Migrate from VivaHR to Crelate

VivaHR Jobs map to Crelate Job records. Each Job carries title, type, skill level, location, and posting status. We map Job status to Crelate's job isActive flag and preserve the original VivaHR job ID as a custom field vivahr_job_id__c for reconciliation. Crelate's required Name field on Job is populated from the VivaHR position title. If the migration includes active job postings, we coordinate the timing to avoid duplicate listings during the parallel-run window.

VivaHR Candidates attach to Jobs within pipelines. We map Candidate profile data (name, email, phone, resume URL, social profiles) to Crelate Contact fields. Crelate's Contact record requires a Name, which we construct from VivaHR's first_name and last_name fields. The original VivaHR Candidate ID is preserved as vivahr_candidate_id__c. Any VivaHR custom candidate properties (beyond standard profile fields) migrate to Crelate custom fields on Contact, which we pre-create with matching field types before migration.

VivaHR Pipelines contain stage definitions attached to Jobs. Crelate Pipelines are configured via Record Types and Sales Processes. We map each VivaHR pipeline stage to a corresponding Crelate Stage within the destination Pipeline configuration. Stage names and counts may differ between systems; we create the destination pipeline in Crelate during the schema pre-creation phase with stage names matched to VivaHR equivalents where feasible, and note deviations for the customer to validate before cutover.

VivaHR tracks Candidate movement through pipeline stages with timestamps. This history migrates as Crelate Activity records (Tasks with a custom subtype) linked to the Contact. Each stage change becomes a dated Task entry with the stage name in the subject field and duration notes in the body. Full pipeline history is preserved as a chronological activity list on the Contact record.

VivaHR Scorecards are templates attached to Jobs for rating Candidates during evaluation. Scorecard templates and their associated ratings migrate as Crelate custom fields on the Contact record (for candidate-level ratings) or Job record (for template-level definitions). We create typed custom fields (Number, Text, or Picklist) in Crelate during schema pre-creation, matching the rating scale from VivaHR. Scorecard template structure migrates as a separate Crelate Activity Form template.

VivaHR Culture Profiles represent employer brand content for the careers page. These are text and media assets rather than relational records. We export Culture Profile content as rich-text blocks and media URLs, then re-import them as Crelate Job Portal content or as rich-text notes attached to the Company record. Media files are exported as downloadable assets and linked as URLs in Crelate. Culture Profile migration is lower priority and can be staged after core candidate and job data.

VivaHR Questionnaires attached to Jobs collect structured candidate data. Questionnaire responses map to Crelate custom fields on the Contact record (if the data is candidate-attributed) or to Activity Form responses (if the data is session-attributed). We pre-create the destination custom fields in Crelate with field types matched to the questionnaire answer types before migration. Questionnaire templates migrate as Crelate Activity Form templates.

VivaHR Hiring Team assigns users to a Job with specific roles. Team membership maps to Crelate as Contact records with a role designation in a custom field (hiring_team_role__c). Crelate's lookup resolution requires explicit Id, FirstName, and LastName fields. If the Hiring Team member is not already a Crelate Contact, we create a Contact record and mark it with the role. Recruiter or hiring manager assignment on Job records migrates via Crelate's jobRecruiters field.

VivaHR Candidate Automations (outreach sequences, follow-up triggers) are configuration data, not records. We do not migrate automations as code. We document every active automation with its trigger conditions, actions, and timing as a written inventory for the customer to rebuild in Crelate using Crelate's Automation and Sequencing features (Business Plus tier). This is delivered as a post-migration handoff document.

VivaHR integrations via Zapier and other platforms are configuration data. We do not migrate integration setups. We deliver a written inventory of active integrations with their trigger/action logic for the customer to reconfigure in Crelate or via Zapier connected to the new destination. If the customer uses a direct Crelate integration (e.g., ZoomInfo Talent via API), we document the setup requirements for the customer's admin.

Candidate resumes and file attachments stored in VivaHR migrate as Crelate document records linked to the Contact. We export files from VivaHR via available export paths, normalize file formats, and upload to Crelate's document storage linked to the corresponding Contact. Resume parsing in Crelate (Standard on Business tier) processes the imported file for structured candidate data extraction post-migration.

VivaHR tags on Candidates and Jobs migrate to Crelate Tags. Crelate's API accepts tags as a JSON object with category keys (Default category uses the 'Default' key). We map VivaHR tag values to Crelate tag names and apply them to the corresponding Contact records during import. Tag categories are preserved as Crelate tag groupings.