Migrate from Paylocity to Crelate

Paylocity Employee records map to Crelate Candidate records. The composite key of Employee ID plus Company ID is stored in a custom field paylocity_employee_id__c on the Crelate Candidate to preserve identity continuity. Name, email address, phone number, home address, and emergency contact information map to the corresponding Crelate standard fields. Employment status (A = Active, T = Terminated, XT = Transferred) is recorded in a custom field employment_status__c; only the current Active record is migrated unless the customer elects to include historical terminated employees as candidates for re-hire tracking.

Paylocity biographical fields — first name, last name, date of birth, Social Security Number (stored encrypted), address, personal phone, personal email — map to Crelate Contact records if the customer uses Crelate's CRM layer for candidate relationship management alongside the ATS. SSN is stored as a masked custom field (last four digits only) per data security best practices. Date of birth is stored as a custom date field because Crelate does not have a native date-of-birth standard field.

Paylocity job title, job code, and position title map to Crelate's Title field on Candidate. If the customer uses Paylocity's position management to track multiple concurrent titles or job families, these map to custom fields job_family__c and job_code__c on the Candidate record. We preserve the current effective job title at migration time; historical job title changes are not carried forward unless specifically requested.

Paylocity department and division hierarchy maps to Crelate Company records if the organization uses Crelate's CRM for organizational tracking, or to Tags if the candidate's department affiliation is used as a filter tag. The Paylocity Company ID and Company Name from each active Company ID in the tenant are used to create corresponding Crelate Company records. If the customer uses Crelate primarily for candidate tracking without CRM entity management, department maps to a custom field candidate_department__c.

Organizations with multiple Paylocity Company IDs represent separate legal entities, subsidiaries, or benefit divisions. Each Company ID scopes employees independently, meaning one Employee ID can appear under multiple Company IDs with different employment contexts (for example, after an internal transfer that created an XT-Transferred record in the old Company ID and an A-Active record in the new Company ID). We detect all active Company IDs during discovery, map each to a corresponding Crelate entity, and apply the XT-Transferred flag to archive the old employment record while preserving the current Active record under the correct Crelate entity.

Paylocity pay rate, salary, pay frequency, bonus amounts, and compensation effective dates have no native Crelate equivalent because Crelate is not a payroll system. We migrate the most recent compensation snapshot as custom fields: current_salary__c (currency), pay_frequency__c (dropdown: Weekly, Biweekly, Semimonthly, Monthly), current_hourly_rate__c (decimal), and most_recent_bonus__c (currency). Historical compensation records beyond the most recent snapshot are not migrated because Crelate has no mechanism to store payroll history.

Paylocity benefit elections (medical, dental, vision, life, 401k, HSA, FSA) and carrier assignments are available via the Paylocity Benefits API. These map to Crelate custom fields for each benefit type (e.g., medical_plan__c, dental_carrier__c, hsa_enrolled__c checkbox). Benefit plan definitions, contribution tiers, and deduction rules are admin-managed benefit plan metadata that do not have a Crelate equivalent and are not migrated; only the employee's current election snapshot transfers as reference data.

Paylocity accrual balances for vacation, sick, and PTO are available via API as snapshot data. These migrate to Crelate as read-only custom fields (vacation_balance__c, sick_balance__c, pto_balance__c) with the migration date recorded in balance_snapshot_date__c. The note that Crelate has no accrual engine is explicit: these are reference values, not live calculations. The destination system's accrual engine (if the customer adopts a separate HRIS post-migration) recalculates from the employee's active start date.

W-4 federal filing status, federal allowances, state withholding allowances, and supplemental tax rates are per-employee Paylocity settings. These migrate to Crelate custom fields (federal_filing_status__c, federal_allowances__c, state_code__c, state_allowances__c) as historical election reference data. Crelate does not process payroll and does not use these values for tax calculation. They are migrated purely for record completeness and in case a downstream payroll system requires the election data at time of hire.

Documents stored in the Paylocity Employee Profile — offer letters, signed agreements, certifications, I-9 records — are migratable as binary file imports. We map file type, employee association, and document category to Crelate's file attachment model. PDF documents attach to the corresponding Crelate Candidate or Contact record. File naming conventions preserve the original Paylocity document name and category for audit continuity.

Paylocity allows custom employee properties to be created independently in the HR module and the Payroll module, and the same field name may exist with different data types across modules. We query both module-specific endpoints during discovery, reconcile the union of all custom fields, and map each to the corresponding Crelate custom field with explicit type casting. Text fields map to Crelate text fields, dropdowns map to Crelate dropdowns, dates map to Crelate date fields, and checkboxes map to Crelate checkbox fields. Where Paylocity uses a numeric custom field that Crelate represents as a text field, we apply explicit type casting and log a discrepancy note in the migration manifest.

Historical pay run records, tax withholding amounts, deduction line items, and retroactive pay adjustments have no place in Crelate's ATS data model. Crelate is not a payroll system and cannot store or display payroll history in any meaningful way. We do not migrate payroll history. We provide a written inventory of all payroll record types and their retention recommendations, and the customer's payroll administrator retains Paylocity access or exports payroll reports for compliance record-keeping.