Migrate from Vacancy Filler to Recruit CRM & ATS

Vacancy Filler Vacancies map to Recruit CRM Jobs. We export vacancy title, department, location, salary range, status, and posting dates as structured fields. The Vacancy Filler linked Job Board posting records (which boards each vacancy was posted to, posting URL, and status) are loaded into Recruit CRM as a structured notes block on the Job record since Recruit CRM does not have a native multi-board posting tracker equivalent.

Candidate profiles map directly to Recruit CRM Candidate records with contact details, email, phone, and address preserved. CV and resume attachments are stored as binary file references. We preserve any sourcing notes, rating, and tags from Vacancy Filler. Where candidates appear in multiple Vacancy Filler Vacancies, we create a single Candidate record and link it to multiple Job Applications in Recruit CRM.

The Application join record between a Candidate and a Vacancy maps to Recruit CRM Application. We map Vacancy Filler pipeline stage labels to Recruit CRM stage names during transformation, flagging any Vacancy Filler stage that has no direct Recruit CRM equivalent for customer sign-off before import. Application notes, scores, and screening outcomes carry across as custom fields or notes on the Application record.

Vacancy Filler stores bespoke screening questions at vacancy level with answers at application level. We extract the question schema per vacancy, group vacancies by common question sets to reduce individual mapping work, and map answers to Recruit CRM Job Associated Fields using the API endpoint POST /v1/candidates/associated-field/{candidate}/{job} with field_id and value pairs. Vacancies with unique one-off question sets receive individual mapping treatment and require customer sign-off before import.

Vacancy Filler user accounts (name, email, role, team assignment) map to Recruit CRM User records. We export the user list and role assignments as a mapping table. Permissions are not portable between systems, so the customer configures Recruit CRM role-based access manually post-migration. We provide the role mapping reference to guide that configuration.

Longlisted candidates stored in Vacancy Filler Talent Pools have a distinct status from active applicants. Recruit CRM does not have a native Talent Pool object, so we export the pool name, associated candidates, and any notes and load them as Candidate records tagged with the pool name as a Recruit CRM Tag. The customer decides whether to maintain pool membership through tags or a manual process post-migration.

Onboarding data in Vacancy Filler (new-hire document completion, induction checklist progress, start date) is often incomplete for mid-year migrations. Recruit CRM does not have a native onboarding module. We export existing onboarding records and load them as a structured notes block on the related Candidate record with a completion_percentage custom field. The customer decides whether to backfill onboarding data manually or accept the partial state. We flag each incomplete record in the pre-migration data audit.

The Vacancy Filler Agency Module stores preferred recruitment agencies (name, contact, specialism, tier). Recruit CRM does not have a native Agency PSL object. We export these as a structured agency list and load them into Recruit CRM as Company records with an agency_type custom field set to preferred_supplier. The customer rebuilds tier-based workflow routing manually in Recruit CRM.

Vacancy Filler interview records (date, time, interviewer, format, outcome notes) map to Recruit CRM Interview records where available in the customer's tier. Interview records linked to calendar integrations in Vacancy Filler are flagged during scoping for manual reconnection in Recruit CRM's Google or Outlook calendar integration.

Test results and scores attached to Vacancy Filler applications are exported with the application record. We preserve the raw score and pass label as custom fields on the Candidate record since Recruit CRM does not have a native assessment provider integration. Where the destination uses a different assessment provider, the raw score and label provide continuity for compliance review.