Migrate from SumTotal to Recruit CRM & ATS

SumTotal Learner records are the primary migration object into Recruit CRM Candidate records. The mapping uses email as the dedupe key. First name, last name, and email map directly. Custom fields on the Learner profile (such as department, location, manager, or custom hire-date fields) map to Recruit CRM custom fields on Candidate where the field type is compatible. SumTotal user status (active, inactive, suspended) maps to Candidate active/inactive flags, with suspended users flagged separately for customer review before activation. This is a 1:1 field-level mapping with custom field extension support.

SumTotal Companies (organisational units or client structures stored within the HRMS) map to Recruit CRM Client records if present in the source tenant. Not all SumTotal deployments use the Company object. We confirm Company object presence during scoping. Company name, domain, and primary contact fields map to Client name, website, and primary contact respectively. If SumTotal Companies reference the Learner object via manager relationships, those references cannot map to Recruit CRM's candidate model and are flagged as non-migratable relationships.

SumTotal Courses are LMS objects with no equivalent in Recruit CRM's ATS and recruitment CRM model. Recruit CRM does not maintain a course catalog, training catalog, or learning content repository. We export Course records as a structured CSV and JSON package for the customer's records but do not import them into Recruit CRM. This is disclosed upfront during scoping and reflected in the migration contract scope.

SumTotal Curricula bundle courses into structured learning paths with ordering and deadline configurations. Recruit CRM has no learning path or curriculum object. We export Curriculum-to-Course associations as a relationship table in the deliverables package. If the customer needs to preserve which learners were assigned which curricula, we can export that assignment history as a Candidate note or custom field attachment in Recruit CRM as a workaround.

SumTotal Training Records (transcripts) carry completion dates, scores, and credit flags tied to Learner and Course IDs. Since Recruit CRM has no course object, training completion records cannot be stored as structured records. We export the full transcript history and attach it as a structured document (CSV) to the Candidate record, or we extract the last completion date and key certification fields into Candidate custom fields if the customer wants at-a-glance visibility without opening an attachment.

Compliance Certifications in SumTotal carry expiry dates, renewal rules, and audit-trail metadata tied to regulatory contexts (OSHA, GDPR, FINRA, industry-specific mandates). Recruit CRM does not have a compliance certification object or expiry tracking for candidate credentials. We export certification records as a structured data package. If the customer's recruiting workflow requires visibility into candidate certifications, we can store certification name, expiry date, and status as custom fields on the Candidate record as a partial workaround.

Performance Goals are part of SumTotal's talent management module and are gated behind enterprise-tier licensing. Recruit CRM is a recruitment ATS and does not include goal management or performance review functionality. We confirm module availability during scoping (tenants on base LMS tier cannot export Goals). Goals that exist are exported as a structured data package for the customer's HR or operations team to retain outside of Recruit CRM.

Performance Review records include 360-degree feedback, ratings, and reviewer assignments stored as complex nested structures varying by organisation-specific templates. Recruit CRM has no performance review object. We extract raw review data and deliver it as a structured export. Review metadata (reviewer name, review period, overall rating) can be attached as a note to the Candidate record if the customer wants historical performance context preserved within the ATS.

ILT Sessions in SumTotal include session metadata, registrations, attendance records, and venue associations. Recruit CRM does not have a training session or scheduling object beyond its candidate interview and meeting scheduling features. Attendance records and room/venue data do not migrate. We export session and registration data as a structured package for the customer's records.

SumTotal allows custom fields on standard objects (Learner, Course, Curriculum). We capture custom field definitions alongside data exports, including field types, validation rules, and picklist values. These definitions map to Recruit CRM custom fields on Candidate where the destination field type supports equivalent data. Custom field types that have no Recruit CRM equivalent (such as SumTotal-specific complex validation) are documented in the deliverables with a non-migratable flag.

SumTotal's automation engine drives learner assignment rules, deadline escalation, and notification triggers stored as configuration rather than data records. The REST API exports learner data but does not export automation rules. We document which workflows exist with a written inventory describing trigger conditions, actions, and destinations. Recruit CRM's workflow automation must be rebuilt manually by the customer's admin using Recruit CRM's workflow builder. We provide the documented inventory and recommended mapping as part of the deliverables package.

SumTotal's Content Library holds course metadata with folder and category taxonomy. Recruit CRM does not have a content library or taxonomy navigation feature. Folder and category hierarchy cannot be replicated. We export course-level metadata records only; the browsing and categorisation structure is not portable to Recruit CRM's flat candidate and job record model.