Migrate from TalentFlow to Recruit CRM & ATS

TalentFlow Talent records map to Recruit CRM Candidate records. We migrate contact information (name, email, phone), representation status, bio text, and headshot file references. The Candidate source field is set to 'TalentFlow Migration' to flag imported records. We resolve the headshot file attachment by exporting from TalentFlow and re-attaching to the Candidate record in Recruit CRM via the Files endpoint. Custom fields on Talent (drop-down options, date fields, text notes) are discovered during live discovery and mapped to equivalent Recruit CRM custom fields on the Candidate object.

TalentFlow Client records map to Recruit CRM Company records. We migrate company name, contact information, industry classification, and client notes. The Client-Industry mapping may require normalization if TalentFlow uses entertainment-specific industry values. Client notes migrate to the Company description or a custom notes field depending on length. We create the Company record before any Candidate-to-Job submission mapping so the CompanyId lookup is satisfied at import time.

TalentFlow Job records map directly to Recruit CRM Job records. We migrate job title, description, location, employment type, and status. Pay range fields migrate to the Job's salary fields if present. The job's linked Client record establishes the CompanyId on the Job. Pipeline stage definitions in TalentFlow (submission stages, interview stages, offer stages) are captured and mapped to Recruit CRM's pipeline stages during configuration.

TalentFlow Submissions map to Recruit CRM Application records. Each Submission links a Talent (Candidate) to a Job and tracks stage, submitted date, and rejection notes. We resolve the CandidateId and JobId lookups from the migrated records using the original Talent email and Job title as dedupe keys. Submission metadata including stage history and rejection reasons migrate as structured fields on the Application record. This is the most relationship-dependent object in the migration and runs after both Candidate and Job imports are validated.

Recruit CRM does not have a native Contract management object at standard tiers. TalentFlow Contract records (agreement terms, parties, commission rates, effective dates) require a custom field configuration in Recruit CRM. We propose a Contract custom field group on the Job or Deal object depending on whether the contract is client-facing or talent-placement-facing. Commission rate and effective date fields migrate as custom fields; the contract document itself migrates as a file attachment linked to the parent record. We flag this gap during scoping so the customer confirms the preferred placement before migration.

TalentFlow Deal records map to Recruit CRM Deal records. We migrate deal value, expected close date, associated Talent (Candidate), Client (Company), and Job linkage. Deal stage and status map to Recruit CRM Deal stage values, with closed-won and closed-lost mapped to the equivalent destination stages. Deal notes migrate as the Deal description. We resolve the CandidateId, CompanyId, and JobId lookups at migration time using the same dedupe-key strategy used for Applications.

TalentFlow user accounts for agents and admins map to Recruit CRM User records. We extract user email, name, and role. Role naming conventions differ: TalentFlow uses agent and admin role types while Recruit CRM uses its own permission model. We map TalentFlow roles to the closest Recruit CRM role (Recruiter, Admin) and flag any roles without a direct equivalent for the customer's admin to configure post-migration.

TalentFlow custom fields on Talent and Job objects vary per account and are discovered only during live credential review. We extract the full custom field schema (field name, type, picklist options) and map each to a Recruit CRM custom field of the equivalent type (text, date, picklist, number). Drop-down options map to Recruit CRM picklist values. Any custom fields without an equivalent in Recruit CRM are flagged and stored as text fields with a note in the mapping worksheet for the customer's review.

Resume files, headshots, and contract documents attached to Talent or Job records in TalentFlow are exported as files and re-associated in Recruit CRM. We handle file type detection and maintain the original filename. Resume files are attached to the Candidate record; headshots are attached to the Candidate as profile media; contract documents are attached to the Job or Deal depending on the contract type configuration. We preserve the file association metadata (upload date, file size) as custom fields if the destination does not store it natively.

Free-text notes and feedback entries attached to Talent, Job, or Submission records in TalentFlow migrate as Note records in Recruit CRM linked via the appropriate relationship (Candidate, Job, or Application). We preserve the author name and creation timestamp. Content is migrated as-is without transformation. Notes exceeding Recruit CRM's character limit are split into multiple Note records with a sequence indicator.

Tags applied to Talent, Job, or Submission records in TalentFlow migrate as Tags in Recruit CRM. The destination may use Tags at the Candidate level or Hotlists for grouped candidate collections. We map tag names where possible and preserve any unmapped tags as custom label fields on the record for the customer to reorganize post-migration. The customer chooses the tag strategy (single flat list vs. Hotlist groups) during scoping.

TalentFlow's configurable pipeline stages for submissions (e.g., submitted, screening, interview, offer, hired) are captured with stage name, order, and any automation triggers. We configure matching pipeline stages in Recruit CRM before Application import so that stage values are valid on insert. Stage probability percentages migrate where supported.