Migrate from Jobtrain to Crelate

Jobtrain Vacancy records map to Crelate Job records. We map vacancy title, reference number, job grade, department, and advert description. The Jobtrain Vacancy reference number is preserved as a custom field on the Crelate Job record for audit traceability. Custom vacancy fields are discovered during scoping and mapped individually to Crelate custom fields on the Job object. Vacancy status (open, closed, on hold) maps to Crelate Job status, with any Jobtrain statuses that have no Crelate equivalent mapped to a custom Job status value.

Jobtrain Candidate profiles map to Crelate Person records. We map first name, last name, email address, phone number, address, and source attribution. Application history and candidate tags migrate as notes on the Person record. Custom candidate fields are discovered during schema scoping and mapped to Crelate Person custom fields. If a candidate has applied to multiple Jobtrain Vacancies, all submissions are imported in sequence after both the Person and the corresponding Crelate Job records exist.

Jobtrain Application records (linking a Candidate to a Vacancy at a specific stage) map to Crelate Submission records. The migration sequences Applications after both Person and Job are staged so that the Crelate Person and Job lookups are resolved at insert time. Application date, stage, and status migrate as Submission properties. The original Jobtrain Vacancy reference is stored on the Crelate Submission as a custom field to preserve the audit trail across platforms.

Jobtrain reusable vacancy templates map to Crelate Job records configured as templates. We export template content (description fields, grading criteria, approval chain references) and represent them as Crelate Job records with a template flag. Where the destination does not support a native template object, we map the template content into a structured Crelate Job and flag it as reusable in the field mapping notes.

Jobtrain allows clients to define custom job grade and level hierarchies. We map these as text fields or single-select custom fields on the Crelate Job object depending on what the destination schema supports for grading. If the destination has a dedicated grade field, we map directly; otherwise we attach grade as a tagged property.

Jobtrain approval routes are configurable per vacancy or division with unlimited routing rules per installation. We capture the full approver chain topology during scoping: approver names, route order, and any conditional routing logic. Approval workflows must be rebuilt in Crelate's workflow engine on the Business Plus or Enterprise plan. We document the topology in a written inventory with Crelate workflow equivalents so the customer's admin can reconstruct the routing during the admin rebuild phase.

Cost centres are defined in Jobtrain settings and used to categorise vacancies and approver routing. We map cost centre codes and names to a Crelate custom field on the Job object. If the destination does not have a dedicated cost centre field, we attach the code as a tagged vacancy property. Department-based cost centre assignments are resolved during the Job import by looking up the department reference.

Jobtrain Departments are organisational units used to categorise vacancies and drive approver routing. We map department names and IDs to Crelate Department records. Departments are imported before Vacancies so that the Crelate Department lookup is satisfied at Job insert time. Department hierarchies (parent-child relationships) are preserved as Crelate Department parent relationships.

Jobtrain stores email and letter templates used during recruitment stages. We export template content as structured text including subject, body, and conditional merge fields. These are delivered as a structured template inventory document. Crelate stores email templates internally; the customer's admin rebuilds the templates from the inventory we provide, mapping Jobtrain merge fields to Crelate token equivalents.

Jobtrain advert sources include origin channels and associated costs for reporting. We map source names and attributions. Crelate does not have a native dedicated source attribution field on Submission, so we attach source as a tagged custom field on the Crelate Submission record. Customers running Crelate Business Plus or Enterprise can use workflow automation to set source-based routing rules.

Attachments on Jobtrain vacancies, candidates, and applications—including CVs, cover letters, interview notes, and supporting documents—are downloaded as files and associated with the correct Crelate record (Person, Job, or Submission) via Crelate's native attachment handling. We export the file and the metadata (file name, upload date, record association) and map each attachment to the corresponding Crelate record by reference. Document file types are preserved in the original format.

Jobtrain onboarding templates, employment contracts, and offer letters are document-centric objects with limited structured metadata. We cannot guarantee a clean 1:1 import of these documents to Crelate because the export schema is not stable across Jobtrain installations. We export the document files and available metadata (file name, date, record association) as a flat file inventory. Crelate handles document storage natively; the customer's admin re-uploads the onboarding documents from the exported file set or rebuilds them using Crelate's document attachment capability. This is flagged as out of scope in the migration scope document.