Migrate from Scout Talent Software to Crelate

Scout Talent Candidate records map to Crelate Contact as the primary candidate record. Core fields migrate directly: name, email, phone, current role, and employer. Screening question responses migrate to pre-created Crelate custom fields on Contact (Text, Numeric, or Picklist type depending on answer format). Status tags from Scout Talent (contacted, shortlisted, rejected) map to Crelate Contact Status values. Attached resume files migrate as Document records linked to the Contact via ContentDocumentLink. Any Scout Talent entity permissions are documented for the customer to apply via Crelate user roles post-migration.

Scout Talent Vacancy records map to Crelate Job records. Vacancy title, description, status (open/closed/draft), assigned hiring manager, and opening date migrate directly. Scout Talent's vacancy pipeline stages map to Crelate Job pipeline stages via a stage-by-stage configuration before import. Vacancies in draft or archived status migrate with their status preserved. The hiring manager assignment resolves by matching the Scout Talent user email to a Crelate User record during the migration.

Scout Talent Application records (linking a Candidate to a Vacancy at a point in time) map to Crelate as a combination of Contact record activity and a Job sub-record. The application date, stage in the Scout Talent workflow, and any application notes migrate as Activity records attached to the Contact with a WhatId pointing to the corresponding Job. Interview event data linked to the Application migrates as separate interview activity records (see Interview Events mapping). Applications from vacancies that were closed or filled in Scout Talent migrate as inactive or historical records in Crelate.

Scout Talent Talent Pools are long-term candidate pipelines and expression-of-interest records. Each pool maps to a Crelate Contact with a talent_pool tag and a passive status label indicating long-term sourcing relationship rather than active application. Pool membership (which candidates are in which pool) migrates as a tag-based membership record in Crelate. Customers who used Talent Pools heavily should confirm the pool-to-tag strategy during scoping because Crelate does not have a native pool object.

Scout Talent user records (name, email, role, and entity permissions) map to Crelate User accounts. Role-based permission sets from Scout Talent's entity model map to Crelate user roles and access levels. Users who no longer exist in Scout Talent but are referenced on historical records are set as inactive Users in Crelate to preserve the attribution. User provisioning is validated against Crelate's user limit per plan before migration begins.

Scout Talent's Entity model segments candidates, vacancies, and templates by organisational unit with permission gating. Crelate has no native Entity equivalent; access is controlled at the user and team level. We export the full entity hierarchy and entity-record associations, then document a recommended Crelate permission structure (Teams, User Roles, and record-sharing rules) for the customer's admin to configure post-migration. This is a configuration handoff, not a direct data migration, because Crelate's permission model operates differently.

Scout Talent stores branded email templates at global and entity-scoped levels. Crelate has an Email Templates feature under the Communication Tools section. We export template content, subject lines, and association metadata as a documented reference set. Template content does not migrate as reusable Crelate objects because template format and variable syntax differ between platforms. We deliver a written template inventory with full HTML content and merge-field mappings for the customer's admin to recreate in Crelate's template editor.

Scout Talent's vacancy-specific screening questions (free-text, multiple-choice, numeric rating, file upload) have no native equivalent in Crelate's standard object model. We export each question with its answer format and responses, then map them to Crelate custom fields pre-created on the Contact record before import. Vacancies with fewer than 10 screening questions can be fully automated. Vacancies with more than 20 screening questions require manual custom field pre-creation in Crelate before the automated import phase can proceed, which extends the timeline.

Scout Talent interview scheduling records (date, time, interviewer, outcome notes) migrate as Activity records in Crelate. We normalise all interview datetime values to UTC during extraction to compensate for Scout Talent's known Outlook calendar sync timezone corruption documented in G2 reviews. Any records where timezone data is missing or obviously incorrect are flagged in a pre-migration report for the customer's verification. The original raw datetime value is preserved in a notes field alongside the normalised value.

Resume files, cover letters, assessment documents, and offer letters export as binary blobs from Scout Talent. We map each attachment to the corresponding Contact record in Crelate via the Document feature. All standard document types (PDF, DOCX, DOC, RTF) migrate as downloadable Crelate Documents linked to the Contact. We flag any attachments in proprietary or uncommon file formats that Crelate's document viewer may not render, prompting the customer to verify post-migration.

Scout Talent stores branded careers portal content, job ad imagery, and email template branding assets. We export these as packaged file sets (logos, banner images, portal CSS exports). Crelate's Branded Job Portal and Custom CSS features require manual re-upload and re-configuration. We deliver a structured asset inventory listing every careers portal image, logo, and colour scheme with its Scout Talent location, for the customer's admin to re-apply in Crelate's portal builder.

Scout Talent status labels (e.g. contacted, interview booked, offer extended, rejected) and tags are simple key-value taxonomy records. We export the full taxonomy and remap each Scout Talent status name to an equivalent Crelate Contact Status value. Where no direct equivalent exists, we create a custom Contact Status value. Tag usage for candidate segmentation migrates to Crelate's tagging feature. Status-based workflow triggers in Scout Talent do not migrate and are documented in the automation inventory for rebuild in Crelate.