Migrate from Toast to Crelate

Toast Employee records (first name, last name, email, phone, role, hire date, location assignment) map to Crelate Candidate records. We use email as the primary dedupe key and flag any duplicate candidates by name-and-email combination for the customer's review. Toast's employee_id becomes Crelate's candidate ID field. Note: Toast does not expose hourly rate, compensation history, tip income, or overtime rates via its standard API; these fields are held as a disclosed gap and must be entered manually or pulled from Toast's payroll export in Crelate's placement or custom fields post-migration.

Toast Time Entry records (clock-in timestamp, clock-out timestamp, break duration, hours worked, overtime flag, location) map to Crelate Activity records with ActivityType = TimeEntry and the original clock-in/clock-out timestamps preserved in custom date fields. Activity links to the Candidate record via the employee-to-candidate mapping. Crelate's 120 req/min rate limit means we chunk time-entry imports into batches of 500 records with exponential backoff on 429 responses, which extends migration time for accounts exceeding 100,000 time entries.

Toast Shifts (employee assignment, start time, end time, role, location, shift notes) map to Crelate Job Order records. Each Toast shift becomes a Job Order with requirements populated from the shift role, start/end times mapped to the job order's target start and fill deadline, and the assigned employee linked via the employee-to-candidate mapping as an initial submission or saved candidate. Multi-location deployments route shifts to separate Crelate office or team records based on the Toast location field.

Toast Roles (server, cook, host, manager, etc.) map to Crelate Skill tags on Candidate records and as requirement keywords on Job Orders. We extract all distinct role values from Toast Employee records during scoping and create corresponding Crelate skills during the destination schema setup. Role-based pay differentials (where available in Toast UI but not API) are noted as a compensation gap to be addressed in Crelate placement records.

Toast Locations (restaurant addresses, franchise units) map to Crelate Office records or Client records depending on the staffing firm's operating model. Single-location restaurants migrating to Crelate use one Office record; multi-location operators use one Client record per entity with multiple Office records beneath it. We extract the full location list from Toast during discovery and configure the Crelate structure before any employee data is imported.

Toast employee permissions (manager, admin, server-level) map to Crelate access roles (Recruiter, Admin, Read-Only) on the Crelate User account, not the Candidate record. We extract permission levels from Toast and match them to the closest Crelate role during migration. The customer must provision Crelate User accounts separately because Toast employee permissions and Crelate platform access are separate security models.

If the migration scope includes Toast Guest Profiles (visit history, loyalty points, email), these map to Crelate Contact records on the Client object. This is only applicable if the staffing firm uses Toast for customer-facing guest management in addition to labor management, which is uncommon but possible for hospitality staffing operators. Guest profiles without email addresses are flagged for manual enrichment.

Toast Orders, Payments, Menu Items, and Checks are restaurant transaction data not relevant to Crelate's ATS model. These do not migrate. If the customer requires order or sales reporting, we recommend a separate data warehouse export from Toast's SFTP nightly files.

Toast's vendor management, purchase orders, and inventory tracking are not exposed via public API and are outside the ATS scope. We do not migrate these objects.

Toast cash drawer tracking, bank deposits, and tax configuration are restaurant-specific financial data with no equivalent in Crelate's recruiting model. These do not migrate. The customer's accounting team handles these records in their payroll or accounting system separately.

Toast tip pool rules and gratuity configuration are part of Toast's payroll layer and are not accessible via API. We document the tip pool structure during discovery as a written reference for the customer's payroll admin to configure in their payroll platform (Gusto, ADP, or equivalent) post-migration. Tip-related custom fields can be added to Crelate Placement records if bill rate and pay rate transparency is required for internal reporting.

Toast scheduling rules (minimum rest period, maximum hours, overtime triggers) and labor-cost alert thresholds are payroll-administration features that do not have equivalents in Crelate's ATS model. We do not migrate them as code. We deliver a written inventory of every active scheduling rule and alert with the recommended rebuild approach in the customer's chosen payroll platform. Rebuilding these rules in Crelate would require custom field logic and is not standard ATS scope.