Migrate from Smart Hire to Crelate

Smart Hire candidate records map to Crelate Contact records. The primary contact fields (name, email, phone, address) migrate directly. We preserve Smart Hire's candidate status, source channel, and any tags as Crelate Tags attached to the Contact. Custom candidate properties migrate to Crelate custom Contact fields, with type coercion applied during the profiling phase if a property exported as a free-text string but represents a date, number, or boolean.

Smart Hire job openings map to Crelate Job records. The Job Name (title), department, location, and status migrate directly. We extract the full Smart Hire pipeline stage configuration and remap stage names to Crelate's recruiting workflow stages, which the customer configures in Settings | Workflows. The job's owner in Smart Hire resolves to the corresponding Crelate User by email match.

Smart Hire stores the association between a candidate and a job opening as a foreign key ID embedded in separate CSV files. When the export splits candidate records and job records across files, we reconstruct the application relationship by matching candidate IDs to application records and attaching each candidate to the correct Job in Crelate. We run a reconciliation step confirming every migrated candidate is linked to at least one Job before closing the migration.

Smart Hire screening sessions are linked records connecting a candidate to an assessment round. In Crelate, screening session data migrates to Activity records using a custom Activity Form that mirrors the screening session schema. We configure the field mappings so that each screening question response maps to a dedicated field on the Activity record, and the Activity links to the corresponding Contact and Job in Crelate. Session dates and statuses carry forward as Activity date and completion status.

Psychometric scores in Smart Hire use an internal scale format not standardized against external benchmarks. Raw scores, percentile ranks, and competency scores do not have a native equivalent in Crelate's standard schema. We create custom Contact fields (text and number types) for each assessment dimension identified during profiling, normalize the score values into a consistent scale, and load them as custom field values on the Contact record. We flag any truncated or improperly formatted scores for manual review before the production migration.

Smart Hire resumes and supporting documents export as downloadable files linked to candidate records. We export these as binary assets, create corresponding ContentDocument records in Crelate, and attach them to the relevant Contact record via ContentDocumentLink. Document categorization (resume, cover letter, portfolio) is preserved as a ContentVersion description or tag field.

Smart Hire user accounts with role assignments export from the admin dashboard. We map each Smart Hire owner to a Crelate User record by email address. Role terminology differs: Smart Hire uses role-based permissions while Crelate uses User Roles configured in Settings | Advanced Settings | User Roles. We document the role mapping during discovery and the customer admin confirms role assignment before the User records are provisioned in Crelate.

Smart Hire stages (Applied, Screening, Interview, Offer, Hired) are stored per job opening. We extract the complete stage configuration and remap it to Crelate's recruiting workflow stages, which the customer defines in Settings | Workflows. Stage ordering, probability (if used), and any custom stage names migrate as part of the workflow configuration. We recommend mapping during discovery so the workflow structure is ready before candidate records load.

Smart Hire custom fields on candidate records export as key-value string pairs. During profiling, we detect the intended data type of each custom property (date, number, boolean, picklist) and create the corresponding custom Contact field in Crelate before migration. Type coercion rules handle free-text fields that represent typed values. Deleted or archived option values in picklist-type custom fields are flagged for manual review.

Smart Hire custom fields on job opening records follow the same type-detection and coercion process as candidate custom properties. We create matching Job custom fields in Crelate during schema setup, apply type coercion during the transform phase, and flag any orphaned picklist values. Job custom fields load after the Job records are created to satisfy any dependencies.

If Smart Hire exports company records or if company data is embedded in candidate records, we map these to Crelate Company records. The Company Name becomes the primary field. Website, industry, and size data migrate to standard Company fields. Company records are created before Contact records so that the Company lookup is satisfied at the moment of Contact insert.

Smart Hire uses tags and labels to categorize candidates and jobs. Tags migrate to Crelate Tags, which are organized by category. The tags object in Crelate's API uses category names as keys, with the Default category specified by the Default key. We parse the Smart Hire tag set, create the corresponding Crelate tag categories during migration, and attach all tags to their parent records via the Tags object on each record.