Migrate from Ashby to Zoho Recruit

Ashby Candidate records map directly to Zoho Recruit Candidates. We export all standard contact fields (name, email, phone, LinkedIn URL), source attribution, and status via the candidates endpoint. Custom fields on Candidates are enumerated via customField.list and mapped to Zoho Recruit custom fields created during the Zoho schema design phase. Note that Zoho Recruit requires Last Name as a mandatory field—Candidates without a last name in Ashby are assigned 'not provided' per Zoho's import requirements.

Ashby Application records (the link between a Candidate and a specific Job) map to Zoho Recruit Job Applications. The application submission date, current stage, and all stage transitions migrate as Zoho Recruit Activity records. Application associations to multiple Jobs (rare in Ashby but possible) map as separate Job Application records in Zoho Recruit, each tied to the relevant Job Opening.

Ashby Jobs (top-level job postings) map to Zoho Recruit Job Openings. The Ashby job title, department, team, location, employment type, and status migrate directly. Job Board Distribution settings in Ashby are documented for manual reconfiguration in Zoho Recruit because distribution channels are destination-platform-specific.

Ashby Openings represent individual headcount slots within a Job. A Job with three Openings in Ashby becomes a single Zoho Recruit Job Opening with the headcount count adjusted accordingly. We document each individual Opening's metadata (reason, status, target start date) in a separate reference file for the customer's admin to re-enter as a Job Opening note or custom field. The opening count adjustment prevents duplicate Job Opening records in Zoho Recruit.

Ashby Offer records map to Zoho Recruit Job Offers. Compensation details (salary, equity, bonus), start date, and e-signature status transfer as standard Offer fields. Offer history and status transitions (extended, accepted, declined, withdrawn) migrate as Activity records on the Job Application for compliance and audit trail purposes.

Ashby Users (recruiters, hiring managers, admins) export via user.list and map to Zoho Recruit Users by email match. Role assignments in Ashby map to Zoho Recruit's permission structure (Standard User, Recruiter, Hiring Manager, Admin). Note: Zoho Recruit requires that any User with an existing separate Zoho Recruit account must close that account before being imported into the company's shared Zoho Recruit instance—this is a Zoho Recruit constraint that we verify during scoping.

Ashby Interview Plans export with their stage structures and activity definitions as a written inventory. Automated activity triggers (sending booking links, assessments, questionnaires when a Candidate enters a stage) are tier-gated at Ashby Plus and Enterprise and have no direct equivalent in Zoho Recruit's workflow model. We document the full plan structure—stages, required activities, and automated actions—and deliver it to the customer's admin with Zoho Recruit Workflow rebuild instructions. This is not a live migration of automation code.

Ashby Email Sequences with templates and stage definitions export as a written template inventory. Automation rules tied to sequences are documented with their cadence steps, delay logic, and personalization tokens. Zoho Recruit does not have a native sequence cadence equivalent at all tiers; we map available automation types and document a recommended Zoho Recruit Workflow configuration for the customer's admin to implement post-migration.

Assessment results attached to Applications in Ashby (from HackerRank, CoderPad, Checkr integrations) export as activity records with the assessment result data. The assessment itself lives in the third-party platform, not Ashby. We map the association (Candidate + Job Application + Assessment type + score/status) as a Zoho Recruit Candidate custom field or note, and the customer re-links the third-party integration in Zoho Recruit post-migration if desired.

All Ashby custom fields on Candidates, Applications, and Jobs are enumerated via customField.list and mapped to Zoho Recruit custom fields. We create the corresponding Zoho Recruit custom fields (with correct field types: text, picklist, date, number, checkbox, etc.) before Candidate import begins. Zoho Recruit's custom field API is accessible from Standard tier. Customers with dozens of custom fields should expect a custom field creation and mapping review step during scoping.

Ashby Activity records (emails, notes, calls, scorecards) export per Candidate and Application and map to Zoho Recruit Activities with the original timestamp preserved for timeline ordering. Automated activities tied to Ashby interview plan triggers are flagged as non-migratable because they depend on automation rules that do not transfer. Manual activities (recruiter-sent emails, notes, logged calls) migrate fully. The Zoho Recruit Activity limit per module is noted during scoping to avoid quota issues on high-volume accounts.

Ashby Department records export and map to Zoho Recruit as either a custom field on Job Openings or a picklist value in an existing Department field. We verify Zoho Recruit's current module structure for the destination account and configure accordingly. Department hierarchy and permissions do not have a direct equivalent in Zoho Recruit's permission model and are documented for admin awareness.