Migrate from SmartRecruiters to Recruit CRM & ATS

SmartRecruiters Posting (UUID, refNumber, location, department, function, experienceLevel, typeOfEmployment) maps to Recruit CRM Job. Each Posting is a standalone top-level object in SmartRecruiters; Recruit CRM consolidates job and client under one Job record with client linkage fields. We extract postings via the Job API with pagination, resolve department ID to label during transform, and preserve the original refNumber in a custom or notes field for audit traceability.

SmartRecruiters Candidate records (firstName, lastName, email required; tags, social links, candidate history, attachments) map directly to Recruit CRM Candidate. We extract via the Candidate API, deduplicate by email at migration time (a candidate appearing under multiple postings lands as one Recruit CRM Candidate), and preserve tags as custom fields or notes. Social profile URLs migrate as text fields against the candidate record.

SmartRecruiters Application links a Candidate to a Posting and tracks pipeline stage progression. A candidate with applications to multiple postings becomes a single Recruit CRM Candidate with multiple pipeline entries linked to the corresponding Job records. Pipeline stages from SmartRecruiters (New, Screening, Interview, Offer, Hired, Rejected) map to Recruit CRM candidate status values, though stage naming conventions differ between platforms and we configure the mapping during schema design.

SmartRecruiters custom fields are organization-scoped with a fieldId/valueId/valueLabel structure returned only via the /configuration endpoint at runtime. We run a mandatory pre-migration discovery pass enumerating every custom field and its permitted values before any value-level mapping begins. These then configure as equivalent custom fields or picklist values in Recruit CRM. Skipping this step leads to silent value loss when unmapped custom fields are dropped at import time.

SmartRecruiters Users (recruiters, hiring managers, admins) map to Recruit CRM Users by email match. User IDs and role assignments must be mapped to corresponding owner records in Recruit CRM so that hiring team assignments and activity ownership resolve correctly post-migration. We reconcile any SmartRecruiters user without a matching Recruit CRM account against a provisioning queue for the customer's admin.

SmartRecruiters Departments are referenced by ID and label on Job Postings and include a description field. Recruit CRM represents organizational structure differently depending on whether departments are modeled as internal org units or as client/company groupings. We preserve the department hierarchy so that migrated job postings land in the correct department context and maintain reporting lineage for any migrated analytics.

SmartRecruiters Hiring Teams are assigned per job and include user IDs with roles (HIRING_MANAGER, INTERVIEW_TEAM, RECRUITER, COORDINATOR). We map these role assignments to the corresponding Recruit CRM User linked to the Job. Note that Recruit CRM does not natively replicate SmartRecruiters role-based hiring team visibility granularity; we document the full role matrix during discovery and flag where Recruit CRM collapses multiple roles into a single assignment.

SmartRecruiters Scorecards capture structured evaluation data for candidates post-interview but are not returned by a dedicated standalone endpoint; they are embedded within candidate and evaluation records. We extract scorecard content as structured notes attached to the candidate record in Recruit CRM, preserving evaluator name, scoring dimensions, and overall disposition as free-text activity entries.

Interview data includes scheduling information, interviewer assignments, and outcome notes. We map interview dates, interviewer names, and overall dispositions to Recruit CRM Activity records linked to the candidate. When Recruit CRM does not have a native interview schedule sub-object, we attach interview details as structured activity notes with a standardized date, interviewer, and outcome format.

Offer records include compensation details, status, and candidate linkage exposed through the SmartRecruiters candidate response structure. We migrate offer status and compensation details as structured notes or custom fields on the Recruit CRM Candidate record. If the organization uses placement records in Recruit CRM, offer data migrates to the placement with status progression (Pending, Accepted, Declined) mapped to Recruit CRM placement status values.

Candidate attachments (resumes, cover letters, portfolio files) are accepted on application submission and stored against the SmartRecruiters candidate profile. We migrate file references and re-attach original files to the corresponding Recruit CRM candidate record. Large attachment sets (over 1,000 files per migration batch) require chunked file ingestion with filename deduplication against existing candidate documents.