Recruiterflow to HubSpot
Applicant tracking system and recruiting CRM for recruiting and executive search firms.
Recruiterflow data can move into HubSpot, landing mainly in Sales Hub. 3 of 9 mapped objects move directly (Candidates, Contacts (client contacts) and Companies (clients)); 3 items need manual work and 2 do not move. Plan roughly 2-4 weeks for a small move and 8-16 weeks for a large one.
Migration checklist for Recruiterflow
Three phases, specific to this system. Tick steps off as you go.
Before
0 of 5 doneDuring
0 of 5 doneAfter
0 of 5 doneWhat will it take?
No price list: cost follows volume, custom objects and how much logic must be rebuilt. Answer four quick questions for a planning range.
The three scenarios
Small migration
<10k records
Excel export plus import.
Mid migration
10k-100k records
API extraction of notes and deals, plus custom objects.
Large migration
>100k records with files
Files, history, and a hybrid ATS and HubSpot setup.
What moves the number
Timeline ranges are planning estimates, not a quote. A partner confirms scope after discovery.
Access, mapping and limits
Start with how data leaves Recruiterflow: what you need to get in, what lands in HubSpot, and what will not.
REST (OpenAPI 3.0 spec; GET and POST only)
Account-level API key from Settings > Integrations.
Admin access to get the API key. Excel export is role-based and set in Workspace Settings.
Choose your route
How will you move the data?
No native connector was found.
- You need: Account-level API key from Settings > Integrations.
- Permission: Admin access to get the API key. Excel export is role-based and set in Workspace Settings.
Native imports often bring over only some data, so check coverage per object in the mapping below.
Export each object, clean it, then import it into HubSpot.
- Excel (.xlsx) export of Candidates, Contacts, Companies and Jobs from Advanced Search
- REST API: candidates, jobs, contacts, companies, deals, placements and notes
- Power BI feed endpoint, paginated at up to 100 records per page
Limits: To confirm
Migration and sync tools can move more than a plain import. Confirm which objects each one supports before you choose.
Best when volume is high, custom objects are many or automation is heavy. That is the Large scenario: 8-16 weeks, usually phased.
Talk to a partnerWhere each object lands
In Recruiterflow
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Candidates | Contacts | yes | Exports to Excel or via API. Use a custom property or a lifecycle/type property to separate candidates from client contacts. |
| Contacts (client contacts) | Contacts | yes | Exportable from Advanced Search or the API. |
| Companies (clients) | Companies | yes | Exportable from Advanced Search or the API. |
| Jobs (vacancies) | Custom objects | partial | Jobs export to Excel or the API. HubSpot has no native job object, so a custom object is needed (or use Deals). |
| Deals (business-development pipelines) | Deals | partial | The API exposes deals with 12 operations. Pipeline and stage mapping must be rebuilt. |
| Placements | Custom objects | partial | The API exposes placement records. HubSpot has no equivalent, so use a custom object or Deals. |
| Notes | Notes | partial | The API has note endpoints for candidates, contacts, clients and jobs. Notes are API-only, not part of the Excel export. |
| Activities and calls | Calls | partial | The API lists activities and calls per job. Per-record coverage is unverified. |
| Job and candidate files | Files | manual | The API can attach files to jobs. A bulk file download path is not documented. |
What to expect
Available through the Power BI feed or API only. There is no HubSpot-native equivalent for candidate pipelines.
Hosted by Recruiterflow. Keep or replace them if ATS functions are retained.
HubSpot has no native recruiting objects.
The Excel export covers only Candidates, Contacts, Companies and Jobs.
Both land in HubSpot Contacts.
Keep Recruiterflow for ATS use, or export files via the API first.
Set the visible columns and field access before exporting. Check column completeness against the record count.
Pin the extraction date and snapshot the spec.
Export in filtered batches.
Data governance and compliance
Decide what is allowed to move before anything is exported. Tick each gate once it is agreed.
How we researched this page
How much to trust each section, and where it comes from.
Export paths and the API are backed by Recruiterflow help docs and a third-party API review. No native HubSpot connector was found. Object mapping, rate limits, auth details and governance rest on category-level knowledge.
Sources
Related migrations
Frequently asked questions
How do I migrate Recruiterflow to HubSpot?
1. Decide which functions stay in Recruiterflow: ATS, parsing and job-board distribution. 2. Ask an admin to confirm Export to Excel permission in Workspace Settings. 3. Generate the API key under Settings > Integrations. 4. Review the API spec at recruiterflow.com/api for deals, placements and notes endpoints.
What data can move from Recruiterflow to HubSpot?
These objects move directly: Candidates, Contacts (client contacts) and Companies (clients). Check the mapping table for partial and manual items.
What does not move from Recruiterflow to HubSpot?
Candidate pipeline stage history and stage-movement reports and Job-board distribution, careers page and application forms. Plan to rebuild or retire these.
How long does a Recruiterflow to HubSpot migration take?
Small (<10k records): 2-4 weeks. Mid (10k-100k records): 4-8 weeks. Large (>100k records with files): 8-16 weeks. These are planning estimates, not a quote.
What access do I need to export from Recruiterflow?
Account-level API key from Settings > Integrations. Admin access to get the API key. Excel export is role-based and set in Workspace Settings.
Is there a native HubSpot connector for Recruiterflow?
No native connector was found. Plan a CSV, API or third-party tool route.
What compliance issues apply when moving Recruiterflow data?
Check: Employment and background-check data, Possible health or diversity data and Cross-border candidate data. Agree consent, retention and access rules before exporting.
Moving Recruiterflow into HubSpot?
A network of 153+ tiered HubSpot partners and 1,800+ accounts of experience. Tell us what you are moving and which hub matters most.
Talk to a partner