Migrate from Roubler to Recruit CRM & ATS

Roubler Employee records map to Recruit CRM Candidate records. Core fields (first name, last name, email, phone, employment type, start date, position assignment) migrate as typed Candidate fields. Contact details that are incomplete or missing in Roubler are flagged in the reconciliation report for the customer to enrich before final import. The candidate status in Recruit CRM is set to Active if the employee is currently active in Roubler, or to a historical status if terminated, since Recruit CRM's candidate lifecycle does not natively encode employment termination.

Roubler Positions define roles with FTE values and task allocations. Since Recruit CRM does not have a separate Position object, we migrate the position title and FTE value into custom fields on the Candidate record. If the customer requires position-level reporting in Recruit CRM, we recommend using Candidate Tags or a custom picklist field populated from the Roubler Position list.

Leave entitlements, accrual history, and current balances migrate as structured custom fields on the Candidate record. Each leave type (annual, sick, parental) becomes a separate custom field with the current balance and effective date. We flag that Recruit CRM does not have a native leave management engine, so these values are informational only and will not trigger alerts or approvals in the destination system. Leave rules and award-based entitlement logic from Roubler do not migrate.

Full roster and shift history (time, location, assigned employee) migrates as a structured JSON payload stored in a custom long-text field on the Candidate record, since Recruit CRM does not have a native Roster or Shift object. Each shift record includes date, start time, end time, location, and the original Roubler shift type. We recommend the customer review and optionally import shift history into a separate scheduling tool post-migration if rostering is a core operational need.

Timesheet records linked to rostered shifts and clock-in/out events migrate as a summary custom field. For each pay period, we store hours worked, overtime hours, and the pay period end date. Timesheets linked to locked payroll runs are flagged with a warning since write-locked runs cannot be modified in Roubler. Recruit CRM has no native timesheet or clock-in object, so this data is stored as structured text for reference.

Payroll run summaries (gross/net amounts, run date, pay period) migrate as read-only reference fields on the Candidate record. Full payroll detail (deductions, tax, superannuation) is not migrated because Recruit CRM has no payroll object and these records contain sensitive financial data that may require redaction. We recommend the customer retains payroll run archives in Roubler or exports them to a dedicated payroll storage system before cutover.

Onboarding workflow state (completed steps, pending tasks, document collection status) migrates as a structured custom field on the Candidate record. In-progress tasks that were not complete at migration time are flagged as incomplete since Recruit CRM does not have a native onboarding workflow engine. We recommend the customer rebuilds onboarding task checklists in Recruit CRM's candidate management workflow after migration.

Roubler custom fields on Employee and Position objects migrate as custom fields on the Candidate object in Recruit CRM. Field names are preserved and mapped by type (text to text, number to number, date to date, picklist to picklist). Any picklist values in Roubler that do not match Recruit CRM's allowed values are flagged in the mapping report for the customer to resolve before import.

Roubler integration configuration (webhook URLs, credential references, mapping rules for Xero, MYOB, and POS systems) is not exportable via the public API. These integrations must be reconfigured from scratch in Recruit CRM or replaced with alternative integrations. We document the full list of active Roubler integrations during discovery and deliver a written integration reconstruction guide as part of the migration handoff.

Employee documents (contracts, certifications, IDs, compliance records) attached in Roubler are not accessible via the documented API. We alert the customer during discovery so they can export these manually through Roubler's UI or via a separate screen-capture process before the migration window closes. We do not migrate binary file attachments automatically.