Migrate from HR-ON to Zoho Recruit

HR-ON Employee records map to Zoho Recruit Candidate. The HR-ON employee ID becomes the candidate's External Candidate ID for reconciliation. Standard employee properties (name, email, phone, address) map to Zoho Recruit's Candidate fields. The HR-ON systemFields containing organizational metadata (department, reporting manager reference) are parsed and mapped to Zoho Recruit's Department field and custom candidate fields. We preserve the original hire_date or start_date as a custom field since Zoho Recruit Candidate does not have a native hire-date property.

HR-ON stores department and organizational hierarchy inside systemFields on Employee records rather than as separate objects. We extract these values during scoping, deduplicate the unique department names, create the corresponding Department records in Zoho Recruit, and populate the Department field on each Candidate at migration time. If HR-ON stores manager references as employee IDs, we resolve these to Candidate records post-insertion.

HR-ON custom properties on Employees map to Zoho Recruit custom Candidate fields. We pre-create the destination custom fields via Zoho Recruit's field management UI (up to 50 per module on Standard, 300 on Enterprise). HR-ON multi-select or checkbox custom properties map to Zoho Recruit multi-select picklists where the picklist values are derived from the unique HR-ON values at migration time.

HR-ON document templates with language metadata (da_DK, en_US) are flagged for manual reassignment because Zoho Recruit does not have a native template inheritance model for candidate documents. We export each template as a PDF or file reference, attach it to the relevant Candidate record in Zoho Recruit, and include a migration note flagging the source language so the customer's admin can assign the correct Zoho Recruit template post-migration if needed.

HR-ON generated documents (offer letters, contracts, onboarding forms) associated with an Employee migrate as file attachments on the corresponding Candidate record in Zoho Recruit. Binary blobs or file links are uploaded to the Candidate's attachment list. We preserve the original dateFormat and language metadata as attachment-level custom fields for traceability.

HR-ON user accounts map to Zoho Recruit Users. We resolve by email match against the Zoho Recruit destination account. Any HR-ON user with an existing separate Zoho Recruit account (a known Zoho platform constraint) cannot be imported until that separate account is closed; we flag these in the scoping report and hold them in a reconciliation queue.

All date values from HR-ON are normalized to ISO 8601 (YYYY-MM-DD) during extraction before loading into Zoho Recruit. This covers hire dates, start dates, document generation dates, and any other date fields on Employee records. We validate that Zoho Recruit's date field requirements are met for each candidate field before inserting.

HR-ON explicitly stores language at locale level (da_DK, en_US) per template and employee. We carry this through as a custom Candidate field (Original_Language__c) to preserve the employee's preferred locale. This is particularly relevant for organizations with Danish-speaking employees where document generation or communication preferences were set in HR-ON.

HR-ON role structures map to Zoho Recruit's Role and Profile system. We extract HR-ON role assignments per user and map them to the closest Zoho Recruit Role (Recruiter, Hiring Manager, Admin). HR-ON-specific permission flags that have no Zoho Recruit equivalent are flagged in the scoping report for the customer's admin to assign post-migration.

HR-ON onboarding workflow records (onboarding step status, completion timestamps, onboarding-specific notes) have no direct Zoho Recruit equivalent. These are not candidate application records but internal HR onboarding state. We export them as a JSON report and attach it to the Candidate record for the customer's HR admin to interpret manually during onboarding setup in Zoho Recruit or Zoho People.

HR-ON may store payroll-related fields (salary, compensation tier, bank details) depending on the customer's HR-ON configuration. Zoho Recruit is an ATS and does not handle payroll. We flag payroll-related fields in the scoping report, exclude them from migration, and recommend the customer evaluate Zoho Payroll or another HRMS for ongoing payroll administration. Bank details and salary information are excluded from migration on data-security grounds unless explicitly requested with written customer authorization.

HR-ON documentType values (contract, NDA, policy_acknowledgment, etc.) are extracted and mapped to a Zoho Recruit multi-select picklist custom field (Document_Types__c) on the Candidate. Each Candidate's associated documents are tagged with the applicable document type values, enabling the customer to filter candidates by documentation status in Zoho Recruit's candidate management view.