Migrate from Zinc to HubSpot

Zinc Work Candidate maps directly to HubSpot Contact. We map first name, last name, email, phone, job title, and company name to their HubSpot equivalents. Candidates without email are flagged for manual review before import because HubSpot requires an identifier property for deduplication.

Every Zinc Work custom property on Candidate requires a matching custom property in HubSpot created before the migration runs. We deliver a HubSpot setup plan listing each property name, type, and pick-list options so your admin creates them in the portal before data lands.

Each Zinc Work ReferenceCheck record migrates to a HubSpot custom object (ReferenceCheck__c). The ReferenceCheck UUID is preserved as ReferenceCheck__c.Source_ID__c for delta-run deduplication. The object is associated to the Contact via HubSpot's association API after the contact record is created. The association uses HubSpot's Associations API (POST /crm/v4/objects/{Contact}/associations/{ReferenceCheck__c}) after the Contact is confirmed. If the Contact is missing, the ReferenceCheck record is queued for later linking.

Zinc Work reference-check statuses (pending, in_progress, completed, verified, failed) map to a HubSpot custom pick-list field (RefCheck_Status__c) value-by-value. We preserve the status-change timestamps as datetime fields on the custom object for audit continuity. If a status value does not have a matching HubSpot pick-list option, we create the option on the fly or flag it for manual mapping before import, ensuring no status is silently dropped.

Zinc Work check-type labels (employment_verification, criminal, education, identity) transfer as a custom pick-list field on the ReferenceCheck__c custom object. Pick-list values are created in HubSpot portal settings before the migration maps them. During migration, any missing pick-list values are automatically provisioned via the HubSpot CRM API (POST /crm/v3/properties/{objectType}/pick-lists) so the import never stalls on an unrecognized check type.

The original reference-request creation date from Zinc Work is preserved as a custom datetime field (Request_Date__c) on the ReferenceCheck__c object. HubSpot's built-in createdate is set at migration time — the custom field preserves reporting continuity. If the request_date is null in Zinc Work, we set Request_Date__c to null, preventing a default date from skewing historical reporting.

The reference-check completion date maps to a HubSpot custom datetime field (Completion_Date__c) on the ReferenceCheck__c object. Null completion dates (checks still in progress) are preserved as null values rather than defaulting to a placeholder date. During import, any unexpected non-date strings in the source are coerced to null and logged in the migration audit file for manual review.

Zinc Work stores each reference provider as a structured sub-record with name, relationship, email, and response content. We split this into two HubSpot artifacts: structured fields (provider name, relationship, email) migrate as additional properties on the ReferenceCheck__c custom object; free-text response content migrates as a HubSpot engagement Note linked to the associated Contact.

Zinc Work stores ATS and HRIS integration IDs linking candidates to external systems. HubSpot has no native field for external integration IDs beyond the built-in integrations. We preserve these as custom text fields (Source_ATS_ID__c, Source_HRIS_ID__c) for traceability — rebuild integration connectivity via HubSpot Connect separately.

If candidates were previously synced from HubSpot to Zinc Work, the HubSpot contact ID is stored in Zinc Work's metadata. We capture this as Source_System_ID__c on the HubSpot Contact for deduplication logic in future delta syncs. The Source_System_ID__c field is indexed in HubSpot, enabling fast lookups during subsequent delta imports to avoid creating duplicate contact records.

Zinc Work stores PDF report URLs for completed background checks. We download each PDF and re-upload it to HubSpot Files attached to the associated ReferenceCheck__c record. File size limits (HubSpot default 25MB per file) are enforced; larger files are flagged for manual download-link storage in a custom URL field.