Migrate from Paylocity to Recruit CRM & ATS

Active job postings and requisitions from Paylocity's recruiting module map to Recruit CRM Job records. Each Job in Recruit CRM holds the job title, description, location, employment type, and department. We map Paylocity's job status (Open, On Hold, Filled, Cancelled) to Recruit CRM's job stage pipeline. Job postings with multiple openings map to the Recruit CRM vacancy count field. Paylocity's job board distribution settings (Indeed, LinkedIn, internal job board) are logged as tags or integration notes in Recruit CRM because Recruit CRM manages its own job distribution integrations independently.

Applicants in Paylocity's recruiting module map to Candidate records in Recruit CRM. The mapping preserves first name, last name, email address, phone number, current company, current title, LinkedIn profile URL, source (referral, job board, direct apply), and application date. Paylocity's candidate rating and旗 tags map to Recruit CRM's rating and tags fields. Resume files attached to Paylocity applications migrate as document attachments linked to the corresponding Recruit CRM Candidate record.

Paylocity's application stages (Application Received, Phone Screen, Interview, Offer, Hired, Rejected) map to Recruit CRM's pipeline stages on the candidate record. The stage transition dates migrate as activity timestamps. Candidates who progressed through multiple stages retain the full stage history as notes or activity entries in Recruit CRM. We do not migrate Paylocity's approval workflow configurations for offer stages because these are configurable in Recruit CRM's pipeline settings.

Paylocity Employee records (biographical data, compensation, benefits enrollment, tax withholding, time-off balance) have no equivalent object in Recruit CRM. Recruit CRM is a recruitment platform, not an HRIS or payroll system. It has no schema for pay rates, benefit elections, federal or state tax withholding, accrued leave balances, or employment status changes. We explicitly exclude these records from the migration scope and note that ongoing HR data management must remain in Paylocity (or a separate HRIS if the organization also migrates away from Paylocity). The only exception is the candidate's employment status as of the application date, which migrates as part of the Candidate record.

Historical pay run records, gross pay, net pay, tax withholdings, and deduction line items from Paylocity have no destination in Recruit CRM. Recruit CRM has no payroll, compensation, or financial ledger objects. We do not migrate payroll history as reference records because it has no functional use within a recruitment CRM. Organizations that need to retain payroll history should export it as a PDF or spreadsheet archive before migration and store it outside Recruit CRM.

If the Paylocity tenant includes client company records in the recruiting or billing context (for staffing agencies using Paylocity's billing module), these map to Recruit CRM Client records. The mapping preserves company name, industry, website, address, and primary contact name. Recruit CRM's Client object is the parent entity for candidate placements and billing. We detect whether client records exist in Paylocity during discovery and include them only if the customer confirms a staffing or agency billing context.

Contact records associated with clients or hiring managers in Paylocity's recruiting module map to Recruit CRM Contact records. The mapping preserves name, email, phone, title, company association, and notes. Paylocity's internal employee contacts are not migrated unless they are also recorded as external hiring manager contacts in the recruiting context. Recruit CRM Contact records are distinct from Candidate records and are used for client relationship management alongside placements.

Successful hires recorded in Paylocity's recruiting module map to Recruit CRM Placement records. The mapping includes candidate reference, client reference, job reference, start date, placement fee, and commission structure. Recruit CRM's Placement object links directly to the Client and Job records and drives the billing and commission workflow in Recruit CRM. We do not migrate placement data that conflicts with the organization's payroll context in Paylocity.

Candidate communications logged in Paylocity (emails sent/received through the recruiting module, call logs, interview notes, scheduling entries) migrate to Recruit CRM Activity records linked to the corresponding Candidate and Job. Email content migrates as Recruit CRM's email activity with sender, recipient, timestamp, and body preserved. Call duration and disposition migrate as call activity records. We do not migrate engagement records from Paylocity's HR module (employee communications) because those have no candidate context in Recruit CRM.

Custom candidate properties in Paylocity's recruiting module (source tagging, background check status, security clearance level, skills taxonomy, pay rate expectations) map to Recruit CRM's custom fields on the Candidate record. Paylocity allows custom properties to be created independently in the HR module and Payroll module, so a property defined in the payroll context may not appear in the recruiting module's API response. We query both module-specific endpoints during discovery and reconcile the union of all custom fields before migration. Where field names overlap but data types differ, we apply explicit type casting and log a discrepancy note in the migration manifest.

Paylocity users assigned as recruiters, hiring managers, or approvers in the recruiting module map to Recruit CRM User accounts. We resolve owners by email match. Any Paylocity user without a matching Recruit CRM User is held in a reconciliation queue for the customer's admin to provision before record import resumes. Inactive Paylocity users who still own historical records are mapped to inactive Recruit CRM users with the Owner field preserved for audit.