Migrate from Payroll Automation to Recruit CRM & ATS

Employee records migrate to Recruit CRM Candidate. We extract name, email, phone, address, employment history, and any custom fields. The employee's most recent employer (from the payroll record) maps to a Recruit CRM Company record if it does not already exist. Active vs inactive employment status in the payroll system maps to Candidate status in Recruit CRM. Custom compensation fields (base salary, hourly rate, contract rate) migrate to custom Candidate fields for reference but do not drive Recruit CRM's native functionality.

The employer company stored in the payroll system (legal name, address, EIN, industry) migrates to Recruit CRM Company. If the payroll system stores client companies for staffing agencies (the companies where placed contractors work), those map to Recruit CRM Companies as the client-of-record. We use company name and EIN as the dedupe key during import.

Historical payroll runs do not map directly to Recruit CRM objects because Recruit CRM tracks placements (job assignments), not payroll runs. We extract the most recent payroll run per employee as a Placement record in Recruit CRM with placement start date, end date, job title, pay rate, and client company. Multiple payroll periods for the same contractor roll into a single Placement record to avoid inflating the placement history.

Wage rates, salary changes, bonus schedules, and equity compensation timelines migrate to Recruit CRM custom fields on Candidate (for candidate-sourced compensation) and Placement (for placement-billing compensation). We preserve the historical compensation timeline as a JSON payload attached to the record for reference. Recruit CRM does not natively calculate or display compensation history; custom fields serve as lookup tables for billing reconciliation.

Health insurance deduction codes, 401(k) contribution amounts, HSA/FSA deductions, and employer-match percentages are platform-specific benefit administration concepts that Recruit CRM does not support. We extract the most recent deduction configuration and attach it as a custom field block or PDF note on the Candidate record. Benefit deduction schedules, enrollment dates, and carrier information are documented separately for the customer's HR or benefits administrator to maintain outside Recruit CRM.

Federal, state, and local tax withholding records, year-to-date tax totals, and tax filing history cannot migrate into Recruit CRM's schema. We flag each employee with their last YTD federal income tax withholding, YTD Social Security, and YTD Medicare totals as a written record for the customer's payroll administrator to use when setting up tax withholding in the destination payroll system. W-2 prior-year data remains in the source payroll platform or the customer's tax records archive.

Child support orders, tax levies, and wage garnishment orders carry legal enforceability dates, dollar limits, and jurisdiction-specific rules that cannot be approximated or stored in Recruit CRM. We extract garnishment records with effective dates, limit amounts, and deduction percentages and deliver them as a written inventory to the customer's HR or legal administrator. The garnishment obligations must be re-established in the new payroll system before the first payroll run post-migration.

Accrued PTO, sick leave, and leave balances are platform-specific leave management concepts with no equivalent in Recruit CRM's ATS- CRM model. We extract current balance amounts and accrual rates as a written record for the customer's HR administrator. Leave management must continue in a dedicated HRMS or payroll platform post-migration.

Departments, cost centers, job titles, and reporting hierarchies from the payroll system migrate to Recruit CRM Company departments or Tag records. Job title mapping preserves the source job title and maps it to an equivalent Recruit CRM job category tag for pipeline filtering. Cost center data migrates to a custom field on the Placement record if billing is tied to cost center.

Communication history attached to employee records in the payroll system migrates to Recruit CRM Activity records linked to the corresponding Candidate. Call logs, email threads, and meeting notes preserve timestamps and content. If the source payroll system has no engagement activity, we document the absence. Recruit CRM's activity timeline links to Candidate and Company records for a complete record of recruiting interactions.