Migrate from Jobtoolz to Crelate

Jobtoolz Candidate records map to Crelate Contact. We extract candidates via the built-in CSV export from the Candidates list view, mapping standard fields (name, email, phone, address, current_title, current_company) to their Crelate Contact equivalents. Custom candidate fields export as additional columns in the CSV and map to Crelate custom Contact fields created before migration. For large candidate pools, we chunk exports by date range or pipeline stage and run sequential imports with Crelate's Bulk API, verifying record counts against the in-app dashboard at each chunk boundary.

Jobtoolz Applications link a Candidate to a Vacancy and store stage history. We map Application status to Crelate's activity-based application model, where the application status becomes an Activity record linked to the Contact (candidate) and the Job. Stage history timestamps migrate as separate ActivityDate entries in chronological order. Custom application form responses export as additional CSV columns and recreate as Crelate custom form fields.

Jobtoolz Vacancy records map to Crelate Job. We map title, department, location, employment_type, description, and opening_count directly to Crelate Job fields. Custom vacancy fields export from the Vacancies list view and recreate as Crelate custom Job fields before migration. Active vs archived status maps from Jobtoolz's vacancy_active flag to Crelate's job_status (Open, Closed, On Hold).

Jobtoolz allows custom pipeline stage names and ordering per tenant with no enforced schema. Crelate uses a configurable activity workflow model. We capture the full custom stage sequence during scoping, generate a stage mapping table, and collapse or rename stages to fit Crelate's configuration ceiling. The customer approves the stage mapping before data lands. Any stages that exceed Crelate's maximum per workflow (20 on Business plan) are merged into a catch-all stage with the original name preserved in a custom field for audit.

Jobtoolz supports custom fields on candidate records. We export the full custom field schema (field name, field type, values) and recreate the equivalent fields in Crelate under Settings > Custom Fields > Contacts before migration. Type mismatches (e.g., a Jobtoolz free-text field targeting a Crelate picklist) surface during the schema design phase and get resolved by customer preference before export begins.

Resume and cover letter attachments associated with candidates download via the authenticated Jobtoolz session and re-attach to the corresponding Crelate Contact record under the Documents section. We preserve the original filename and file type. For candidates with multiple attachments, we maintain the attachment order from Jobtoolz. Files exceeding Crelate's storage limit (15 GB on Business plan) trigger a notification to the customer before migration to allow for cleanup or storage tier upgrade.

Jobtoolz's Content API exposes employer branding assets, careers site content, and job ad templates with Bearer token auth. This API is the one fully authenticated endpoint available for automated extraction. We migrate these as structured content records, re-creating careers page text, company branding assets, and job ad templates in Crelate's branded job portal. Crelate's Custom CSS and Job Portal Branding fields handle visual customization.

Jobtoolz team member accounts migrate to Crelate Users. We extract user records (name, email, role) from the team settings export and map to Crelate User with default recruiter-level permissions. Role and permission structures differ between platforms, so any account that requires admin-level access is flagged in the reconciliation report for the customer's Crelate admin to update manually post-migration. Inactive Jobtoolz accounts map to inactive Crelate Users to preserve historical assignment data.

Jobtoolz department assignments on Vacancy records map to a Crelate custom Job field (department__c). If the customer uses Crelate's organizational hierarchy for reporting, we map department values to a Crelate custom picklist configured during schema design. Any department values not yet in Crelate are added as new picklist entries before migration.

Jobtoolz location fields on Vacancy (city, state/province, country, remote_type) map directly to Crelate Job location fields. Remote or hybrid work flags from Jobtoolz migrate to a Crelate custom field if the customer's vacancy schema includes these options and Crelate's standard location fields do not capture them.

Jobtoolz tracks candidate source (referral, job board, direct application) as a candidate property. We map this directly to Crelate's Candidate Source field on Contact. Source tracking values that do not exist in Crelate's picklist are added as new values during schema configuration before migration.

If Jobtoolz stores structured interview evaluation data (score, rubric responses, interviewer notes), these map to Crelate Activity Forms. We create a custom Activity Form in Crelate with equivalent fields matching the scorecard schema, and link completed evaluations as Activity records attached to the Contact (candidate) and the Job. The customer reviews and approves the form design during the schema design phase.