Migrate from Mitratech Circa to Recruit CRM & ATS

Circa Job records map to Recruit CRM Job records. The Job container holds requisition title, location, EEO-1 category classification, and posting status. We preserve the Circa Job ID in a custom field circa_job_id__c to maintain the reference chain for any downstream Outreach Record linkage. Posted date and job expiration date transfer to Recruit CRM job start_date and end_date fields. Circa's job board posting history (which boards received the job) does not map natively; we record it as a job activity note and flag it for the admin to re-establish posting configuration in Recruit CRM's job distribution settings.

Circa Applicant records map to Recruit CRM Candidate records. Standard fields (name, email, phone, stage, source) transfer directly. Diversity sourcing tags captured during Circa's intake workflow migrate to custom candidate fields (circa_diversity_source__c, circa_diversity_badge__c) that we create in Recruit CRM before import. Applicant stage in Circa maps to the closest Recruit CRM pipeline stage; teams using Circa's compliance-oriented stages (for example, AAP-hire designated) flag these as custom stage values.

Circa Outreach Records are linked entities associated with a Job by ID, not embedded sub-objects. Each outreach record holds partner name, contact, outreach date, and response status. Because Recruit CRM does not have a native Outreach Record equivalent, we denormalize these into the related Candidate record: outreach history becomes a structured activity note or a series of custom fields (circa_outreach_partner__c, circa_outreach_date__c, circa_outreach_response__c). We preserve the Circa Job ID on the candidate to enable reconstruction of the Job-to-Outreach relationship in Recruit CRM if needed for reporting.

Circa Community Partner Directory entries map to Recruit CRM Client records (for partner organizations) or Contact records (for individual partner contacts). The partner organization name, address, diversity focus tags, and outreach subscription status transfer to Recruit CRM fields. Partner contacts migrate to Recruit CRM Contacts linked to the Client record. Community Partner relationship type (for example, workforce development, veterans organization) maps to a custom Client field circa_partner_type__c. We note that Recruit CRM's client management model is designed for recruitment agencies managing employer accounts rather than compliance-oriented community outreach, so the customer admin may need to adapt the use of the Client object for partner tracking.

Circa AAP data (job group analysis, placement goals, veteran/disability metrics, applicant flow logs) has no native equivalent in Recruit CRM. We export AAP snapshot fields and candidate flow log entries as custom fields on the Candidate record (circa_aap_job_group__c, circa_aap_placement_goal__c, circa_flow_log_date__c) and as a separate custom object (AAP_Snapshot__c) if the customer requires longitudinal reporting. The Circa AAP reporting dashboard does not migrate; we deliver a written description of each active report so the customer's admin can evaluate rebuild options in Recruit CRM's reporting module.

Circa maintains a searchable resume repository with parsed candidate profiles and source attribution. We export resume file attachments and resume metadata (parsed fields for education, work history, skills). Resume files migrate as attachments to the Candidate record. Parsed fields map to the closest standard Recruit CRM candidate fields; any fields that cannot map directly become custom candidate fields. Resume parsing in Recruit CRM is handled by the platform's own parsing engine on upload, so the customer admin should verify that the migrated parsed data aligns with Recruit CRM's parsed field schema.

Circa Employer Profile settings include company description, diversity commitments, featured tags, and branding used on job postings. We extract profile text and tag configurations as a structured data package. In Recruit CRM, employer branding for job postings is configured at the organization level; we provide a written handoff document specifying the company description, tag values, and branding assets (logo, careers page URL) so the customer's admin can configure these in Recruit CRM settings. Circa-specific commitment language (for example, veteran hiring commitments, EEO statements) transfers as custom fields on the organization profile.

Circa tracks ESDS job board subscription configurations and posting history internally. Recruit CRM does not have a native Job Board subscription object. We record the job board name, posting URL, posting date, and posting status as activity notes on the Job record or as custom job fields (circa_board_name__c, circa_board_posting_url__c, circa_board_posting_date__c). The ESDS scraping configuration does not migrate; we flag this for the customer admin to re-establish posting setup in Recruit CRM's job distribution integrations.

Circa user accounts include name, email, role, and access level to specific feature modules the organization has licensed. We extract the user roster (name, email, role, department). Role mapping to Recruit CRM requires a role-equivalence decision during scoping: Circa's compliance-specific roles (AAP Reviewer, Diversity Coordinator) may map to Recruit CRM Admin, Standard Recruiter, or a custom role depending on the customer's organizational structure. Active Circa users get matched by email to Recruit CRM User records; inactive users migrate as inactive records to preserve historical assignment data.

Circa supports custom fields on Jobs, Applicants, and Community Partners depending on the feature tier. We catalog all active custom fields and their data types during discovery. Custom fields created in a premium Circa tier (Diversity Powered, Compliance Pro) may not appear in exports taken from a lower-privilege account, so we audit the full schema from an account with full feature access. We create equivalent custom fields in Recruit CRM before any data import, matching data types (text, date, picklist, checkbox). Field-level notes, formulas, and conditional display rules in Circa do not migrate and are documented separately for the customer's admin to evaluate rebuild.