Migrate from Varbi Recruit to Crelate

Varbi Recruit Candidate profiles map directly to Crelate Contact records. We extract all standard contact fields (name, email, phone, address) plus any flat custom fields defined on the Candidate object. National identity numbers (such as Swedish personnummer) migrate only with explicit customer consent documented during scoping; without consent these fields are excluded from the payload. Multi-select and nested custom fields are flattened into delimited columns before import to avoid schema violations in Crelate's Contact model.

Varbi Recruit Advert records (title, description, department, location, employment type, application deadline) map to Crelate Job records. Advert metadata including publishing status and responsible recruiter maps to Crelate Job fields. Active and closed advert states are preserved so that Crelate reflects the correct open/closed status at import time.

Each Varbi Recruit Application links a Candidate to a Job Advert with a specific Hiring Process and Stage. We preserve the stage history, timestamps, and application status in Crelate's Application record. Stage history is stored as a custom text or JSON field in Crelate where the native model does not support full stage audit trails; the customer's admin reviews the staging logic during sandbox sign-off.

Varbi Recruit Hiring Process definitions (stage sequence, responsible users, deadlines) are organization-configured with no canonical stage names. We audit the full stage list during scoping, map each source stage to an equivalent Crelate pipeline stage, and flag stages with no clear Crelate equivalent for hiring manager sign-off before committing the mapping. Stages are collapsed or expanded based on admin decision to avoid misrepresenting candidate progression.

Varbi Recruit Competency profiles define structured interview criteria and scoring rubrics. Crelate does not have a native Competency object. We export competency definitions and their values as custom fields on the Contact or Application record in Crelate, prefixing them with competency_ for identification. Competency ratings migrate as integer or decimal values against each named competency field. If the customer requires a structured interview form, we document the competency framework for manual rebuild in Crelate Forms.

Varbi Recruit Interview Scorecards capture structured ratings and notes against Competencies per interview stage. Crelate's native data model does not include a dedicated scorecard object. We migrate scorecard data as a combination of custom fields (for structured ratings) and Note records (for qualitative interviewer comments), linked to the relevant Contact and Application in Crelate. The customer reviews the scorecard representation during sandbox validation and may elect to rebuild using Crelate Forms with field mappings.

Varbi Recruit allows arbitrary custom fields across Candidates, Applications, and Adverts with no enforced schema standard. During scoping we audit all custom fields, categorize them by data type (text, number, date, picklist, multi-select, Boolean), and flatten multi-select fields into delimited text columns before import. Any fields that cannot be flattened and must be recreated manually in Crelate are documented in a custom-field gap report for the customer's admin.

CVs, cover letters, portfolios, and other documents attached to Candidate profiles in Varbi Recruit export as binary files alongside record metadata. We export the full attachment set, store them in a mapped folder structure organized by Candidate, and push the document URLs or file references into Crelate's document fields or linked records. Binary attachment integrity is verified by hash comparison before and after migration.

Varbi Recruit Offer records (offer letter metadata and attached documents) link to Candidates at the offer stage. We migrate offer record metadata to Crelate Opportunity or a designated custom object, preserving the offer value, status, and responsible recruiter. Offer document attachments migrate as Crelate documents linked to the record. Note that offer workflow automation in Crelate is not migrated; the customer's admin configures any offer-stage automation post-migration.

Varbi Recruit user accounts (recruiters, hiring managers, approvers) map to Crelate User records. We export the user directory including email, role, and team assignment, and match by email against Crelate's User table. Any Varbi user without a matching Crelate User is held in a reconciliation queue for the customer's admin to provision before record import resumes.

Varbi Recruit tags on Candidates and Adverts are tenant-defined labels for segmentation, sourcing channel, or internal categorization. We export tags as flat label arrays and map them to Crelate's Tags on the Contact or Job record, or to a multi-select picklist field if the customer prefers structured categorization. Tag strategy is confirmed during scoping based on the customer's use of tags for reporting or filtering.

Varbi Recruit's digital onboarding module is a separate product layer triggered after a candidate accepts an offer. Onboarding task lists, workflow states, and document collection do not belong to the ATS data model and are not included in the standard candidate or advert export. We document this boundary during scoping so the customer treats onboarding as a separate workstream and does not expect these records to flow automatically into Crelate.