Migrate from Employ to Zoho Recruit

Employ Job records (title, description, department, location, status, posting date) map directly to Zoho Recruit Job Openings. The Job ID from Employ becomes a custom field zf_employ_job_id__c on the Job Opening for audit traceability. Posting status migrates as a Zoho Recruit custom picklist field since the native Status field uses Zoho's own vocabulary (Open, Closed, On Hold). Any Job with no direct status equivalent is flagged during scoping.

Employ Candidate records map to Zoho Recruit Candidates with name, email, phone, address, and work history preserved. Zoho Recruit requires Last Name as a mandatory field; candidates without a Last Name value in Employ are written as 'Not Provided' per Zoho's migration documentation. We also preserve the original Employ Candidate ID in a custom field zf_employ_candidate_id__c.

Employ's AI Recruiter generates interview evaluation scores stored as metadata on the Candidate record. There is no native AI scoring object to map against in Zoho Recruit. We extract these values during the data audit, create a custom field ai_interview_score__c (number type) on the Zoho Recruit Candidate module during the schema design phase, and write the score values during the Candidate load. Customers requiring full AI evaluation preservation also receive a written record of which candidates have scores for admin reference.

Employ Applications link a Candidate to a Job and track the hiring pipeline stage. These map to Zoho Recruit Applications, with the stage assignment handled via the pipeline mapping step. Application history timestamps migrate to custom fields on the Application if the destination Zoho Recruit plan supports them; otherwise they are preserved in the migration reconciliation report.

Employ allows each customer to define custom pipeline stages per job with no standard schema. We extract the full list of active stage names during discovery, present them alongside Zoho Recruit's default stage vocabulary (Resume Received, Screening, Level 1 Interview, Level 2 Interview, Offer, Hired, Rejected), and flag any Employ stages with no direct Zoho equivalent. The customer admin selects the mapping for each unmatched stage before migration begins. Stages with no mapping are held in a reconciliation queue to prevent candidates landing in a null stage.

Employment eligibility verification records are regulatory documents associated with the hired Employee. We carry these as encrypted file attachments linked to the Employee record rather than re-triggering the verification workflow in Zoho Recruit. The customer must confirm that Zoho Recruit's Employee module (available on Corporate HR edition) will accept pre-completed I-9 forms as attachments; if Zoho does not have an Employee module in the target edition, these records are flagged for manual compliance review post-migration.

Candidates who transitioned to an Employee record in Employ map to Zoho Recruit Employees if the destination account uses the Corporate HR edition. Fields including start date, department, manager, and employment status migrate to the corresponding Zoho Recruit Employee fields. Staffing Agency editions do not include an Employee module; in those cases, hired candidates migrate as Candidates with a custom employment status field set to Hired.

Employ assigns Users to roles (Recruiter, Hiring Manager, Admin). We extract role assignments and map them to Zoho Recruit Users, matching by email address. Zoho Recruit requires that users being imported do not already have a separate Zoho Recruit account; users with pre-existing accounts must close those accounts before the migration import can proceed per Zoho's migration documentation. The customer admin provisions all Users in Zoho Recruit before record migration begins.

Employ supports custom fields on Jobs, Candidates, and Applications without a published schema. We discover all custom fields during the scoping audit, map them to Zoho Recruit custom fields (limited to 50 per module on Standard, 300 per module on Enterprise), and create any missing destination fields before import. Custom fields exceeding the destination plan limit are flagged for the customer to either upgrade the Zoho Recruit plan or archive inactive fields.

Resume files and attachments on Employ Candidate and Application records migrate to Zoho Recruit Attachments linked to the corresponding Candidate or Application record. We preserve file names, MIME types, and upload timestamps. Attachments are stored in Zoho Recruit's Document Library under the candidate record.

Notes attached to Candidates, Applications, or Jobs in Employ migrate to Zoho Recruit Notes linked to the corresponding record. Rich text formatting is preserved where the source format is compatible. Notes without a parent record are held in a staging queue for manual assignment.

Hiring-related tasks created in Employ (interview scheduling tasks, offer follow-up tasks, onboarding tasks) migrate to Zoho Recruit Tasks. Task status, priority, due date, and assigned owner (resolved via User email mapping) transfer directly. Recurring tasks in Employ are not migrated as recurring; they are imported as single instances with a note flagging the recurrence pattern for manual rebuild in Zoho Recruit Workflow Rules.

Job postings distributed to third-party job boards are stored as configuration settings in Employ rather than as data records. These are destination-specific settings that do not migrate. We flag job board distribution configurations during scoping and deliver a written inventory of each job's active board postings so the customer admin can reconfigure distribution in Zoho Recruit after cutover.