Migrate from Smart Hire to Recruit CRM & ATS

Smart Hire candidate records include contact details, work history, application status, and linked screening sessions. We normalize these into Recruit CRM Contact records, mapping the primary email address as the dedupe key. If the candidate has multiple screening sessions across different job openings, we attach each session as a candidate activity or note linked to the Contact. Smart Hire custom fields on candidate records map to Recruit CRM custom fields, with type-coercion applied during the staging phase for any fields exported as untyped strings.

Smart Hire job openings contain title, department, location, and pipeline stage. We map these to Recruit CRM Job records. The pipeline stage vocabulary from Smart Hire (Applied, Screening, Interview, Offer, Hired) remaps to Recruit CRM's job status stages, which the customer's admin configures before migration. Job openings without an assigned pipeline in Smart Hire default to the first stage in the Recruit CRM job workflow.

Smart Hire stores screening sessions as separate linked records that connect a candidate to a specific assessment round. Each screening session becomes an activity record or interview record attached to the corresponding Recruit CRM Contact. If Recruit CRM supports a dedicated interview or evaluation object, we map sessions to that; otherwise, sessions attach as notes with timestamps and session metadata preserved from the Smart Hire session record.

Assessment scores and percentile rankings from Smart Hire are stored in the platform's internal scale format, which is not standardized against external benchmarks. We extract raw scores, competency scores, and percentile ranks during profiling, then normalize them against a scale defined during scoping. The normalized scores land in Recruit CRM's candidate scoring fields or custom numeric fields. Assessment type and test name map to a text field for reference. If the customer's Recruit CRM account uses a third-party assessment integration, we flag the scores for re-ingest through that integration rather than storing them as static values.

Smart Hire custom fields on candidate and job records export as key-value pairs that may be untyped in CSV output. We detect type mismatches during profiling (a date stored as text, a number stored as free text) and apply coercion rules before inserting into Recruit CRM. Custom field names map directly to Recruit CRM custom fields, with spaces normalized to underscores in the API name. If a custom field references a deleted or archived Smart Hire option value, we flag it for manual review and preserve the original value as a text fallback.

Resumes and supporting documents linked to Smart Hire candidate records are exported as binary assets. We attach them to the corresponding Recruit CRM Contact record using the file upload endpoint, preserving the original filename and MIME type. Documents that are not resumes (certificates, portfolio samples) attach as general file uploads to the Contact record with the original file type maintained.

Smart Hire user accounts for hiring managers and recruiters export with role assignments. We map user identity to Recruit CRM's Team Member or user records by matching on email address. Role terminology differs between platforms, so we preserve the original Smart Hire role name in a custom field on the Recruit CRM user record for the admin to reassign during onboarding.

Smart Hire stages (Applied, Screening, Interview, Offer, Hired) are extracted as the full stage configuration per job opening. We remap stage names and ordering to match Recruit CRM's job status vocabulary, which the customer's admin configures at the start of the project. Stage probability percentages from Smart Hire transfer to a custom field on the job record if Recruit CRM supports percentage tracking at the job level.

If Smart Hire stores client or company records separate from candidate records, these map to Recruit CRM Client or Company records. We use the company name as the dedupe key and map industry, website, and contact fields to the equivalent Recruit CRM fields. Client records without a company name default to a placeholder value and are flagged for the admin to complete post-migration.

Smart Hire talent pools built for future openings map to Recruit CRM Lists or Tags attached to Contact records. Pool membership is reconstructed by matching candidate IDs against the pool membership records exported from Smart Hire. Each pool becomes a Recruit CRM List with all associated candidates added as members.