Migrate from iTrent to Recruit CRM & ATS

iTrent employee records map to Recruit CRM candidate profiles. We map standard fields (name, contact details, employment status, job title, department, location) and provision Recruit CRM custom fields for any iTrent bespoke employee properties discovered during scoping. MHR-assisted export determines which custom fields are accessible; we cross-reference against the field inventory provided by the customer's iTrent administrator. Historical salary, national insurance number, and bank details are flagged as sensitive and require explicit GDPR disposition plan before import.

iTrent reporting lines, cost centres, and locations are structured reference data that map to Recruit CRM custom fields on the Candidate record (Candidate_Location__c, Candidate_Department__c). Org hierarchy (manager-report relationships) cannot be represented in Recruit CRM's flat candidate model; we document the hierarchy as a reference artefact for the customer's admin to use in team configuration if needed.

iTrent vacancy records and job postings map to Recruit CRM Job records. We map job title, description, location, employment type, and status. Active postings migrate as open Jobs in Recruit CRM; closed postings migrate as archived Jobs with a status flag. Candidate-to-job associations from iTrent's application records migrate as Applications attached to the corresponding Job in Recruit CRM.

iTrent application records map to Recruit CRM Application records linked to the migrated Candidate and Job. Application stage and status map to Recruit CRM's stage pipeline. Notes and communication history attached to the application migrate as Activity records. Completed workflows that resulted in application outcomes are flagged as historical; the outcome is preserved but the workflow logic requires rebuild in Recruit CRM.

iTrent stored contracts, offer letters, CVs, and policy documents export as file blobs alongside metadata. We map these to Recruit CRM's candidate document upload feature, preserving file name and upload date. Version histories that were accessible in iTrent may not be available via export; we flag truncated version chains and note them in the validation report. CVs attached to applications migrate to the Candidate record in Recruit CRM.

iTrent payroll history (payslips, tax codes, BACS references, earnings, deductions) has no equivalent object in Recruit CRM. We do not migrate payroll records as standard scope. During scoping we confirm whether the customer needs payroll data retained for compliance (P45 history, HMRC reporting) and flag a separate disposition: export to a payroll archive file, migrate to a dedicated payroll retention tool, or retain in a read-only iTrent sandbox beyond the migration window. NI numbers and bank details require GDPR-compliant handling if they are included in any export.

iTrent absence entitlements, accrual histories, and in-progress leave cycles have no equivalent in Recruit CRM. Leave balance snapshots are tenant-configured per leave year, making them bespoke data that cannot be generically mapped. We flag absence records as excluded from standard migration scope and deliver a written summary of entitlement balances at migration date as a reference document for HR administration in the customer's chosen replacement absence management tool.

Benefit elections, auto-enrolment pension data, provider links, and enrolment dates are tied to iTrent's payroll cycle. These records have compliance significance and no equivalent in Recruit CRM. Auto-enrolment pension data must be separated from voluntary benefit data during scoping because of differing regulatory retention requirements. We flag benefit records as excluded and deliver a structured export of enrolment history for the customer's pension provider or benefits administrator.

Performance review cycles, objectives, competency ratings, and custom rating scales stored in iTrent's talent module have no equivalent object in Recruit CRM. Where performance data is tied to employment records that are migrating, we flag the dependency. We deliver a written inventory of review cycles and rating scale definitions for the customer's HR team to use in configuring performance tracking in an alternative HR tool or documenting as a process change.

iTrent ESS portal configuration determines field visibility and update permissions for employees. Recruit CRM has no ESS equivalent; candidate-facing functionality is limited to job application portals. ESS-visible salary breakdowns and custom calculations stored in iTrent are flagged as requiring manual disposition. We document which ESS fields are active in iTrent as part of the configuration handoff inventory.

User-defined salary calculations, benefit deductions, and conditional payroll rules in iTrent are stored as platform configuration, not as data records. They cannot be extracted as structured data. We document the existence and logic of active custom calculation rules as a written artefact during scoping, with a recommended disposition for each rule (rebuild in Recruit CRM if supported, document as manual process, or decommission).