Migrate from EMP Trust HR to Zoho Recruit

EMP Trust HR Employees map to Zoho Recruit Candidates with employment-status and offer-acceptance data carried as custom fields. If Zoho People is in scope for ongoing onboarding management, we also map the Employee record to Zoho People Employee so that the Zoho People-to-Zoho Recruit integration can receive the converted candidate. The integration requires First Name, Last Name, Email Address, and Employee ID as mandatory fields; we flag any EMP Trust HR employees missing these fields and populate them with 'not provided' during transformation to prevent record skippage in Zoho Recruit's import. Active versus inactive employee status maps from EMP Trust HR employment status to Zoho Recruit Candidate status or Zoho People Employee active flag.

The EMP Trust HR new hire portal stores portal state (Started, In-Progress, Completed), associated task sets, and portal configuration. Zoho Recruit has no native onboarding wizard equivalent. We flatten the portal state and completion percentage into Candidate custom fields (portal_state__c, onboarding_completion__c) and create Zoho Recruit Tasks for each active onboarding task assigned to the candidate. The portal configuration itself (branding, welcome message, video embeds) does not transfer to Zoho Recruit; we deliver a written description of the original portal setup for the customer's admin to reconfigure in Zoho Recruit's candidate portal settings.

Completed form records including offer letters, NDAs, non-competes, policy acknowledgements, tax withholding forms, direct deposit, and beneficiary forms migrate as Notes attached to the Candidate with a type identifier (e.g., 'Form: NDA'). E-signature audit trail metadata from EMP Trust HR (signer ID, timestamp, IP address, certificate hash) is extracted and stored in dedicated custom fields on the Note record. Zoho Recruit's document library supports file attachments; we migrate completed form PDFs as ContentDocumentLink-attached files where Zoho Sign integration is configured, and as plain attachments otherwise. Form logic and conditional branching from EMP Trust HR are not preserved; we document the original form structure for manual rebuild if conditional logic is business-critical.

I-9 Section 1 (employee completion) and Section 2 (employer/agent verification) records migrate as custom fields on the Candidate record (i9_section1_complete__c, i9_section2_complete__c, e_verify_case_number__c, e_verify_status__c, verification_date__c) with the full I-9 state documented in a Note of type 'Compliance: I-9'. EMP Trust HR's E-Verify status codes (Verified, Tentative Nonconfirmation, DHS/DOJ Query) map to corresponding custom picklist values in Zoho Recruit. We flag any I-9 record that has not reached Section 2 completion with a compliance alert note so the customer's HR team knows a new I-9 or remote verification workflow must be initiated. Zoho Recruit has no native I-9 module; compliance ownership transfers entirely to the customer's HR team post-migration.

Benefits selections captured during EMP Trust HR onboarding are stored as enrollment snapshots (plan choices, dependent information, beneficiary designations). These snapshots migrate as read-only historical records attached to the Candidate or Zoho People Employee. Zoho Recruit has no active benefits enrollment module, and Zoho People's benefits module requires separate configuration and carrier API setup that is outside ATS scope. Any active ongoing benefits changes in flight at migration time must be captured separately from the HRIS export and reconciled manually at the destination. We document the enrollment snapshot structure so the customer's benefits team can re-enter active enrollments in Zoho People if that module is adopted.

Courses assigned via the EMP Trust HR new hire learning portal with completion flags, scores, and assignment timestamps migrate as Candidate custom fields (training_course_name__c, training_completed__c, training_score__c, training_date__c) and a summary Note of type 'Training History'. Zoho Recruit does not have a native learning management system; training records are preserved for audit and historical reference rather than as active learning data. If the customer adopts Zoho Learn or a third-party LMS post-migration, the training history provides the baseline for re-enrollment decisions.

Background check orders and results sourced through EMP Trust HR's pre-built integrations (CastleBranch, AccurateBackground, BirdDogHR) migrate as summary fields on the Candidate record (bg_check_status__c, bg_check_vendor__c, bg_check_date__c, bg_check_result_summary__c) and a Note of type 'Background Check'. Raw vendor report files migrate as ContentDocumentLink-attached documents. EMP Trust HR does not expose the raw report data through its export interface; the summary represents the extent of what can be transferred. We document the integration vendor used per candidate so the customer knows which carrier to contact if background verification continuity is required.

The Greenhouse and Lever integrations in EMP Trust HR push candidate fields into the new hire profile when a candidate is marked as hired. Only fields configured in the integration mapping are pushed; original ATS candidate fields not included in the integration configuration are not available in EMP Trust HR and therefore cannot be migrated. We document the integration field map during scoping, cross-reference against the original ATS export if available, and flag any candidate source fields (resume content, assessment scores, sourcing channel) that exist only in the original ATS and not in EMP Trust HR. The customer should export the original ATS candidate data directly as a secondary source if those fields are business-critical.

Employer-defined custom forms (HR policies, handbooks, bespoke onboarding documents) with completed responses and e-signature data migrate as Notes attached to the Candidate. Custom form definitions and form logic do not migrate; Zoho Recruit's web forms and custom modules serve as the structural replacement. We document the original custom form schema (field names, types, response values) as a written artifact for the customer's admin to use when rebuilding equivalent forms in Zoho Recruit Forms, Zoho Creator, or Zoho Survey. Conditional branching logic from the original forms requires manual redesign in the destination.

Onboarding tasks assigned to new hires, managers, HR staff, and IT from EMP Trust HR migrate as Zoho Recruit Tasks attached to the Candidate record. Task status, due dates, assignees (mapped to Zoho Recruit Users by email), and completion timestamps transfer directly. Open tasks that were incomplete at migration time are migrated as open Tasks so the customer's team can continue execution in Zoho without re-entering assignments. Completed tasks retain their completion timestamp for historical reference.

Recruiter, hiring manager, and HR contact assignments from EMP Trust HR's onboarding records map to Zoho Recruit User records via email-based matching. Candidate Owner in Zoho Recruit maps to the primary recruiter. Secondary team members (hiring manager, HR contact) are stored in custom multi-user fields or related list records. Any EMP Trust HR user without a matching Zoho Recruit User goes to a reconciliation queue for the customer's admin to provision before final migration.

Pre-built connector configurations (ADP, Workday, Oracle, SAP, UKG, Greenhouse, Lever) and related sync settings, credential mappings, and webhook configurations in EMP Trust HR are not migrated. EMP Trust HR does not expose connector configuration data in its export interface. We deliver a written integration inventory documenting every active connector, its current sync scope, and the recommended configuration steps for re-establishing it in Zoho Recruit or the customer's broader Zoho ecosystem. Sync schedules, polling intervals, and field-level credential references must be rebuilt from scratch in Zoho Recruit Setup.