Migrate from Vacancy Filler to Crelate

Vacancy records are the primary parent in Vacancy Filler and map directly to Crelate Job Orders. We extract title, department, location, salary range, vacancy status (open/closed/draft), and posting dates. The destination Crelate Job Order is created before any Candidate or Application import so that the JobOrderId lookup is satisfied at the moment of Application insert. Vacancy Filler posting dates and job board distribution records are preserved as a note on the Job Order rather than as native posting records because Crelate tracks postings separately within its job board integration layer.

Vacancy Filler Candidate profiles map to Crelate Person records (the candidate entity within Crelate's data model). We preserve contact details, CV/resume as a binary attachment, and any profile-level custom fields. Where a Candidate appears across multiple Vacancy applications, we deduplicate by email at migration time and link the single Crelate Person record to multiple Job Orders via Application records. Candidates in Vacancy Filler talent pools are flagged with a tag rather than moved to a separate object because Crelate does not have a native talent pool entity; talent pool membership is preserved as a Crelate tag or list membership.

Applications in Vacancy Filler (the join record between a Candidate and a Vacancy, carrying status, stage, notes, and screening scores) map to Crelate Application records. We map Vacancy Filler pipeline stage labels to Crelate pipeline stage names during the transform step, using the customer's Vacancy Filler stage configuration as the source of truth. Stage probability percentages transfer to Crelate where the destination pipeline supports them. Status values (active, withdrawn, rejected, offered, hired) map directly.

Vacancy Filler user accounts (name, email, role, team assignment) map to Crelate Team Members. Permissions are not portable between systems, so we export the Vacancy Filler user list and role assignments as a mapping table and recommend manual reconfiguration of Crelate permissions by the customer's admin. Active Vacancy Filler users who are not yet in Crelate are held in a reconciliation queue for the admin to provision before record import resumes.

Vacancy Filler supports bespoke screening questions per vacancy. These are stored at vacancy level and answers at application level. We extract the question schema per vacancy, group vacancies by common question sets, and map answers to Crelate custom fields. Vacancies with unique one-off question sets receive individual mapping treatment with customer sign-off because Crelate's custom form builder requires explicit field creation per question. This is the highest-effort mapping step and the primary driver of extended timelines when Vacancy Filler deployments use highly custom vacancy-level schemas.

Longlisted candidates stored in Vacancy Filler talent pools have a distinct status from active applicants. We export the pool name, associated candidates, and any notes. Crelate does not have a native talent pool entity; pool membership is preserved as Crelate Tags applied to the Person record. Pool names become tag groups so that the customer can filter by source pool in Crelate's search and reporting.

Vacancy Filler interview records include date, time, interviewer(s), format (in-person or video), and outcome notes. These map to Crelate Events with an interview-specific subtype. Where the destination Crelate instance has calendar integration enabled (Office 365 or Google Workspace), we flag calendar-linked interviews for the admin to reconnect post-migration. Outcome notes migrate as a text field on the Event record.

Onboarding data in Vacancy Filler includes new-hire document completion status, induction checklist progress, and start-date details. This is often incomplete for mid-year or active migrations. We export what exists and flag each record with a completion-percentage field rather than silently dropping incomplete records. The customer decides whether to backfill onboarding data manually or accept the partial state. Crelate's onboarding module (where available on Business Plus and Enterprise) receives the mapped data; on Business tier, onboarding records load as notes on the Person record.

Vacancy Filler's Agency Module manages preferred recruitment agencies with name, contact, specialism, and tier. We export these as a separate agency list and load them into Crelate as Agency records (or as a tagged list if the Crelate destination is on Business tier without agency management). Agency tier designations migrate as a custom picklist field.

Test results and scores attached to Vacancy Filler applications export with the Application record. Where Vacancy Filler uses a specific assessment provider, we preserve the raw score and pass/fail label as a custom field on the Crelate Application rather than attempting to recreate the assessment. If the destination Crelate instance uses a native assessment integration (Crelate supports assessment builder and third-party integrations), we flag the provider for the admin to reconnect post-migration.

Vacancy Filler tracks which job boards each vacancy was posted to as linked posting records. We extract board name, posting URL, and status. These are loaded as a note on the Crelate Job Order because Crelate manages job board distribution through its native integration layer (Indeed, LinkedIn, Glassdoor, ZipRecruiter, and others listed on the integrations page) rather than as stored posting records. The admin reconnects board integrations post-migration.

Vacancy Filler dashboards, report definitions, and management information configurations are not independently exportable. We do not migrate reporting configurations. Historical application and vacancy data that feeds those reports migrates as standard data, and the customer rebuilds reports in Crelate using Crelate Analytics (available on Business tier and above). We deliver a written inventory of every Vacancy Filler report the customer's team has saved, with the nearest Crelate Analytics equivalent noted.