Migrate from Gem to Zoho Recruit

Gem Candidates map directly to Zoho Recruit Candidates with all standard fields (name, email, phone, LinkedIn handle, work history, education) migrated 1:1. Gem's linked_in_handle field triggers Zoho Recruit's duplicate detection during import; we handle this by querying existing Zoho Recruit candidates by email and LinkedIn handle before insert and using update logic where matches exist. Last Name is mandatory in Zoho Recruit; records without a last name receive a placeholder value of 'Not Provided' per Zoho's migration documentation.

Gem Prospects are internally synonymous with Candidates in Gem's UI. We preserve the same record structure and map Prospect status fields to Zoho Recruit's Candidate status picklist values. Any Prospect-specific custom fields migrate as custom fields on the Zoho Recruit Candidate module. No splitting or merging is required since Prospects and Candidates share the same data model in Gem.

Gem Projects (grouped sourcing efforts or requisitions) require a scoping decision before migration. If the Gem Project represents a job requisition, it maps to Zoho Recruit Job Openings with candidate associations preserved as Job Opening-to-Candidate links. If the Gem Project represents a sourcing initiative without a specific requisition, it maps to a custom Projects module that we pre-create in Zoho Recruit during schema design. Project membership (which candidates belong to which projects) migrates as related list records or custom lookup fields depending on the selected model.

Gem custom field types (single-select, multi-select, freeform, date) map to equivalent Zoho Recruit field types. Single-select maps to Picklist, multi-select maps to Multi-Select Picklist, date maps to Date, and freeform maps to Text or Text Area. Zoho Recruit Standard edition allows 50 custom fields per module; Enterprise allows 300. We verify the customer's target edition during discovery and flag any fields that exceed the limit before migration begins.

Gem Project-level custom fields migrate to Zoho Recruit Job Opening custom fields or custom module fields depending on the selected Project mapping strategy. Project custom fields in Gem are project-specific and not searchable or reportable; the same behavior applies in Zoho Recruit unless the customer selects the custom Projects module approach where Custom Views can be configured for reporting.

Gem email engagements map to Zoho Recruit Task records with the activity type preserved. The task subject carries the email subject line, the task body carries the email content, and the original timestamp maps to the task's Activity Date. Zoho Recruit's one-way email sync (POP3) and two-way sync (IMAP, Enterprise only) remain active post-migration for new emails.

Gem call engagements map to Zoho Recruit Task records. Call duration, disposition, and recording URL transfer to custom Task fields that we create during schema design. Activity date ordering is preserved by setting the Zoho Recruit Task Activity Date to the original Gem timestamp.

Gem meeting engagements map to Zoho Recruit Event records with Start Date Time, End Date Time, and Location preserved. Attendee information migrates to Event relation records where supported. Tasks and Events module is available on Standard and above; Standard includes tasks and events with limited automation, while Enterprise provides full feature access.

Gem Notes attached to candidates migrate to Zoho Recruit Notes linked to the corresponding Candidate record. Note content, author, and timestamp preserve during migration. Attachments from Gem Notes migrate as file attachments in Zoho Recruit's Document Library which is available on Standard and above.

Gem User accounts (recruiters and hiring managers) map to Zoho Recruit Users by email match. Owner assignments on Candidates and Projects resolve via the User mapping. Gem role and permission configurations must be reconfigured manually in Zoho Recruit after migration since permissions are org-specific. Any Gem Owner without a matching Zoho Recruit User goes to a reconciliation queue for the customer's admin to provision before record import completes.

Gem Sequences (automated outreach cadences with multi-step messaging flows and A/B testing logic) are not exposed via Gem's API. We do not migrate sequence definitions as code. We deliver a written inventory of every active Gem Sequence with its steps, timing delays, channel assignments, and A/B test configuration so that the customer's admin can rebuild them in Zoho Recruit's Workflow Rules (available on Professional and above) or Blueprint visual builder (Enterprise).

Gem workflow automation rules are not accessible via API. We do not migrate workflow definitions. We deliver a written map of every active Gem workflow with its trigger conditions, filter criteria, and automation actions for the customer's admin to rebuild in Zoho Recruit's Workflow Rules module. Workflow Rules on Zoho Recruit Standard allow 5 per module; Professional and Enterprise allow more, with Enterprise supporting up to 50 per module and Blueprint for visual process management.