Migrate from Workstream to Recruit CRM & ATS

Workstream Active and Onboarding employees map to Recruit CRM Candidates. We map standard fields: full name, email, phone, hire date (as date_custom), job title (from Position), and department (from Position). Lifecycle status from Workstream (Active, Onboarding) migrates as a custom field employee_lifecycle_status__c. Offboarded employees require explicit opt-in scoping; if included, offboarded records migrate with termination_date and termination_reason preserved as custom fields for compliance recordkeeping. The Workstream Employee ID becomes a custom field source_employee_id__c for dedupe and audit.

Workstream Applications (one per candidate per position) merge into the corresponding Recruit CRM Candidate record. Application-level fields — screening question answers, application status, source channel, communication history — become notes, tags, or custom fields on the Candidate. If multiple Applications exist for the same candidate across positions, they consolidate under one Candidate record with position references in a related-jobs field or as tags. Application status maps to the nearest Recruit CRM pipeline stage equivalent.

Workstream Positions map to Recruit CRM Jobs. Position title becomes Job title, department maps to department, pay rate/range becomes a custom salary field (salary_min__c and salary_max__c if a range exists), schedule type becomes work_type or a custom field, and job description migrates as the Job description. The Workstream location association persists as a custom field job_location__c or as a tag. Position status (Open, Paused, Closed) maps directly to Job status.

Workstream Position Templates are reusable definitions that feed multiple Position instances. We flatten Position Templates into their instantiated Position records during export, preserving the template origin as a tag (e.g., template: general_manager_v2) on the resulting Job in Recruit CRM. The customer rebuilds Position Templates as Recruit CRM Job Templates manually post-migration; we deliver a written inventory of all template names and their field values for reference.

Workstream Locations are the primary organizational unit with their own managers, addresses, and configurations. We preserve location name, address, and manager as a Recruit CRM Company record (type: location) that Jobs and Candidates can reference. Alternatively, for simpler migrations, location is stored as a custom field job_location__c on the Job. The customer chooses the approach during scoping based on whether they need to query candidates by location across multiple jobs.

Workstream Role definitions scoped to locations determine pay and schedule authority. We extract role names and the location-role combination, then store this as a custom multi-select picklist field role_assignment__c or as tags on the Candidate record. The role information is preserved for audit and pay-structure reporting at the destination even though Workstream's location-role scoping model does not have a native Recruit CRM equivalent.

Workstream configurable pipeline stages (Applied, Screening, Interview, Offer, Hired) map to Recruit CRM candidate pipeline stages in equivalent order. We extract the full stage definition including stage names, order, and any conditional routing, then configure matching stages in Recruit CRM's pipeline settings before the first Candidate import. Stage probability values migrate as custom fields if the customer requires them for reporting.

Workstream supports text, date, number, and dropdown custom fields scoped by role, location, or department. This creates a field-level presence problem: a custom field may exist on one Employee record but not on another within the same organization. We detect field-level presence during profiling and map only fields populated for each individual record, avoiding null-fill issues at the destination. Recruit CRM custom fields are global and apply to all Candidates of the same type, so we pre-create all detected Workstream custom fields in Recruit CRM before migration and flag any fields that will be sparsely populated as a note in the reconciliation report.

Workstream integrates with third-party payroll providers rather than running payroll itself. Pay rate, pay schedule, and payroll sync status are available as Employee properties in the CSV export. We map pay rate fields to custom salary fields on the Candidate record in Recruit CRM. Pay schedule and payroll sync status are mapped to custom fields for reference. Actual payroll sync requires re-establishing the ADP, Paychex, or Paylocity integration inside Recruit CRM or as a standalone payroll tool post-migration.

Workstream stores tax forms, ID scans, and signed onboarding documents as binary attachments that are not included in the CSV export. We do not migrate binary document files. Employee metadata about document completion status (which forms were submitted, submission date, completion percentage) migrates as custom fields on the Candidate record. The customer downloads document packets separately from Workstream before cutover and re-uploads them to Recruit CRM manually or via Recruit CRM's file attachment API post-migration.

Workstream integration connections (ADP, Square, Toast, QuickBooks) are stored as OAuth tokens and configuration metadata that cannot be transferred between tenants. We document which integrations were active, what data they sync, and the connection configuration details from the scoping intake form, then advise the customer to re-establish each integration inside Recruit CRM or with their third-party provider post-cutover.