Migrate from Madison Resources to Crelate

Madison Worker records (full name, SSN, pay rate, start/end dates, tax withholding elections, direct deposit details) map to Crelate Contact records. We extract Worker fields from the Madison file export and map them to Crelate standard fields (FirstName, LastName, Email, Phone) plus custom fields on Contact for pay rate, pay frequency, tax filing status, and direct deposit routing/account. SSN is stored in a hashed custom field or flagged for the customer's admin to complete post-migration due to PII sensitivity. Any Worker without a valid email is created as a Contact with a placeholder email for recruiter use.

Madison Assignments (linking a Worker to a client placement with a bill rate, pay rate, start date, end date, and status) split into two Crelate objects. The client-side of the Assignment — the open requisition or filled placement — maps to a Crelate Job representing the role. The worker-side maps to a Crelate Opportunity representing the placement or assignment. Opportunity fields carry bill rate, pay rate, margin, and Assignment status. Status transitions from Madison (started, extended, terminated) map to Opportunity stage values that we configure in Crelate before migration.

Madison Assignment records carry a client name or ID that references the end-client company. We extract client identifiers from the Assignment file export and map them to Crelate Company records. If the Company does not already exist in Crelate, we create it from the Assignment client reference during transformation. Company records are provisioned before Opportunity import so that Crelate's Company-to-Opportunity lookup is satisfied at insert time.

Madison Payroll Run records (earnings, deductions, taxes, net pay per pay period per Worker) do not have a native Crelate equivalent because Crelate is a recruiting ATS, not a payroll system. We map selected payroll summary fields — most recent pay period gross, most recent pay period net, year-to-date gross — to custom fields on the Crelate Contact record. Full pay stub detail (per-pay-period line items) is delivered as a structured CSV file accompanying the migration for the customer's admin to reference, not as imported records. We flag payroll run exports as reference data rather than operational Crelate records.

Madison Invoices (hours worked, bill rate, applicable markups, invoice status: draft, submitted, paid) map to Crelate Opportunity records with custom fields carrying invoice header values. We preserve the Assignment linkage so that each Opportunity retains its billing context. Invoice status from Madison becomes a custom Opportunity status field (e.g., invoiced, submitted, paid). Line item detail (hourly breakdown per invoice) is delivered as a structured CSV for manual reference because Crelate Opportunity does not have a native line-item sub-object at the invoice level.

Madison quarterly and annual tax summaries (federal, state, local withholding and filings) map to custom fields on Crelate Contact for the most recent period's values. We do not import per-pay-period tax detail as that level of granularity has no natural place in a Crelate Contact record. State-specific tax filing status (state of hire, state of residence) migrates as Contact custom fields. Any multi-state tax complexity is flagged for manual review because Crelate does not have a multi-state tax configuration model.

Madison's SUTA limit tracking (workers approaching or exceeding state unemployment wage bases per state) migrates as Contact custom fields. Each state where the Worker has a SUTA record gets a custom field carrying the wage base consumed and the applicable state rate as of the export date. SUTA limits change annually per state, so we flag that the current-year rate tables require a post-migration review against the state's published rates. Crelate's custom field model (up to 20 per Contact) must be reserved thoughtfully if SUTA tracking spans many states per worker.

Madison stores I-9s, W-2s, 1099s, and state-specific compliance paperwork as document references in the file export manifest. We extract document URLs or file paths and deliver a manifest mapping each Worker to their supporting document references. The actual document files (PDFs, images) require a separate file-level transfer coordinated with Madison support. Crelate's document attachments link to Contact records via ContentDocumentLink, but we do not move the physical files inside the structured data migration scope — we deliver the manifest and the customer uploads manually or via a separate file transfer.

Madison does not expose a user or owner table in its standard data export. If the Madison file export includes an owner or manager field on Assignment or Worker records, we match by name or email against Crelate's User table. Any Owner without a matching Crelate User is flagged in a reconciliation queue for the customer's admin to provision before migration resumes. If no owner data is present in the Madison export, we assign all migrated records to the Crelate admin user and flag this for review.

Madison's factoring arrangements (advance rates, factoring fees, recourse provisions) are stored in individual client contracts, not in operational data tables. These do not appear in Madison's standard data export and are managed outside the staffing firm's operational data boundary. We do not migrate factor fee data. The firm must renegotiate funding terms directly with a new funder or secure a bank line post-migration. We flag this as out-of-scope in the migration scope document delivered during discovery.

Madison Assignment records with a closed status (placement ended, temp-to-perm conversion completed, or terminated) map to Crelate Opportunity records with a closed stage. We preserve the placement start date, end date, bill rate, and pay rate as Opportunity fields. Temp-to-perm conversion outcomes are noted in a custom Opportunity field. Historical placements are included in the migration because the firm's recruiting history and client relationship depth inform future placements tracked in Crelate.

Madison may include client-specific billing terms (markup percentage, billing frequency, payment terms) in the Assignment or Invoice export. We map these to Crelate Company custom fields so that the client's billing configuration travels with the Company record. If Madison's billing configuration is stored separately or in a non-extractable format, we flag it for manual entry into Crelate Company records post-migration.