Migrate from Keka to Recruit CRM & ATS

Keka Employee records map to Recruit CRM Candidates, but the data model differs significantly. Keka stores employees as interactive HR profiles with employment details, compensation, and org assignments. Recruit CRM stores candidates as ATS records with pipeline stage, source, and placement status. We extract candidate-relevant fields from Keka Employee profiles (name, email, phone, location, department, current title) and map them to Recruit CRM Candidate fields. Employment history, compensation details, and org hierarchy assignments become custom text fields on the Candidate record for reference rather than native structured data.

Keka Hire Candidate records map directly to Recruit CRM Candidate records. We map candidate name, email, phone, source, current stage in the pipeline, scorecard ratings, and interview feedback notes. Keka's candidate custom fields map to Recruit CRM candidate custom fields using a field-level mapping table the customer reviews during scoping. Any candidate attachments (resumes, portfolio files) migrate as document links if Recruit CRM's attachment storage is available, or are exported as a separate file package for manual re-upload.

Keka Hire job requisitions map to Recruit CRM Jobs. The job title, description, location, employment type, and department from Keka map directly to equivalent Recruit CRM fields. Keka's position-based hiring (multiple positions per requisition) is decomposed: each distinct position becomes a separate Recruit CRM Job, preserving the parent requisition name as a custom field for audit. Job status from Keka (Draft, Open, On Hold, Filled, Cancelled) maps to Recruit CRM job status equivalents.

Keka's late-2024 position-based hiring feature (multiple positions per job requisition) requires decomposition. Each position record under a requisition becomes a separate Job in Recruit CRM, with the parent requisition name and position number preserved in custom fields. This prevents position-level hiring data from being collapsed into a single job record and losing granularity.

Keka Hire scorecards and interview feedback map to Recruit CRM Candidate Activity records and attached notes. We preserve the reviewer name, rating, and feedback text as a structured note on the Candidate record. Rating scales from Keka (configurable bands like Exceeds, Meets, Needs Improvement) are preserved as text labels in custom fields rather than numeric equivalents, since Recruit CRM's rating model may differ.

Keka enforces a four-tier organizational hierarchy (Legal Entity → Business Unit → Department → Location) that Recruit CRM does not model natively. We flatten all four tiers as text properties on the Candidate record (kea_legal_entity__c, kea_business_unit__c, kea_department__c, kea_location__c) so the customer retains the org context. The customer's Recruit CRM admin can decide how to use these fields post-migration or consolidate them into a single organizational field.

Keka leave balances and request records do not have a native equivalent in Recruit CRM's ATS model. We export leave balances as snapshot records (employee ID, leave type, balance, as-of-date) and map leave request history to Candidate Activity notes on the corresponding employee-turned-candidate record. This preserves the data as reference but does not create active leave management in Recruit CRM.

Keka attendance logs (check-in/check-out timestamps, shift assignments, overtime) are not trackable in Recruit CRM. We export attendance summary records as Candidate Activity notes for compliance reference, but Recruit CRM does not have a native attendance or time-tracking module. Customers needing attendance tracking post-migration must evaluate dedicated time-tracking tools.

Keka payroll runs, pay components, statutory deductions (PF, TDS, ESI), and reimbursement records have no equivalent object in Recruit CRM. We export payroll history as a structured data package (CSV/JSON) for the customer's finance team to retain outside Recruit CRM. We do not load payroll data into Recruit CRM as it would create orphan records with no functional purpose in an ATS-plus-CRM platform.

Keka Perform review cycles, review instances, and performance band assignments have no equivalent in Recruit CRM's object model. We export review history as a structured data package. Keka's configurable performance band labels (Exceeds, Meets, Needs Improvement) are preserved as text in the export. Customers requiring performance management post-migration need a dedicated HCM tool.

Keka document storage, document templates, and custom document fields holding employee-specific data map to Candidate attachments in Recruit CRM where attachment storage is available. Custom document field placeholders are evaluated: if a custom field maps to a candidate property (e.g., a government ID field), we map it to the corresponding Recruit CRM custom field. Template documents that are system-generated rather than candidate-specific are exported separately for the customer's records.

Keka PSA projects, billable time entries, retainer billing records, invoices, and credit notes have no equivalent in Recruit CRM. We export project assignments, time entries, and billing records as a structured data package for the customer's finance team. Recruit CRM does not include PSA or billing functionality; customers requiring these features post-migration should evaluate dedicated PSA or billing platforms.