Migrate from JazzHR to Crelate

JazzHR Candidate profiles (name, email, phone, address, work history, education with educationLevelCodes) map to Crelate Contact records. The email field serves as the primary dedupe key. Education history is stored in Crelate's Activity log or as structured entries rather than as a native sub-object; we create Education-type activities with institution, degree, and date fields. The 36 enumerated educationLevelCode values from JazzHR are mapped to their literal string equivalents before insert.

JazzHR Jobs (title, location, description, salary range, status, department, hiring lead, board codes) map directly to Crelate Jobs. We preserve the job status and map department assignments using the department taxonomy migrated separately. Board codes identifying where jobs were posted are stored as a custom text field on the Crelate Job so the admin can see which boards were active without recreating those connections.

JazzHR Prospects represent the candidate-job association with a status, source, referral, and apply date. Crelate does not have a Prospect object; candidate-job associations are expressed as Activities on the Contact record linked to the Job. We create an Activity record (type: Application, status: matched to JazzHR prospect status) for every Prospect, preserving the source, referral, and apply date. The prospect_id is held as a custom reference field on the Activity for reconciliation.

JazzHR Departments are returned as a filterable entity in the Jobs API and represent a taxonomy that must exist in Crelate before Job import. We migrate the full department list and create corresponding custom picklist values or a tagged grouping in Crelate. Job-to-department assignments are then mapped to those pre-created values so that reporting by department is immediately functional post-migration.

Every JazzHR job carries a hiring_lead_id tied to a user. We extract the hiring lead reference, resolve it against the destination Crelate User table by email, and assign the Job to the corresponding user. If no matching Crelate User exists, we assign the Job to a migration placeholder user and flag the record in the reconciliation report for the admin to resolve before go-live.

JazzHR workflows define per-job candidate stages (e.g., Applied, Phone Screen, Interview, Offer). Crelate does not enforce per-job workflow stages in the same way; candidate pipeline status is tracked via Activities and custom Status fields on Contact. We create a custom picklist on Contact (e.g., jz_pipeline_stage__c) with the JazzHR stage names and map candidate stage history as chronological Activity records. We deliver a written map of every JazzHR workflow stage sequence for the admin to configure in Crelate.

JazzHR supports custom fields on profiles and candidate exports, including the specific startDate field using camelCase key notation and YYYY-MM-DD formatting. Crelate requires custom fields to be pre-created in the Settings area before any data import; we create the matching custom fields in Crelate (with correct type: Date for date fields, Text for string fields, Number for numeric fields) using Crelate's logical name API during the schema preparation phase before any Contact records are loaded.

JazzHR delivers document attachments as base64-encoded blobs via the Candidate Export Webhook with a 2-hour-30-minute public URL expiry. We stream all attachments immediately upon receipt rather than queuing them, decode the base64 payloads, and upload to Crelate's attachment storage linked to the corresponding Contact record. This requires real-time processing during the export phase; attachments not processed within the expiry window are flagged as missing and reported separately.

JazzHR stores source and referral as free-text and codified strings on the Prospect record. We preserve them as-is and map them to Crelate custom text fields (jz_source__c, jz_referral__c) on the Contact. The admin can use these for segmentation, reporting, or to create Crelate Activity types to track sourcing attribution.

Each JazzHR Job carries board codes identifying where it was posted (Indeed, LinkedIn, ZipRecruiter, etc.). We extract the board code list, store it as a custom text field (jz_board_codes__c) on the Crelate Job, and flag which boards were active. We do not recreate job board connections during migration; the admin rebuilds syndication in Crelate or via a third-party distributor post-migration.

JazzHR does not have a native Company/Account object; company affiliation is typically embedded in the candidate record's work history. For migrations where companies are stored as custom fields or in candidate notes, we extract them, deduplicate by name, and create Crelate Company records. These are then linked to Contacts via the Company-Contact relationship so that Crelate's CRM reporting on Companies and client relationships functions post-migration.

JazzHR engagement notes (internal candidate communications, call notes, interview feedback stored as notes) migrate to Crelate Activity records of type Note or Phone Call linked to the Contact. We preserve the original timestamp as ActivityDate for timeline ordering. Crelate's Activity log serves the same function as JazzHR's engagement timeline, making this a direct object-to-object migration.