Migrate from WebCruiter to Recruit CRM & ATS

WebCruiter Candidate records map to Recruit CRM Candidate records. Standard fields (full name, email address, phone number, physical address) transfer directly. We flag records where contact information was manually entered versus auto-populated from a job board or referral, storing the entry method in a custom notes field. Candidate source attribution (job board, referral, direct) migrates as a tagged field and is normalised to Recruit CRM's candidate source taxonomy during staging.

WebCruiter Job Posting records map to Recruit CRM Job records. Title, department, location, and status (active, paused, closed) transfer directly. We preserve the original posting date and any internal requisition ID present in the export. Archived jobs are separated from active jobs during scoping and mapped to a dedicated legacy pipeline group in Recruit CRM rather than the active pipeline, to avoid conflicts with stage configurations.

WebCruiter Application records link a Candidate to a Job Posting and carry a status (applied, in review, rejected, hired). These map to Recruit CRM Candidate Job association records, preserving the application date and any stage history included in the export. We flag records where stage history is incomplete or absent in the export, as these may indicate a truncated migration of pipeline activity.

WebCruiter custom screening questions export as untyped text regardless of their intended data type (date, integer, multi-select, boolean). We profile each custom field in the staging environment, apply type inference or customer-confirmed manual mapping, and create or map to correctly typed custom fields in Recruit CRM before the load phase. Fields where type inference is ambiguous are flagged for customer review and resolved before records insert.

WebCruiter uses configurable pipeline stages per job requisition with names that vary by organisation. We extract the complete stage set from each exported job, map stage names to Recruit CRM pipeline stage values, and flag any stage that has no direct Recruit CRM equivalent. Active pipeline stages are configured in Recruit CRM before migration; archived pipeline configurations are separated and mapped to the legacy group.

WebCruiter stores CVs, cover letters, and portfolio files attached to candidate records. The standard data export does not bundle files; we request a complete file archive from Talentech support before the load phase, count attachment filenames against exported record IDs to detect mismatches, and insert files into Recruit CRM linked to the correct candidate record using filename-to-record reconciliation. Files without a matching exported record are held in a naming-exception queue for customer review.

WebCruiter's candidate source field tracks where an application originated (job board, referral, direct, agency). This field is frequently blank in legacy records or populated inconsistently. We map non-blank source values to Recruit CRM's candidate source taxonomy during staging and flag the percentage of records with missing source attribution so the customer can assess data completeness in Recruit CRM post-migration.

WebCruiter assigns recruiters and hiring managers as owners to jobs and candidates, referencing internal user IDs that may not appear in the standard data export. We extract all owner IDs from the exported records, match them by email against Recruit CRM's user directory during scoping, and flag any owner ID that cannot be resolved to a known Recruit CRM recruiter. A user-mapping table is confirmed by the customer before the production load phase begins; unmapped owners are assigned to a placeholder or system admin pending resolution.

WebCruiter archives jobs without deleting associated candidate records, and archived jobs retain their original pipeline stage configuration. These stage sets frequently conflict with active pipeline schemas in Recruit CRM. We separate archived from active jobs at scoping, recommend mapping archived jobs to a dedicated legacy pipeline group in Recruit CRM, and exclude archived pipelines from active stage configuration to prevent schema collision. The customer chooses whether to include archived records in the migration scope.

WebCruiter does not have a standalone Company object; company information lives within the Candidate or Job record. Where explicit company records are present in the export, we map them to Recruit CRM Client records, with individual candidate company affiliations mapped to Contact records linked to the Client. This split requires a normalisation step in staging to extract company data embedded in candidate records.