Migrate from TalentFlow to Crelate

TalentFlow Talents are represented individuals on the agency's roster. We map Talents to Crelate Contacts with a custom picklist field talent_type__c set to 'Represented Talent' to preserve the roster semantics that Crelate's standard Contact object does not carry natively. Standard contact fields (name, email, phone, address) map directly. Headshot file references migrate as ContentDocumentLinks attached to the Contact. Bio and representation-status fields map to custom long-text fields on the Contact record. We preserve the talent's active roster entry status as a Contact source or tag.

TalentFlow Client records represent hiring companies or production entities. We map them to Crelate Companies using company name as the dedupe key. Client notes and custom fields migrate to Crelate Company custom fields. Industry classification and client tier (if TalentFlow uses one) map to a custom picklist on the Company record. The Company is created before any Job or Submission migration so that the Job-to-Client lookup is satisfied at insert time.

TalentFlow Jobs map directly to Crelate Jobs. Job title, description, location, pay range, and status migrate as standard fields. We map the TalentFlow job status (open, paused, closed) to the equivalent Crelate status. Pipeline stage definitions migrate as a configuration step — if TalentFlow uses custom submission stages, we create Crelate pipeline stages with matching names and probabilities. Client linkage resolves via the Company lookup created in the prior mapping step.

TalentFlow Submissions link a Talent to a Job and track the hiring funnel stage. We map them to Crelate Job Applications. The Talent-to-Contact and Job-to-Job resolutions happen before Application migration so that candidate and job IDs are available at insert time. Submitted date, current stage, and rejection notes migrate as standard Application fields. Submission-to-Application is the highest-cardinality migration in most TalentFlow accounts — we chunk by job and process in batches to avoid import timeout.

TalentFlow Contract records capture agreement terms between the agency and a client or talent with commission rates and effective dates. Crelate has no native Contract object, so we migrate Contracts as Opportunities with a custom contract_type__c field set to 'Agency Contract' and commission metadata in custom numeric and date fields. The contract's associated parties resolve to Company (client) and Contact (talent) lookups. If the contract is tied to a specific Deal, we link the Opportunity to the mapped Deal via a custom field.

TalentFlow Deals track placement revenue and commission structures. We map them to Crelate Opportunities with the deal value migrating to Amount, expected close date migrating to CloseDate, and stage migrating to the Opportunity stage. Deal status (active, won, lost) maps to the corresponding Crelate Opportunity stage. We preserve deal-to-talent and deal-to-client linkages via Opportunity-to-Contact and Opportunity-to-Company lookups resolved during migration.

TalentFlow custom fields are per-account opaque schemas discovered only during live account access. We extract the full custom field set during discovery, map each to an equivalent Crelate custom field of matching type (text, picklist, date, numeric). Drop-down option sets in TalentFlow migrate as Crelate picklist values. Any custom field with no Crelate equivalent is logged in the migration worksheet with a recommendation (custom field creation, notes field, or discard). The customer reviews and approves the custom field list before import begins.

Resume files attached to Talents, headshots on roster entries, and contract documents attached to Contracts migrate as ContentDocument records with ContentDocumentLink associations to the parent Contact (Talent), Company (Client), or Opportunity (Deal/Contract). We handle file type detection, map original filenames, and preserve the file size and mime type in Salesforce-style ContentVersion metadata. Large attachment volumes increase migration time because files are processed sequentially rather than in bulk.

TalentFlow user accounts for agents and admins migrate as Crelate user invitations. Role naming conventions differ — TalentFlow's 'Solo Agent' and 'Boutique Agency' role labels map to Crelate's permission model during migration. We match users by email address. Any TalentFlow owner without a matching Crelate user goes to a reconciliation queue for the customer's admin to provision before record migration resumes.

Free-text notes and feedback entries attached to Talent or Job records migrate as Crelate Notes (or Activity records for timestamped feedback entries). We preserve the author and timestamp. Notes content does not transform but carries over as-is. If Crelate's Notes are attached via ContentDocumentLink, we create the appropriate link records during migration.

Tags applied to Talents, Jobs, or Submissions migrate as Crelate label arrays. Tag names that match Crelate's existing taxonomy map directly. Unmapped tags are preserved as custom label fields on the respective record so that no tag data is silently discarded during migration.

Interview schedules, callback appointments, and deadline events stored in TalentFlow's calendar view are exported where a documented schema exists. We attempt export during discovery and flag any calendar data that cannot be extracted cleanly. Events that extract successfully migrate as Crelate Event records with StartDateTime, EndDateTime, Location, and attendee lists.