Migrate from Jobtoolz to Zoho Recruit

Jobtoolz Candidates export to CSV via the built-in Candidates list export. We map the full name split into Zoho Recruit's First Name and Last Name fields. Where Jobtoolz stores a single name field or no last name, we flag records for Last Name population — Zoho Recruit rejects Candidate imports where Last Name is empty, requiring explicit values such as 'Not Provided' per Zoho Recruit's migration documentation. Email, phone, current stage, source, and creation date migrate as standard fields; custom candidate properties migrate as Zoho Recruit custom fields created in the target module before import.

Jobtoolz Applications link a Candidate to a Vacancy and store stage history. Zoho Recruit does not have a separate Application object; instead, a Candidate record tracks the hiring pipeline through Zoho Recruit's Candidate Status field (Applied, Interview, Offer, Hired, Rejected) and is linked to a Job Opening via the Job Opening ID lookup. We reconstruct the application timeline by mapping Jobtoolz Application creation date and stage transitions to Zoho Recruit Candidate Activity records, preserving the sequence of pipeline movements for audit purposes.

Jobtoolz Vacancy records (title, department, location, employment type, job description, salary range, status) map directly to Zoho Recruit Job Opening fields. The Vacancy title becomes the Job Opening Position Title; department maps to Zoho Recruit's Industry or a custom Department picklist; employment type maps to Job Type (Full-time, Part-time, Contract, Intern). Active/inactive Vacancy status maps to the Job Opening Status (Open/Closed). We create the Job Openings in Zoho Recruit first so that Candidate-to-Vacancy lookups resolve during Candidate import.

Jobtoolz allows arbitrary custom pipeline stage names and counts. Zoho Recruit's Candidate module uses standard status values (Applied, Interview, Offer, Hired, Rejected) that can be extended with custom picklist values. During scoping, we capture the full Jobtoolz stage sequence, map each stage to a Zoho Recruit status or custom value, and collapse any stages that exceed Zoho Recruit's picklist limits or naming constraints. The stage mapping table is approved by the customer before migration begins.

Jobtoolz custom fields on Candidate records (skills ratings, source details, availability, interview scores, or any tenant-specific properties) migrate as Zoho Recruit Custom Fields in the Candidates module. We export the Jobtoolz field schema during scoping, create matching fields in Zoho Recruit via Setup > Customization > Modules before import, and flag any type mismatches (e.g., a Jobtoolz free-text field that should map to a Zoho Recruit picklist). Custom fields are not available in the Zoho Recruit Free Edition; customers on Standard or above are assumed.

Resume and cover letter attachments linked to Jobtoolz Candidate records are downloaded from the authenticated Jobtoolz session and re-attached to the corresponding Zoho Recruit Candidate record via the Attachments feature (Setup > Customization > Modules > Candidates > Attachments). We preserve the original filename and MIME type. File size limits for Zoho Recruit attachments must be confirmed at the target edition tier before migration begins.

Jobtoolz employer branding assets — careers site content, company descriptions, culture copy, and job ad templates — are managed through the Jobtoolz Content API (the one API endpoint family that is publicly accessible). We extract this structured content and deliver it as a structured JSON export with field-by-field documentation so it can be re-created in Zoho Recruit's Branded Careers Site builder (Standard and above) or ported into Zoho Creator for custom front-end implementation. This is a content handoff, not a direct API-to-API migration.

Jobtoolz team member accounts map to Zoho Recruit Users. We resolve by email address match. Zoho Recruit's migration documentation states that users who already have a separate Zoho Recruit account cannot be imported — those accounts must be closed before the migration user import proceeds. Any Jobtoolz team member without an email match in Zoho Recruit goes to a reconciliation queue for the customer's admin to provision before record import resumes.

Jobtoolz Vacancies carry a Department field that does not have a direct standard equivalent in Zoho Recruit's Job Opening module. We create a custom picklist field (e.g., Department__c) in Zoho Recruit during schema setup and map the Jobtoolz department values into it. Where Jobtoolz departments are free-text rather than a controlled list, we normalize them to a standard set during the transform step to avoid picklist sprawl in Zoho Recruit.

Jobtoolz Vacancy status (Active, Draft, Closed, Archived) maps to Zoho Recruit Job Opening Status. Active vacancies become Open job openings; Closed and Archived vacancies become Closed. Draft vacancies are optionally imported as Closed or held for customer decision depending on whether they represent future postings or work-in-progress postings that should be discarded.

Jobtoolz Candidate records include a Source field (LinkedIn, Indeed, Referral, Direct Application, etc.). Zoho Recruit has a standard Source picklist on the Candidate module. We map Jobtoolz source values to Zoho Recruit Source values during the transform step. Any Jobtoolz source values without a Zoho Recruit equivalent are added as custom Source picklist values before import so that source attribution data is preserved without data loss.

Jobtoolz Vacancies may carry salary range, compensation type (hourly, annual, commission), and benefits fields. Zoho Recruit's standard Job Opening module does not include a salary field by default. We create a custom Salary Range field on the Job Opening module in Zoho Recruit during schema setup, mapping the Jobtoolz compensation data into it. Currency handling uses Zoho Recruit's multi-currency settings if the customer operates across EUR and other currencies.

Jobtoolz Application records store a stage transition history (date, from-stage, to-stage, user who made the change). Zoho Recruit does not expose a native stage-history audit trail on Candidates. We store the complete stage transition log as a JSON attachment on each Candidate record, plus create Zoho Recruit Activity records (type: Note) with the stage change details and timestamp so the timeline is queryable within Zoho Recruit's standard activity interface.

Jobtoolz Vacancy location data (city, country, remote/hybrid/on-site designation) maps to Zoho Recruit Job Opening location fields. We split the location into City and Country or State fields where Jobtoolz provides a combined location string. Remote-friendly or hybrid flags from Jobtoolz map to a custom Job Location Type picklist (On-site, Hybrid, Remote) on the Job Opening.