Migrate from Paychex to Crelate

Paychex Workers map to Crelate Candidates as the primary record mapping in this migration. Each Worker record carries name, address, employment status, employment dates, and employee ID. We extract Workers via the Paychex Flex API and map firstName, lastName, email, address fields, hireDate, and terminationDate to the equivalent Crelate Candidate fields. Employment status (active, terminated, on leave) maps to a Crelate custom field or candidate status value. Worker ID from Paychex is preserved as crelate_paychex_worker_id__c for cross-system reference.

Paychex Compensation records hold pay rate, pay frequency (hourly, salaried, commission), and salary history. We extract the current compensation record per Worker and map payRate and payFrequency to Crelate custom fields on the Candidate record (e.g., current_salary__c, pay_type__c as a picklist). Historical salary changes are not mapped as a timeline but as the most recent rate stored as a reference value. Rate type (hourly vs. salaried) maps to a Crelate picklist field. This mapping is informational in Crelate since Crelate is a recruiting ATS, not a payroll system; the customer determines which pay data is relevant for recruiting decisions.

Paychex Departments with parent-child hierarchy extract via the Paychex Flex API and map to Crelate Company records or organizational tags. Each Department becomes a Crelate Organization record or a Company record marked with a custom organizational unit type. The parent-child relationship is preserved via a Crelate custom field parent_department__c pointing to the parent Company record. This allows recruiting teams to route job reqs and placements by department in Crelate.

Paychex Custom Field definitions are scoped at the company level and assigned per Worker via separate API resources. We enumerate all custom field definitions first (the schema pass), then extract values per Worker. Crelate custom fields are typed (short/long answer, picklist, date, numeric, monetary). We map each Paychex field to the equivalent Crelate type during the schema pass, converting Paychex field types to Crelate-supported types. Any Paychex field that has no Crelate equivalent (e.g., a complex calculated field) is documented as a manual-entry field post-migration.

Paychex Benefits Enrollments (health, dental, vision, voluntary) store carrier, plan type, effective date, and coverage level per Worker. Crelate does not have a native benefits enrollment object. We extract active enrollments and map them to a Crelate custom field block or a formatted text block on the Candidate record (e.g., benefits_summary__c) summarizing carrier, plan, and effective date. The detailed benefits data is preserved as reference documentation rather than structured records.

Paychex PTO balances, accrual rates, and usage history per Worker do not map to native Crelate objects. We extract current PTO balances and policy settings and store them as a formatted block on the Candidate record (e.g., pto_balance__c) or as a reference document attached to the record. Accrual policy details are preserved as a written summary for HR reference. Crelate's activity logging can be used post-migration to track PTO requests if the customer enables that workflow.

Historical payroll registers (gross pay, deductions, net pay, employer tax contributions per pay period) do not map to Crelate. Crelate is a recruiting ATS and does not store payroll register data. We extract the full payroll register history and deliver it as a structured CSV export to the customer for archival purposes. We recommend the customer retain Paychex access for at least one year post-migration for payroll record retrieval needs. This data is flagged as out-of-scope at the scoping call and excluded from the Crelate import plan.

401(k) enrollment status, contribution percentages, employer match configurations, and historical contribution totals per Worker do not map to Crelate. We extract enrollment status and current contribution percentage and store as reference fields on the Candidate record if the customer requires this data accessible within Crelate. Detailed retirement plan data (custodian, account balance, loan status) is extracted as a separate CSV for the customer's records. 401(k) termination fees from Paychex are a separate billing matter and not part of the data migration scope.

Federal and state W-4 equivalents, state tax ID mappings, and locality withholding codes stored per Worker do not map to Crelate's schema. Crelate does not have a tax withholding object. We extract all tax elections and deliver them as a structured reference export. The customer retains this data for their accountant or new payroll provider. Any Paychex multi-state filing status (which may be tier-gated) is noted as a pre-migration action item so the customer can confirm their new payroll provider's multi-state coverage before cutover.

WC class codes, rate configurations, and coverage policies at the company level do not map to Crelate. We extract the policy details and worker assignments and deliver them as a reference document. WC class code assignments per Worker are preserved as a custom field on the Candidate record if the customer's hiring process requires this information for compliance verification.

Hours worked, overtime, and time-off requests per Worker per pay period are stored in Paychex Flex but do not map to Crelate's activity model. Crelate's Activity object tracks candidate interactions (calls, emails, interviews, placements) rather than payroll hours. We extract a summary of time-off request balances and map them to a custom field block on the Candidate record (e.g., pto_balance__c from the PTO accrual pass). Detailed time tracking data is archived as a CSV export.

The migration depends on Paychex Flex API access. If the customer has API credentials, we enumerate Workers, Compensation, Departments, Custom Field definitions, and Benefits enrollments programmatically. If the customer does not have API access, we coordinate with their Paychex representative to request a formal data export package. Paychex requires companies to request exports through their support channel, which may route to offshore teams; we guide customers through the request process and validate the export completeness before ingestion begins.