Migrate from Factorial to Zoho Recruit

Factorial employee records require a split decision at migration scoping. Employees who will use Zoho Recruit as a recruiter or hiring manager map to User records (provisioned by the customer's admin before migration); employees who represent past or potential candidates for internal job openings map to Candidate records. We extract name, email, department, start date, employment status, and contact information from Factorial's employee endpoint during discovery. Zoho Recruit requires Last Name as a mandatory field on Candidates — employees without a Last Name in Factorial receive a placeholder value ('not provided') that must be corrected manually or flagged for the customer's admin after migration.

Factorial departments and cost centers map directly to Zoho Recruit Departments. The parent-child hierarchy (nested departments) migrates as a flat list with a parent_department reference that Zoho Recruit resolves during import. No orphaned departments should result if the Factorial organizational structure is well-formed. We validate department record counts post-import against the source department list.

Employee-attached documents in Factorial (contracts, policy files, identification documents) migrate as Zoho Recruit Attachments linked to the corresponding Candidate or User record. Factorial imposes no bulk document download endpoint — we paginate the document list API, retrieve each file individually, and associate it by employee reference. Document-heavy archives (over 500 files per employee) extend the migration timeline significantly. We flag document-heavy cases during scoping and set timeline expectations accordingly.

Factorial per-customer custom fields on employees have no schema discovery endpoint — we enumerate active fields by calling the employee and contract endpoints during discovery. Each discovered custom field requires pre-creation in Zoho Recruit (Setup > Customization > Modules) before migration begins. Custom fields are gated by Zoho Recruit edition: 50 per module on Standard, 300 on Enterprise. If Factorial exceeds the Standard-tier limit, the customer must upgrade or select which custom fields to prioritize.

Factorial employment contracts (contract type, working hours, probation period, legal entity reference) do not have a native equivalent in Zoho Recruit's Candidate record structure. We migrate contract data as formatted Notes attached to the Candidate record, preserving contract type, start date, and working hours in a structured text block. For organizations that need contract data as structured fields, we create a Contract Info custom section in Zoho Recruit's Candidate layout before migration.

Factorial's effective-dated salary changes, bonuses, and equity grants do not have a Zoho Recruit native equivalent since Zoho Recruit is an ATS, not an HRMS. We store the most recent compensation snapshot as a Note on the Candidate record with a structured format (base salary, bonus, effective date). If the customer requires structured compensation fields for offer management, we pre-create currency custom fields on the Candidate module before migration.

Factorial absence types, balances, and accrual rules have no Zoho Recruit equivalent. We do not migrate absence data as structured records because Zoho Recruit has no absence management module. We document the absence types and accrual balances in a written summary delivered with the migration handoff, which the customer's HR admin uses to configure absence tracking separately (through Zoho People if the customer uses the broader Zoho ecosystem, or through a third-party tool).

Historical time entries (clock-in/out records, timesheets) do not migrate to Zoho Recruit. The ATS data model has no time-tracking module, and importing time entry records as Notes or custom fields would create operational noise without recruiting utility. We document the time entry volume and date range during discovery so the customer understands what is not moving and can retain the data in a reporting context if needed.

Factorial payroll data (gross compensation, tax withholdings, net-pay calculations, social security contributions) is tied to the country legal entity configuration and requires country-specific recomputation in any destination system. Zoho Recruit has no payroll module. We do not migrate payroll runs as structured records. We deliver a payroll data summary document that captures the last three payroll run totals per employee so the customer's finance team can set up compensation fields in their next HRMS or payroll system.

If Factorial contains any active job postings or requisitions (typically in organizations using Factorial's hiring module for internal postings), these map to Zoho Recruit Job Opening records. Job title, department, location, employment type, and description migrate directly. Active job status in Factorial maps to the Open status in Zoho Recruit; closed postings map to Closed.

Factorial approval chains for time-off, expenses, and documents are stored as platform-specific workflow objects that have no export representation and cannot be imported into Zoho Recruit. We document the existing workflow structure (triggers, conditions, approvers, actions) during discovery and deliver a written inventory that maps each Factorial workflow to a Zoho Recruit Workflow Rule, Blueprint, or Assignment Rule equivalent. Rebuilding is the customer's admin responsibility post-migration.

Factorial employee self-service configurations (portal preferences, notification settings, time-off request UI defaults) are platform-specific and do not migrate. Zoho Recruit's candidate-facing and recruiter-facing settings are configured independently. We deliver a settings summary as-is for the customer's admin to review and reapply relevant preferences in Zoho Recruit.