Migrate from E-Staff to Zoho Recruit

E-Staff Candidates map directly to Zoho Recruit Candidates. The E-Staff first_name and last_name fields map to Zoho Recruit First Name and Last Name. Last Name is mandatory in Zoho Recruit — any null values in E-Staff are patched to 'Not Provided' before import per Zoho Recruit's own migration documentation. Email, phone, and address fields map to typed Zoho Recruit fields. Source (how the candidate entered the system) maps to the Source picklist in Zoho Recruit Candidate module.

E-Staff Placements (the staffing-specific record representing a candidate placed at a client) map to Zoho Recruit Job Openings. The E-Staff job title, client organization, start date, and end date map to Zoho Recruit Job Opening Title, Client lookup, Start Date, and End Date fields. Placement status (active, completed, terminated) maps to the Job Opening Status picklist. If E-Staff stores placement-specific billing rate or pay rate as custom fields, we create equivalent custom fields in Zoho Recruit Job Opening before migration.

E-Staff Client records (the hiring company the agency works with) map to Zoho Recruit Client records. The client name, address, industry, and contact person fields map directly. Client is a standalone module in Zoho Recruit used primarily by staffing agencies; if the E-Staff instance stores client records in a Companies or Organizations module, we map to Client rather than the Contact module.

E-Staff Employee records (staff placed as W-2 or direct hires) map to Zoho Recruit Candidates with the status set to 'Hired' or 'Converted to Employee.' If Zoho People integration is active, we set the Candidate to a status that triggers the Convert to Employee action. The original hire date, department, and job title from E-Staff Employee records migrate to custom fields on the Candidate record or directly into Zoho People Employee records if the Zoho People integration is configured.

E-Staff Contact records associated with Client Organizations map to Zoho Recruit Contacts. The Contact is linked to the Client via the Client lookup in Zoho Recruit. Email, phone, title, and department fields migrate directly. If E-Staff stores recruiter-specific contacts (hiring managers at the client), these map to Zoho Recruit Contacts with the same Client association.

E-Staff Users (recruiters, account managers, administrators) map to Zoho Recruit Users. We resolve by email match against the Zoho Recruit User table. Any E-Staff User without a matching Zoho Recruit User is placed in a reconciliation queue for the customer's admin to provision before record import. The E-Staff role (recruiter, admin, read-only) maps to Zoho Recruit profile assignments.

E-Staff Department records (organizational units within the staffing agency or client) map to Zoho Recruit Departments. Department hierarchy (parent-child) migrates if represented in E-Staff. Zoho Recruit Department module supports hierarchical structures that match most staffing agency org models.

E-Staff notes attached to Candidates, Placements, or Client records map to Zoho Recruit Notes linked to the corresponding Candidate, Job Opening, or Client via ContentDocumentLink. Note body and timestamp preserve. If E-Staff stores notes as rich text with attachments, the attachment body migrates as separate ContentDocument records linked to the Note.

E-Staff task records (reminders, to-dos, follow-ups) map to Zoho Recruit Tasks. Status, Priority, Due Date, Assigned To (via User lookup), and description migrate directly. We resolve the E-Staff task owner by email match against the Zoho Recruit User table. Activity timestamp preserves for timeline ordering.

E-Staff call logs map to Zoho Recruit Task with TaskSubtype = Call and Call Duration preserved in a custom field. E-Staff meeting records map to Zoho Recruit Event with Start Date/Time, End Date/Time, Location, and Attendee (linked via EventRelation records). If the meeting was associated with a Candidate or Job Opening in E-Staff, the WhatId on the Event points to the mapped Zoho Recruit record.

E-Staff Skills attached to Candidates (certifications, software proficiency, language skills) map to Zoho Recruit Candidate Skills. Skills stored as comma-separated text in E-Staff are parsed and inserted as individual Skill picklist values in Zoho Recruit if the skill taxonomy exists, or as custom multi-select fields if no matching picklist is available.

E-Staff custom fields are user-defined with no enforced naming convention, which means every custom field must be audited individually during scoping. We create matching custom fields in Zoho Recruit under the appropriate module (Candidate, Job Opening, Client, Contact) with the correct field type before migration. Text fields, picklists, dates, and numeric fields migrate directly; multi-select picklists from E-Staff map to Zoho Recruit multi-select fields; lookup fields to other E-Staff objects require Zoho Recruit lookup field creation and parent-record resolution during import. Custom fields are not available in the Zoho Recruit Free Edition — migration scope requires Standard or higher.

E-Staff effective-dated compensation rows (pay rate, bill rate, benefits effective dates) are stored as independent records rather than update transactions. We migrate these as a structured set of custom fields on the mapped Candidate or Job Opening record: current_pay_rate__c, current_bill_rate__c, and a compensation history note containing the effective date, rate, and benefits detail for each historical row. This preserves the audit trail without requiring a separate Compensation custom object in Zoho Recruit.