, department list, and custom company properties extract as Client fields and department tags in Recruit CRM. If Grove HR stored client or customer companies separately from the internal organisation record, they migrate to Recruit CRM as distinct Client records with the client flag set. Custom company properties are mapped to Recruit CRM Client custom fields.

Training module assignments, completion status, completion dates, and scores are extracted per employee. Training course content itself is not migrated as it is content rather than a record. Completion records migrate as Recruit CRM Candidate activities with type 'Training Completed' and a completion_date__c custom field. Training scores and certification expiry dates migrate as additional custom fields on the activity or on the Candidate record.

Employee documents (contracts, offer letters, payslips) stored as binary attachments in Grove HR are exported as files with references to the owning employee record. We attach these files to the corresponding Candidate or Contact record in Recruit CRM as document attachments. We do not parse or transform document contents. Customers must confirm Recruit CRM's attachment storage limits and retention policies before committing to a full document migration, particularly for large payslip archives. Binary blobs with no recognised file extension may require manual renaming before import.

Where Grove HR stores time-and-attendance data linked to payroll calculations (clock-in/out events, timesheets, overtime flags), we extract raw timesheet records as Recruit CRM Candidate activities with type 'Timesheet' and the relevant date and hours data in custom fields. We flag any timesheet records with overtime flags for the customer's admin to review in Recruit CRM's reporting module. Timesheet data is not replicated as a payroll module; Recruit CRM does not include payroll functionality.