Migrate from Sesame HR to Recruit CRM & ATS

Active and inactive employees migrate to Recruit CRM Candidate records with a custom boolean field hs_hr_employee__c set to true to distinguish HR-origin records from sourced candidates. Standard Candidate fields (first name, last name, email, phone, location) map 1:1 from Sesame HR Employee fields. We extract hire_date, department, job_title, and manager from Sesame HR and store them in Candidate custom fields candidate_hire_date__c, candidate_department__c, candidate_job_title__c, and candidate_manager__c. Employment status (active, terminated, on leave) maps to Candidate custom field candidate_employment_status__c. This mapping does not represent a full ATS-to-CRM conversion; it preserves the talent pool that may be tapped for future roles.

Sesame HR job postings and their associated candidates map to Recruit CRM Job records. Each Sesame HR vacancy becomes a Job with title, description, requirements, and status (open/closed/filled). We map Sesame HR's vacancy status to Recruit CRM Job status field: abierta maps to Open, cerrada maps to Closed, andcubierta maps to Filled. Active candidates per vacancy link to the Job via Recruit CRM's candidate_job association. If Sesame HR Starter tier is in use and more than 5 vacancies exist, we flag any hidden vacancies for manual extraction and plan upgrade or alternative sourcing.

Candidate application history in Sesame HR (stage changes, interview notes, offer status) maps to Recruit CRM Candidate records with stage history preserved in custom fields and candidate notes. Recruit CRM's pipeline stages (Applied, Screening, Interview, Offer, Hired, Rejected) are used as the destination stage model; we map Sesame HR's internal stage labels to these equivalents using a customer-approved mapping table defined during scoping.

Sesame HR allows custom tags and labels on employees and candidates. We extract all tags and map them to Recruit CRM Hotlist entries: each distinct tag becomes a Hotlist, and records carrying that tag are added to the corresponding Hotlist. Tag deduplication is applied during extraction so that identical labels do not create duplicate Hotlists in Recruit CRM.

Sesame HR custom fields on Employee and Candidate records map to Recruit CRM Custom Fields on the Candidate object. We read the full custom field schema during discovery, including field type (text, number, date, picklist, multi-select), required flag, and any validation rules. Picklist and multi-select fields require a value-mapping table agreed with the customer; we apply the mapping during the transform step before Recruit CRM insert. New Custom Fields are created in Recruit CRM via the Custom Field API before any Candidate records are imported.

Sesame HR Contract records (employment type, salary band, start/end dates) are extracted as a structured block and stored in Candidate custom fields on the corresponding migrated Employee record: contract_type__c, contract_start_date__c, contract_end_date__c, and contract_salary_band__c. These fields are informational in Recruit CRM and do not drive any native ATS logic; they are preserved for reference and audit purposes. If the customer requires a full HR system post-migration, contract data should be directed to a dedicated HRMS rather than overloading the ATS.

Sesame HR's organizational chart is a hierarchical manager-subordinate structure. We extract it as a flat list of manager_id and employee_id relationships. In Recruit CRM, the hiring manager, recruiter, and team lead for each Job are set as Recruit CRM User assignments on the Job record. We match Sesame HR department heads to Recruit CRM Users by email and flag any unmatched managers for the customer's admin to provision.

Time entries, shift schedules, absence records, PTO balances, and payroll preparation data have no native equivalent in Recruit CRM. Recruit CRM is an ATS and recruitment CRM, not an HRMS or payroll system. We export these records as structured CSV and JSON reference packages during the migration handoff. The customer directs these to their ongoing HRMS or payroll system separately. We document the field schema of each export so that the receiving system admin can build the import mapping.

Sesame HR contract data reports, personal data history, and employment data history are exported as PDF and CSV reference artifacts. These are included in the migration package as read-only documents attached to the corresponding Candidate record in Recruit CRM where the API supports file attachment, or delivered as a separate document package for the customer's records. We do not recreate them as live reporting objects in Recruit CRM.

Employee documents such as contracts, ID copies, and certificates are exported as binary files from Sesame HR. We attach them to the corresponding Candidate record in Recruit CRM via the Files API, preserving original filenames and file type. Files are associated with the Candidate record so that hiring managers and recruiters have access to pre-hire documentation within the ATS context. This is informational only; Recruit CRM does not have a native document management or compliance storage module.