Migrate from Back Track Screening to Zoho Recruit

Back Track Screening Candidate records (containing name, date of birth, contact information, and SSN) map directly to Zoho Recruit Candidate records. We preserve the original SSN as a masked custom field (last four digits only) per FCRA data-minimization practices, with the full SSN held in a restricted-access compliance attachment. Consent and disclosure signed-date timestamps migrate as required fields on the Candidate record or as linked compliance documents to maintain the legal defensibility chain for adverse action decisions.

Back Track Screening Screening Orders bundle a candidate with a specific check package (criminal, education, employment, drug, credit). We map each order to a Zoho Recruit Candidate record enhanced with custom fields recording package type, order date, order status (pending, in-progress, complete), and the ordering employer reference. If the screening was tied to a specific job requisition, we link it to the corresponding Job Application in Zoho Recruit via the Candidates_Jobs module relationship.

SSN trace output from Back Track Screening produces an address history that determines county-level criminal search scope. This is a first-class migration object: we preserve the raw trace result and the derived address list as structured custom fields on the Zoho Recruit Candidate record. The address history validates that any migrated criminal record corresponds to a jurisdiction that was actually covered under the original SSN trace, which is critical for FCRA compliance reconstruction if adverse action is ever taken.

Criminal records returned per jurisdiction (county, state, federal) include charge details, disposition, and court references. We map each record to Zoho Recruit custom fields capturing jurisdiction, charge classification, disposition, and court name. The county-source of each record is validated against the migrated SSN trace address history. If Back Track Screening returns a PDF report, we attach it to the Zoho Recruit Candidate record as a compliance document rather than parsing fields that might lose nuance.

Education verification results include school name, degree, dates of attendance, and verification status (verified, unable to verify, in-progress). We map these to Zoho Recruit Candidate custom fields and preserve the verification call notes in a linked Candidate Note. If the candidate has multiple education records (e.g., undergraduate and graduate), we create separate custom field sets or use Zoho Recruit's Notes with tagged categorization to distinguish each institution.

Employment verification results include employer name, title, dates of employment, salary (if disclosed by the employer), and reason for leaving. We map these to Zoho Recruit Candidate custom fields and preserve the raw employer response as a Note attached to the candidate. Multiple employment records are handled as repeating custom field groups or as separate Notes with consistent tagging. If salary data was included, we note it as sourced from employer disclosure for compliance awareness.

Drug test records include test type (urine, hair, DOT), collection date, lab result (negative, positive, dilute), and MRO (Medical Review Officer) review status. We map these to Zoho Recruit Candidate custom fields. DOT test records are flagged with a DOT-compliant notation. MRO review status is preserved because it is legally significant for FMCSA and DOT-regulated hiring positions.

Credit reports returned for employment purposes include only permissible inquiry elements under FCRA (typically bankruptcy and sometimes public records). We map the returned elements to Zoho Recruit Candidate custom fields and flag non-permissible elements as excluded. The raw credit report PDF is attached as a restricted-access compliance document. We note the inquiry date and FCRA permissible purpose to support any future disputes.

Adverse action documentation (pre-adverse action notice, candidate response window, final adverse action letter) is migrated as a sequence of compliance documents attached to the Zoho Recruit Candidate record. Signed-date timestamps are preserved verbatim so the employer can demonstrate the legally required timing between notices. We sequence adverse action records after consent records and after screening results in migration order to maintain the FCRA defensibility chain.

Back Track Screening offers customized solutions beyond standard packages. We treat each custom check type as a configuration object: if the custom check produces a structured result (e.g., a numeric score or a yes/no finding), we create Zoho Recruit custom fields on the Candidate record. If the custom check produces an unstructured report, we attach it as a compliance document. For organizations with more than five distinct custom check types, we recommend a Zoho Recruit Custom Module to consolidate them rather than proliferating custom fields on the standard Candidate layout.

FCRA disclosure and authorization records are compliance-critical and must migrate before any screening results. We preserve the signed disclosure document and authorization record as separate attachments on the Zoho Recruit Candidate record, each with the original signed-date timestamp stored as a custom field. We flag whether each record is an individual disclosure or a summary disclosure under the applicable FCRA version at time of signing. These records are not merged with screening results in migration order because they must precede adverse action documentation in the compliance chain.

Back Track Screening packages define the scope of checks ordered for a role (e.g., criminal + education + employment, or criminal + drug + credit). We preserve the package name, included check types, and any tier or pricing tier associated with the package as custom fields on the corresponding Zoho Recruit Job Opening record or, if the package was applied per-candidate rather than per-job, on the Candidate record. This allows the customer's admin to reference the original package scope when rebuilding automated screening triggers in Zoho Recruit Workflow.