Migrate from iTrent to Crelate

iTrent Vacancy records map directly to Crelate Job records. We extract the job title, job location, employment type (full-time, part-time, contract), salary range fields, job description, and vacancy status. Active vacancies in iTrent are set to Active status in Crelate; closed vacancies default to Crelate's Closed status. Vacancy owner in iTrent maps to the Crelate User assigned as the hiring manager on the Job via email resolution.

iTrent candidate profiles map to Crelate Candidate records. We migrate first name, last name, primary email, primary phone, current job title, current employer, notice period, right-to-work status, and source attribution. iTrent qualifications and education details migrate to custom Crelate fields on the Candidate record. Application date from iTrent is preserved as a custom field since Crelate derives application date from the Application-to-Candidate relationship.

Each iTrent Application record maps to a Crelate Application record linked to the corresponding Crelate Candidate and Job. We create a custom Crelate field itrent_application_stage__c to preserve the full stage history (Received, Screening, Interview, Assessment, Offer, etc.) because Crelate's native candidate status model uses Active, Hired, Rejected, and Withdrawn values that do not capture the same granularity. The current active stage migrates as the primary Application status value.

iTrent interview records with round identifiers, assigned interviewers, structured ratings, scheduling details, notes, and duration map to Crelate Activity records. We create a custom Crelate field interview_type__c to distinguish between screening, technical, panel, and final rounds. Each interviewer from iTrent is mapped to a Crelate User or Contact via email resolution. Interview duration, scheduling timestamp, and location migrate to corresponding Crelate Activity fields. Ratings migrate to custom Crelate rating fields on the Activity.

iTrent onboarding task list items map to Crelate Task records. Each onboarding step becomes a discrete Task linked to the Crelate Candidate and the associated Job. We preserve the task name, due date, assigned user (resolved by email), completion status, and any task description or instructions. Completed tasks retain their historical status; in-progress tasks are flagged for the customer's talent team to action post-migration. Task ordering is preserved by setting a custom sort_order field on each migrated Task.

iTrent's application stage configuration (Received, Screening, Interview, Assessment, Offer, Hired, Rejected, Withdrawn) maps to Crelate pipeline stages. We configure each Crelate Pipeline Stage with the correct ordering, default status, and probability weight matching the iTrent stage definitions. Stages with no Crelate equivalent are mapped to the nearest Crelate status and flagged in the mapping document for the customer's review.

iTrent talent pool and shortlist assignments are stored as list attributes on the candidate record. These are not standalone objects in Crelate, so we migrate talent pool names as Tags on the Candidate record in Crelate. This preserves the candidate's talent pool classification without requiring the customer to recreate lists manually. Tags are created in Crelate during the configuration phase and assigned to Candidates during migration based on the iTrent talent pool field value.

iTrent users referenced on Vacancy, Candidate, Application, and Interview records map to Crelate Users by email address. We resolve each distinct owner email from iTrent against the Crelate User table. Owners without a matching Crelate User are placed in a reconciliation queue, and the customer's Crelate admin provisions the corresponding Users before the production migration phase begins. Active and inactive status is preserved.

iTrent interview notes and free-text evaluation comments attached to interview records map to Crelate Notes linked to the corresponding Candidate record. We preserve the note body, creation timestamp, and author (resolved via email to Crelate User or Contact). If iTrent stores notes with attachments, the attachment URLs or file metadata are preserved in a custom Crelate field for manual re-attachment in Crelate's document management.

iTrent stores the hiring manager as a contact on the vacancy record. We migrate the hiring manager contact to a Crelate Contact record with a custom role field set to Hiring Manager. We then link this Contact to the corresponding Crelate Job via a custom field hiring_manager__c to preserve the relationship. If the hiring manager is also a Crelate User, the Contact is associated to the User record by email.

iTrent captures candidate source (Employee Referral, LinkedIn, Job Board, Agency, Direct, etc.) as a field on the candidate record. Crelate's native source field is a simple text or picklist field. We create a structured picklist in Crelate matching the iTrent source values during the configuration phase and map source values during migration. Any iTrent source values not in the Crelate picklist are flagged for the customer to confirm before migration.

Background check status and outcome data stored in iTrent's recruitment module maps to custom fields on the Crelate Candidate record (bg_check_status__c, bg_check_completed_date__c, bg_check_provider__c). Crelate does not have a native background check object. We preserve the status, date, and provider as structured custom fields. The actual background check document file is noted in a custom field for manual upload in Crelate if required.

iTrent offer letter records include offer status, proposed salary, start date, and benefits summary. We migrate the offer status and key terms to custom fields on the Crelate Candidate record (offer_status__c, offered_salary__c, proposed_start_date__c). The offer letter document URL is preserved in a custom field. Crelate does not have a native offer management object; the customer may choose to use Crelate's document attachment or a dedicated offer management tool post-migration.

Assessment results stored in iTrent as part of the application or interview process migrate to custom fields on the Crelate Application or Candidate record. We map skill assessment scores, psychometric results, and test completion status to named custom fields matching the iTrent field labels. The assessment instrument name and test date are preserved alongside the score value.

iTrent stores candidate tags and keyword flags as multi-select attributes on the candidate record. These map to Crelate Tags on the Candidate record. We extract all distinct tag values from iTrent, create corresponding Tags in Crelate during the configuration phase, and assign them to the migrated Candidate records. Tag preservation enables the customer's talent team to run filtered searches in Crelate immediately after migration without manual re-tagging.