Migrate from SumTotal to Crelate

SumTotal learner records map to Crelate candidate profiles. We extract the primary fields (name, email, phone, location, department, job title) and preserve them as standard Crelate candidate fields. Custom profile fields defined in SumTotal (for example, certifications held, clearance level, or employment type) map to Crelate custom fields on the candidate record. Active status in SumTotal maps to Candidate status in Crelate; inactive and suspended learners are loaded as inactive candidates with a custom field sumtotal_original_status__c set for reconciliation. We resolve duplicate candidates by email address during import and flag any matches for admin review.

Former employees in SumTotal who may need to be re-recruited (rehired, boomerang employees) are loaded into Crelate as inactive candidates. The original hire date and termination date are stored as custom fields since Crelate's candidate model does not have native hire date fields. Any compliance certifications that remain valid post-termination are preserved so that rehired employees do not need to re-complete expired requirements. Records that are fully terminated with no rehire intent are excluded based on the scoping agreement.

SumTotal course records are not direct Crelate objects. We extract course metadata (course name, description, duration, category, metadata fields) and map course completions to Crelate skill entries on the corresponding candidate record. The course category taxonomy from SumTotal becomes a Crelate tag taxonomy that is searchable within Crelate's full-text and Boolean search. If the customer has a curriculum-based certification program, the curriculum name maps to a custom Skill Grouping field in Crelate so that related courses appear as a coherent skills cluster.

SumTotal curricula bundle multiple courses into structured learning paths with ordering and deadline configurations. We export the curriculum-to-course associations and preserve the ordering as a Crelate custom field set (for example, curriculum_name__c, curriculum_order__c, curriculum_deadline__c) attached to each skill entry on the candidate record. The curriculum itself does not have a direct Crelate equivalent; the grouping is reconstructed through the tag and custom field structure. Curriculum-level deadline configurations do not migrate as automation rules; they are documented as manual reminders for the customer's talent team.

Training completions in SumTotal carry completion dates, scores, credit flags, and expiry dates. Crelate has no native training history object, so we store this data in two ways: completion date, score, and expiry date as custom fields on the Crelate candidate record (sumtotal_course_name__c, sumtotal_completion_date__c, sumtotal_expiry_date__c), and the full training transcript as a PDF attachment linked to the candidate via ContentDocumentLink. We validate completion timestamps against SumTotal backend records rather than mobile-flagged completions, since multiple reviewers report that mobile completion credits do not reliably propagate to the SumTotal backend.

Compliance certifications in SumTotal have expiry dates, renewal rules, and audit-trail metadata tied to regulatory contexts. We extract certification name, issue date, expiry date, issuing body, and certification number as custom fields on the Crelate candidate record. For certifications with renewal automation configured in SumTotal, we create a Crelate Activity record (type=Reminder) with the renewal date and a note referencing the SumTotal renewal rule so that the customer's admin can configure a Crelate workflow or calendar reminder. The renewal automation logic itself is not migratable and must be rebuilt in Crelate manually or through Crelate's professional services.

Performance Goals are part of SumTotal's talent management module, which is gated behind enterprise tier licensing. We scope the export based on confirmed module availability during discovery. Where goals exist, we extract goal name, description, due date, status, and rating as Crelate custom fields on the candidate record, or as a linked Activity note. The goal hierarchy and alignment relationships that exist in SumTotal do not have a Crelate equivalent and are documented as-is for the customer's admin to reassign if relevant to the recruiting process.

SumTotal performance reviews include 360-degree feedback, ratings, and reviewer assignments structured around organization-specific review templates. These are complex nested objects that vary significantly by organization. We extract review metadata (review period, overall rating, reviewer names, submission status) as Crelate custom fields, and attach the full review PDF as a candidate attachment. Review templates and scoring rubrics are documented separately for the customer's admin to configure in Crelate forms if they intend to run performance-based candidate evaluations.

SumTotal organizational units or affiliated organizations stored as companies in SumTotal map to Crelate Organizations. The organization name, address, and any associated custom fields migrate directly. Crelate Organizations are used to associate Candidates with their most recent or preferred employer, and to manage client relationships for staffing firms. We use organization name as the dedupe key during import.

SumTotal users with administrative roles map to Crelate Users who can administer the ATS. We extract user email, name, and role designation from SumTotal and create Crelate User invitations. SumTotal's role-based access control (RBAC) and permission sets do not have a direct Crelate equivalent; Crelate's team permission model is scoped differently and requires manual configuration by the customer's admin post-migration. We provide a written inventory of each SumTotal user's role and access scope for reference during Crelate permission setup.

SumTotal custom field definitions (field name, type, required flag, validation rule, picklist values) are captured during discovery and recreated in Crelate as custom fields of the corresponding type. Crelate's supported custom field types include text, number, date, dropdown, checkbox, and currency. Custom field types that are not natively supported in Crelate (for example, SumTotal-specific complex validation rules) are recreated as text fields with documented input format so that the customer's admin can enforce validation manually or through a Crelate form. The full custom field schema is deployed before any candidate records are imported.

SumTotal learner assignment rules, deadline escalation workflows, and notification triggers are automation configuration objects, not data records. The REST API exports learner data and course records but does not export automation rules. We document every active SumTotal workflow with its trigger, conditions, actions, and schedule, and deliver this as a written workflow inventory. The customer's Crelate admin uses this document to configure equivalent reminders, notifications, or Crelate Business Development Workflows (available at Business Plus tier). We do not rebuild SumTotal workflows as Crelate automations inside the migration scope; that work is a separate engagement or internal admin task.