Migrate from Paychex to Recruit CRM & ATS

Paychex Worker records map to Recruit CRM Candidate records. The first name, last name, email address, phone number, and home address from the Paychex Worker object become the Candidate's name and contact fields. The worker's employment status (active, terminated, on leave) maps to the Candidate's status field in Recruit CRM. The worker's job title and department assignment from Paychex map to the Candidate's current title and the organizational unit in Recruit CRM. Employment start date from Paychex becomes the candidate's date added or experience since field. We extract via GET /workers and map each field to the Recruit CRM Candidate CSV import schema.

Paychex Departments and the org hierarchy (parent-child department relationships) have no native equivalent in Recruit CRM. We map top-level departments to organizational units in Recruit CRM if the customer uses the department grouping feature, or to a custom single-select picklist field on Candidate. Sub-departments map to a secondary custom field or are concatenated into the primary department field. We extract via GET /companies/{id}/departments to capture the full hierarchy before flattening or nesting based on the customer's Recruit CRM configuration.

Paychex Custom Fields are defined at the company level and assigned per Worker, requiring a two-step extraction. First, we enumerate all Custom Field definitions via GET /workers/custom-fields to capture field name, type (text, number, date, picklist), and options. Second, we pull values per Worker via GET /workers/{id}/custom-fields. Custom field types map as follows: Paychex text and number become Recruit CRM text or number custom fields; Paychex picklist becomes Recruit CRM dropdown; Paychex date becomes Recruit CRM date. The field definitions must be created in Recruit CRM before importing candidate values. If a customer has more than 50 custom fields, we recommend a scoping call to identify which fields are actively used versus stale before recreating all of them.

Paychex Compensation records (pay rate, pay frequency, salary history) have no native destination object in Recruit CRM. We extract the current pay rate and frequency as a reference only. If the customer uses Recruit CRM for contract or temporary-worker billing, we create a custom number field on Candidate for billing rate and a custom picklist for pay frequency (hourly, salaried, contract). Historical salary bands are archived as a PDF report generated from Paychex before migration and linked in Recruit CRM as a document attachment if the destination supports it. This is a lookup mapping—the compensation values are extracted but not mapped to a transactional object.

Paychex W-4 equivalents, state tax ID mappings, and locality withholding codes are per-Worker tax elections that have no equivalent object in Recruit CRM. Recruit CRM does not process payroll or file taxes. We extract the tax filing state list as a reference for the customer's records, flag this as out-of-scope, and recommend the customer retain Paychex for payroll or transition to a payroll provider that supports the same states. We do not migrate tax withholding data to Recruit CRM.

Paychex health, dental, vision, and voluntary benefit enrollments with effective dates and carrier information have no destination object in Recruit CRM. Recruit CRM manages candidate records and job orders, not benefits administration. We extract the active benefit plan types per Worker as a free-text notes block for the customer's reference, but this is a documentation-only step. Benefits data remains in Paychex or transitions to the customer's new payroll provider as a separate project.

Paid time off balances, accrual rates, and usage history stored per Worker in Paychex have no equivalent in Recruit CRM. Recruit CRM has a candidate availability status field but not a time-off tracking or accrual object. We extract the current PTO balance as a reference note on the Worker record during extraction, but this does not map to a Recruit CRM field. Companies that need PTO tracking post-migration should configure a separate HRIS or use Recruit CRM's custom fields to build a lightweight availability tracking system.

Historical payroll runs containing gross pay, deductions, net pay, and employer tax contributions per pay period have no destination object in Recruit CRM. We do not migrate payroll register history. We recommend the customer export and archive the full payroll register as a PDF or spreadsheet from Paychex before migration cutover and store it in the customer's document management system. This data is operational for payroll processors, not recruitment CRMs.

401(k) enrollment status, contribution percentages, employer match configurations, and historical contribution totals per Worker have no destination object in Recruit CRM. We do not migrate retirement plan data. We extract the enrollment status (enrolled, not enrolled, vested percentage) as a free-text reference note during extraction, but this is for documentation only. Retirement plan administration must remain with a qualified custodian or transfer to the customer's new payroll provider as a separate ERISA-regulated project.

Hours worked, overtime, and time-off requests stored per Worker per pay period in Paychex Flex have no destination object in Recruit CRM. Recruit CRM does not process time tracking or generate timesheets. We do not migrate time-tracking data. If the customer uses Recruit CRM for contract-worker management and needs hours tracking, we recommend configuring a custom number field for weekly hours or integrating with a dedicated time-tracking tool post-migration.