Migrate from Apex Human Capital Management to Zoho Recruit

Apex stores candidate records in its applicant tracking module, which includes applicant name, contact information, resume content, application status, and job assignment. We extract these records and map them to Zoho Recruit Candidates. Apex's applicant_id maps to an external reference field. Candidate status values (applied, screened, interviewed, offered, hired, rejected) map to Zoho Recruit's Candidate Status picklist. Where Apex stores candidates as a subset of the Employee table with a hiring stage flag, we filter on that flag to isolate the recruiting population from active employee records.

Apex job requisitions and job postings map to Zoho Recruit Job Opening records. Fields including job title, department assignment, employment type (full-time, part-time, contract), job description, and requirements migrate as text fields. We extract the posting date and closing date from Apex's job lifecycle fields and map them to Zoho Recruit's Opening Date and Close Date. Active versus archived status maps directly from Apex's job active flag to Zoho Recruit's Published status.

Apex application records linking a candidate to a specific job opening map to Zoho Recruit's association between a Candidate record and a Job Opening. The application submission date, current stage in the hiring pipeline, and assigned recruiter map to Zoho Recruit's Created Time, Current Stage, and Assigned Recruiter fields. Interview scorecards and interviewer feedback stored in Apex as structured notes migrate as text blobs attached to the application record.

Apex interview records with interviewer assignment, scheduled date and time, interview type, and outcome map to Zoho Recruit Interview records. We map the interviewer name to Zoho Recruit's Interviewer field and the interview outcome (selected, rejected, pending) to the Interview Status. Where Apex stores multiple interview rounds as separate records, we create corresponding Zoho Recruit Interview records linked to the same Candidate and Job Opening.

Apex offer letter records with compensation details, start date, and offer status map to Zoho Recruit Offer records. Compensation figures migrate to the Offered Salary field; start date migrates to Proposed Joining Date; and offer status (accepted, declined, withdrawn) maps directly. Offer letter documents stored as attachments in Apex migrate as files linked to the Zoho Recruit Offer record via the document attachment layer.

Apex placement records tracking a successful hire map to Zoho Recruit Placement records for staffing firm use cases. The placement record includes the candidate, job opening, client company, placement date, bill rate, and pay rate. For corporate HR teams, the placement record serves as the handoff point to Zoho People where the employee record is created with a single click from the hired candidate.

Apex resume files and supporting documents (certifications, cover letters, portfolio samples) stored as binary blobs or linked URLs migrate as file attachments associated with the Zoho Recruit Candidate record. We preserve the original filename and associate it with the correct candidate using the candidate_id mapping. Resume text parsed by Apex into structured fields migrates to Zoho Recruit's skills, work experience summary, and education fields where those mappings exist in the Apex schema.

Apex installations with custom fields on candidate or application records (screening scores, source channel, background check status, Visa eligibility, security clearance level) map to Zoho Recruit custom fields that we create during the migration setup phase. We use Zoho Recruit's field creation API to provision the field with the correct data type (text, picklist, date, checkbox, number) before importing data. Any picklist values in Apex are replicated as picklist options in Zoho Recruit to prevent import rejection.

Apex system users assigned as recruiters, hiring managers, or interviewers map to Zoho Recruit User records by email address. We extract the user email, name, and role from Apex and match against the destination Zoho Recruit User table. If a Zoho Recruit User account does not already exist for a given Apex user, the record is held in a reconciliation queue for the customer's admin to provision before the candidate import begins.

Apex client or department records used by staffing firms to track which client a job requisition belongs to map to Zoho Recruit Client records. Client name, contact information, and billing contact details migrate directly. For corporate HR teams without a client concept, the Apex Department or Organization record maps to Zoho Recruit Client as a placeholder representing the internal organization.

Apex employee records for workers who have completed onboarding and are now active employees do not map to Zoho Recruit because Zoho Recruit is an ATS. We extract these records and prepare them for loading into Zoho People, which handles employee records, onboarding workflows, time and attendance, and performance reviews post-hire. The Zoho Recruit to Zoho People integration supports a one-click push of hired candidate data into the employee record, which we validate as a post-migration step.

These Apex HCM record types have no equivalent in Zoho Recruit. Payroll registers, tax withholding codes, PTO accrual balances and carryover rules, benefits elections, clock-in/out records, and ACA 1095-C data do not migrate. We deliver a written inventory of these records with record counts and field counts so the customer's HR and payroll administrators can plan rebuilds in Zoho Payroll (payroll), Zoho People (accruals, benefits, timekeeping), or a third-party compliance tool (ACA). Accrual policy logic is particularly client-specific and typically requires manual reconfiguration by the customer's HR team based on the policy inventory we provide.