Migrate from HR Manager Pro to Zoho Recruit

HR Manager Pro Employee records map directly to Zoho Recruit Candidate records. The Employee first name maps to Candidate First Name, last name to Last Name (mandatory field in Zoho Recruit; if the source has employees without a last name, we substitute 'Not Provided' per Zoho Recruit import requirements), email to Email Address, phone to Phone, and hire date to a custom field candidate_start_date__c. Employment status (Active, Terminated, On Leave) maps to a custom picklist field employment_status__c if the destination is on Standard or above; otherwise it maps to a text field. The HR Manager Pro Employee record ID is preserved in a custom field hrmp_employee_id__c for audit and reconciliation.

HR Manager Pro department taxonomy (including parent-child hierarchy) maps to Zoho Recruit Tags on the Candidate record. Each department name from the plugin becomes a Zoho Recruit tag with prefix 'DEPT:' for disambiguation. If the customer uses the department field for reporting segmentation, we alternatively create a custom picklist field department__c on Candidate (Standard and above) and map each unique department value to a picklist option. Multi-level hierarchies (parent department / child department) are flattened to a single string: 'Engineering > Frontend' to preserve the relationship without requiring a separate lookup object that Zoho Recruit does not provide.

HR Manager Pro job title per employee maps to a custom text field current_title__c on the Candidate record. If the destination Zoho Recruit instance has the standard 'Current Title' field enabled in the Candidate layout, we use that field instead. We flag any non-ASCII characters in the job title and normalize them before import to avoid character encoding issues during CSV ingestion.

The HR Manager Pro employment start date (hire_date field) maps to a custom date field hire_date__c on the Candidate record. This field enables Zoho Recruit users to filter candidates by tenure and supports date-based reporting even though Zoho Recruit is a recruiting system rather than an HRMS. Employment end dates for terminated employees map to a separate custom date field termination_date__c.

Employee documents (contracts, certifications, identification) stored in the WordPress media library are downloaded in a parallel step before CSV import. Each file is mapped to the corresponding Candidate record by matching the Employee ID in the filename or database path. Files are uploaded to the Candidate's attachment section in Zoho Recruit via the Attachments API or CSV file reference. We flag any file exceeding Zoho Recruit's attachment size limit (20 MB per file) and exclude or compress them per the customer's preference. This step adds 15-30 minutes per 100 documents depending on file size and WordPress media library access method.

Current leave balances (annual leave remaining, sick leave balance) from HR Manager Pro's leave tables are extracted as static snapshot values per employee and mapped to custom number fields leave_balance__c and sick_leave_balance__c on the Candidate record. The leave accrual rule configuration (frequency, carryover limits, vesting schedules) does not export from HR Manager Pro and has no equivalent in Zoho Recruit, so it is excluded from the migration. We advise customers to configure leave policies manually in Zoho Recruit or a dedicated leave management tool post-migration and set entitlements based on the snapshot balance as a starting point.

Historical leave request records (approved leave with dates and reason) from HR Manager Pro can be mapped to Zoho Recruit Notes attached to the Candidate record, with a structured format: 'Leave Request: [Type] | [Start Date] - [End Date] | [Status]'. Zoho Recruit has no native leave management module, so leave history does not map to a structured object. We document the count of historical leave requests per employee in the migration reconciliation report so the customer can verify all records were transferred as notes.

Benefits plan assignments and deduction rates per employee in HR Manager Pro (stored as part of the employee profile export) map to custom fields on the Candidate record. If the destination Zoho Recruit instance has a plan_name__c picklist (Standard and above), benefit types map to that field. Deduction amounts map to a custom currency field benefit_deduction__c. Plan details themselves (carrier, coverage tiers, employer cost) are not a separate exportable object in HR Manager Pro and cannot be fully reconstructed; we flag the limitation in the scoping document and recommend a dedicated benefits administration tool for ongoing management post-migration.

HR Manager Pro stores the reporting manager as a relationship field on the Employee record. If the manager is also an employee in the system, we extract the manager's Employee ID and map it to a custom text field reporting_manager__c on the Candidate record, storing the manager's name as a string. If the manager does not exist as an employee record (e.g., they are not in the HR Manager Pro system), we store the manager name directly. Zoho Recruit does not have a native org-chart module, so the reporting relationship is preserved as a text field rather than a lookup relationship.

HR Manager Pro allows admin-defined custom fields on the Employee profile that are not part of the standard export schema. We discover these fields during the pre-migration scan by querying the WordPress database metadata for the HR Manager Pro post type. Each discovered custom field is added to the CSV export as an additional column. In Zoho Recruit, we create matching custom fields on the Candidate module (Standard and above) using the Zoho Recruit field type that best matches the source data type: text fields for string values, picklists for enumerated values, date fields for date values, and number fields for numeric values. Custom fields are not available in the Free Edition; if the destination is on Free Edition, custom fields are documented as unmigrated and flagged in the reconciliation report.

HR Manager Pro user accounts (HR admins and managers with WordPress admin access) are matched by email address to Zoho Recruit User records. We extract the user list from the WordPress user table filtered to HR Manager Pro capability roles. Users without a matching Zoho Recruit account go to a reconciliation queue for the customer to provision. Once provisioned, the Zoho Recruit User ID is used as the OwnerId on Candidate records during migration to maintain audit ownership.

If the customer uses Zoho Recruit to manage internal job postings or talent pools structured by department, we create one Job Opening record per HR Manager Pro department during migration. The Job Opening title uses the department name, the description field includes the headcount from HR Manager Pro if available, and the hiring team is assigned based on the HR Manager Pro admin user responsible for that department. This step is optional and scoped during discovery; it enables Zoho Recruit to serve as the internal hiring portal post-migration for departments managed in HR Manager Pro.