Migrate from Tracker to Recruit CRM & ATS

Tracker Candidates map 1:1 to Recruit CRM Candidates. We extract name, contact info, skills, availability, source, status, and current stage from the CSV export and map each to the corresponding Recruit CRM field. Resume files are extracted as attachments and re-associated to the candidate profile post-import. Tracker's unlimited-candidate model means we run email deduplication against name and email before import to avoid hitting Recruit CRM's per-tier data limits on Pro (10,000 per user) and Business (20,000 per user). Active candidates, hot candidates, and recent placements take priority during scoping; stale records older than 24 months are flagged for customer decision before import.

Tracker Companies (client organizations and staffing firm profiles) map 1:1 to Recruit CRM Companies. We map company name, website, industry, address, and size to the corresponding Recruit CRM fields. The company domain is used as a dedupe key during import. Tracker Companies function as parent records for both Candidates and Contacts, and we preserve those associations by resolving the Tracker Company ID on candidate records and mapping it to the Recruit CRM Company ID at import time.

Tracker Jobs map 1:1 to Recruit CRM Jobs. We map job title, location, requirements, description, status, assigned recruiter, and pipeline stage from Tracker CSV exports to the corresponding Recruit CRM Job fields. Pipeline stages are reconfigured in Recruit CRM's pipeline settings to match Tracker's stage names and order; stage-level automation rules (trigger-based field updates on stage change) do not migrate and are flagged in the automation inventory delivered to the customer. Open jobs and jobs with recent activity (placed within 6 months) are prioritized in migration scope.

Tracker distinguishes between client-side Contacts (hiring managers, stakeholders, client-side relationships) and Candidate-side contact records. We map Tracker Contacts to Recruit CRM Contact records, preserving their association with the parent Recruit CRM Company (resolved via company name and domain matching). Contact roles (hiring manager, decision-maker, approver) are preserved in a custom field on the Contact record if no native role field exists in the target tier. Contact type (client contact vs candidate contact) is used to route records to the correct Recruit CRM context during import.

Tracker Placements record placed candidates with start date, compensation, bill rate, and client reference as a first-class object with links to both the Candidate and the Job. Recruit CRM represents placement outcomes as candidate status changes rather than a standalone placement object. We preserve the full placement record — start date, end date, compensation, bill rate, client name, and job reference — in custom fields on the candidate record in Recruit CRM, ensuring billing relationship history is not lost during migration. The candidate status in Recruit CRM is set to Placed to reflect the outcome. If the customer's workflow relies on a separate placement report, we configure a candidate-level custom view that surfaces the placement custom fields for reporting.

Tracker Activities (logged calls, emails, notes, and task completions linked to candidates and jobs) map to Recruit CRM activity log entries attached to the candidate profile and job record. We extract the activity type, timestamp, body, and associated recruiter from Tracker CSV exports and insert them as notes or activity records in Recruit CRM tied to the resolved Candidate and Job IDs. One known limitation: Recruit CRM's Google Calendar sync does not propagate deleted calendar events back to the platform, which may affect teams relying on calendar deletion reconciliation; we flag this as a post-migration verification step.

Tracker Pipeline Stages (customizable stage names and statuses defining candidate progression through a job) map to Recruit CRM's pipeline configuration. We enumerate Tracker's stage names, probabilities, and order during discovery, then configure matching pipeline status values in Recruit CRM's job pipeline settings. Stage-level automation rules (status-update triggers, recruiter alerts on stage entry) are not portable and are listed in the automation inventory delivered to the customer for rebuild in Recruit CRM's workflow automation.

Tracker Automation Playbook sequences — email drips, SMS triggers, recruiter alerts, status-update automations — are stored as platform-native workflow logic that does not export. We do not migrate automation as code. We enumerate every active Tracker automation during discovery, document its trigger conditions, actions, and sequence steps, and deliver a written inventory with recommended Recruit CRM workflow equivalents for the customer admin to rebuild post-migration. This inventory is a standard deliverable in the migration scope.

Resume files, cover letters, and uploaded attachments stored against Tracker candidate records are extracted from the CSV export package and re-associated to the corresponding candidate profile in Recruit CRM as document attachments. We handle file naming conventions, encoding issues, and file type validation during extraction. File format compatibility (PDF, DOCX, DOC) is checked against Recruit CRM's supported attachment types before import. Large resume batches are processed in chunks to avoid timeout during the attachment re-association step.

Tracker custom fields on Candidate, Job, and Company objects are enumerated during discovery and mapped to Recruit CRM custom fields of equivalent data type. Text, number, date, dropdown, and checkbox fields map directly; multi-select dropdown fields require type validation against Recruit CRM's supported field types. Custom field values attached to candidate records are inserted during the relevant object import phase. Custom fields that drive stage-level automation in Tracker are flagged separately in the automation inventory since the automation itself cannot migrate.