Migrate from Scout by Rebelware to Recruit CRM & ATS

Scout Jobs map to Recruit CRM Jobs as the parent container for all candidate activity. We map Job title, description, department, location, status (Open/Closed), and creation date. Recruit CRM Jobs support custom fields, multiple hiring pipelines, and job board posting. The job_board_posting flag and associated board names (LinkedIn, Indeed) are preserved as metadata on the Job record for re-configuration during cutover since OAuth tokens are not transferable between platforms.

Scout Candidates map directly to Recruit CRM Candidates. We map contact information (name, email, phone, address), work history, education, skills, and candidate status. Recruit CRM separates recruitment candidates (ATS layer) from CRM contacts and companies, but Candidates are the primary recruitment record. Custom properties on Scout Candidates require an explicit value-mapping table against Recruit CRM's custom field schema, which we build during scoping before any records move.

Scout Applications link Candidates to Jobs and carry Pipeline Stage data with transition timestamps. Recruit CRM represents this as a Candidate record associated with a Job through the pipeline stage system. We map stage history (stage name, entry date, transition date) and any application status fields. The pipeline stage mapping is the most critical part of this object because Scout allows organizations to define their own stage names and counts, which may not align with Recruit CRM's default or configured stage names.

Scout uses a configurable pipeline with named stages such as Applied, Screening, Interview, Offer, and Hired, but the names and counts vary by Scout organization configuration. We request a screenshot of the current Scout pipeline configuration during scoping, then build an explicit stage-mapping table against Recruit CRM's stage schema before any candidate records are migrated. Records that land in a non-mapped stage are placed in a default bucket (typically 'Applied') and flagged for admin review.

Scout Interview Notes are free-text records attached to Candidates by individual interviewers. We extract the note content, author (Scout user), and timestamp. Recruit CRM supports structured notes and activity log entries. We map the note content as a Recruit CRM activity note entry linked to the Candidate, preserving author and date. If Recruit CRM is configured with mandatory rating fields on interviews, any Scout notes without a corresponding rating value are placed in a free-text note with a flag for admin review.

Scout Candidate Ratings are numerical scores assigned by interviewers or the hiring team. We preserve numeric ratings and their associated user assignments (author, date, score). Recruit CRM uses a rating system on candidate evaluations. Where the destination does not have a native rating field, we map the rating to a custom numeric field on the Candidate record. We flag any Scout ratings that fall outside Recruit CRM's allowed rating range for admin resolution.

Scout User records include name, email, role designation, and permission scope. We map Users to Recruit CRM Users, matching by email as the dedupe key. Scout role names and permission structures differ from Recruit CRM's role-based access system. We map Scout role names to the nearest Recruit CRM equivalent (Admin, Recruiter, Hiring Manager, Read-only) and flag any Scout roles with permissions that do not map cleanly for admin confirmation. Recruit CRM's Business tier includes custom roles and teams, which is required if the Scout org uses non-standard role names.

Scout integrates with LinkedIn, Indeed, and other major job boards for posting and resume sourcing. OAuth tokens used by Scout for these integrations are scoped to Scout's application and are not transferable to Recruit CRM. We preserve the job board integration configuration as metadata (board name, account email, posting frequency, active/inactive status) in a reference table so the customer knows which boards were connected. Re-authentication with each job board is required on Recruit CRM. We document this step explicitly in the migration cutover checklist.

Scout generates performance reporting on job openings and applicant pipeline metrics. We extract report metadata and summary data (job-level metrics, pipeline conversion rates, time-to-hire). Recruit CRM's reporting structure differs from Scout's, so we map report categories to the closest Recruit CRM report type (pipeline reports, sourcing reports, team performance). Dashboard rebuild is out of scope; we deliver a written report inventory with field-level mapping for the customer's admin to configure in Recruit CRM's reporting module.

Scout supports custom fields on Candidates and Applications. We map custom field definitions (field name, type, required flag) and values (per record). Recruit CRM has its own custom field schema that requires explicit mapping for each Scout custom field. We build a custom field mapping table during scoping that pairs each Scout field (by API name or label) to the corresponding Recruit CRM field or custom field. Fields with no direct equivalent in Recruit CRM are flagged for admin decision: create a matching custom field, drop the field, or merge into an existing field.