Migrate from PrimePay to Crelate

PrimePay Employee records map to Crelate Contact records. Core fields (first name, last name, email, phone, address, employment type, hire date, termination date) migrate directly. The PrimePay employee ID becomes a custom field crelate_employee_id__c on the Contact for cross-reference. Active Employees map with status = Active; terminated Employees map with a status field and termination date preserved. Personal pronouns, emergency contacts, and dependent information are stored as structured notes or document attachments rather than native Contact fields.

PrimePay's Position records store job title, salary, job description, security permissions, and reporting lines independently from the Employee. We map Position.title to a job_history__c text area on the Contact record, with Position.start_date and Position.end_date preserved as effective-date pairs. For organizations with concurrent multiple positions per employee, we create one Contact with multiple job history entries sequenced by date. The most recent Position maps to the Contact's current job title field in Crelate. If Crelate Job Posting records are used, we optionally create a Job Posting linked to the Organization for each unique Position title to support requisition tracking.

PrimePay's org structure, departments, and cost centers map to Crelate Organization records. The hierarchical org chart from PrimePay replicates as parent-child Organization relationships in Crelate. Cost center codes migrate as a custom field on the Organization record. This mapping is resolved before any Employee or Contact import so that the Organization lookup is satisfied on Contact insert.

Payroll records (wages, deductions, taxes, garnishments, net pay per pay period) have no native ATS equivalent in Crelate. We extract the payroll history as a structured CSV or PDF per employee and attach it as a Note or Document to the corresponding Contact record in Crelate. For organizations that need payroll history queryable in Crelate, we offer a custom PayrollHistory__c object with fields (pay_period, gross_pay, net_pay, ytd_gross, ytd_net) created during Crelate configuration before migration. This requires Crelate Custom tier or equivalent access.

PTO accrual policies and live balance snapshots migrate as structured document attachments to the Contact record. Accrual rate, carryover rules, and the balance at migration date are extracted as a text summary. We do not replicate PTO workflow features (approval queues, accrual recalculation) because Crelate is an ATS, not an HRMS. The customer may configure Crelate tasks or custom fields for future PTO tracking if needed.

Benefit plan assignments, coverage tiers, and per-pay-period deduction amounts migrate as a current enrollment snapshot document attached to the Contact record. We do not replicate benefit plan administration, enrollment workflows, or carrier connections because these are HRMS-specific functions outside Crelate's scope.

Federal, state, and local withholding configurations (W-4 derived values) migrate as a structured note on the Contact record. These values are informational for future HRMS onboarding and do not function as active tax configurations in Crelate. We flag that these values are snapshots only and should be reverified during any future HRMS setup.

Employee documents (offer letters, contracts, tax forms W-4 and I-9) migrate as Document attachments to the Contact record in Crelate. We extract file content via the PrimePay SOW export where accessible and attach each document to the corresponding Contact. Document naming conventions follow the pattern LastName_FirstName_DocType_Year. Some document types may only be migratable as references or file names if the export format does not include full file content.

WC class codes, rates, and active claims migrate as structured notes attached to the Contact record. Historical claims migrate as a document summary. Active WC configuration at the org level (class code tables, rate schedules) migrates as an Organization-level document or custom Organization fields. Crelate has no native WC administration object; this is HRMS-specific data maintained for audit continuity.

Current timesheet data and leave balances migrate as structured notes or Crelate Task records on the Contact. Approval workflow states (approved, pending, rejected) do not transfer because Crelate is an ATS without time-off approval functionality. We migrate a summary snapshot of average hours worked and accrued leave as reference data.

Active onboarding task checklists and I-9 records migrate as Crelate Tasks on the Contact. Completed onboarding task history is noted as a completion record but the task objects themselves are not created as active ATS tasks since the onboarding phase has passed. We migrate a snapshot of the onboarding completion date and any outstanding action items as Crelate tasks for follow-up.

Effective-dated job title changes and compensation adjustments stored in PrimePay's time-relational structure extract as a chronological compensation series per employee. We collapse these into a structured text area on the Crelate Contact record showing title, effective date, and compensation at each change. For organizations requiring queryable compensation history, we create a custom CompensationHistory__c object with effective_date, title, salary, and bonus fields during Crelate configuration before migration. This is a scoping decision reviewed with the customer before migration begins.