Migrate from Jobtrain to Zoho Recruit

Jobtrain Vacancies are the primary source object and must be migrated before Candidates and Applications to satisfy Zoho Recruit's referential integrity. We map vacancy title, reference number, grade/level, department, cost centre, and advert sources. Custom vacancy fields discovered during scoping map to Zoho Recruit custom fields (up to 50/module on Standard, 300 on Professional and Enterprise). The Jobtrain advert sources field maps to Zoho's Source field or a tagged custom field depending on the destination's active job tier limits.

Jobtrain Candidate profiles map to Zoho Recruit Candidates. Zoho Recruit requires a Last Name value for every candidate record; records without a last name are ignored during import. We resolve this by appending 'Not Provided' or 'Unknown' to any candidate record missing a last name before import, and we flag these records for post-migration review. Contact details, application history, and source attribution migrate directly. Candidate attachments (CVs, cover letters) export as files and attach to the matching Zoho Candidate record via the Attachments module.

Jobtrain Applications link a Candidate to a Vacancy at a specific stage. We sequence Applications after both Candidates and Vacancies are staged, then create the Zoho Candidate-Job Opening association using Zoho's Candidate Binding or association records. Application date, status, and stage migrate as candidate properties or as tagged fields; the original application-stage history is preserved as a custom field audit trail on the candidate record.

Jobtrain supports reusable vacancy templates that define the standard structure for postings. Zoho Recruit does not have a native vacancy template object, but the template content maps to the Zoho Job Opening fields and any custom fields we pre-create. Vacancy template hierarchy (grade, level, cost centre, department) migrates as a configuration of those fields on the Job Opening rather than as a separate record type.

Jobtrain Departments are organisational units used for vacancy categorisation and approver routing. We map department names and IDs directly to Zoho Recruit's Department module, which is a standard object across all plans. Departments must be created before Vacancies are imported so that the Department lookup on the Job Opening is satisfied at the time of insert.

Jobtrain cost centres are defined in settings and attached to vacancies for budget tracking. If the destination Zoho Recruit account has a cost centre field available, we map cost centre codes and names directly. If not, we attach cost centre data as a custom vacancy-level text field or as a tagged property on the Department record, depending on the customer's reporting needs identified during scoping.

Approval routes in Jobtrain are configurable per vacancy or globally and store the approver chain topology. Zoho Recruit has no direct approval chain import. We capture the full approver chain during scoping, document it as a written Workflow Rule specification (trigger conditions, approver sequence, escalation paths), and hand it to the customer's Zoho admin for rebuild. Approver user accounts map 1:1 to Zoho Users resolved by email match.

Jobtrain stores email and letter templates used during recruitment stages. We export template content as structured text files. Zoho Recruit Email Templates are managed separately (5 on Free, 100 on Professional, unlimited on Enterprise). We import template content as Zoho Email Templates and flag any template that references Jobtrain-specific merge fields or conditional logic as requiring manual reconfiguration in Zoho's template editor.

Jobtrain allows super-users to create custom fields on vacancy, candidate, and application objects, and every customer's installation carries a unique set. We discover the full custom-field schema during scoping, pre-create matching custom fields in Zoho Recruit (50/module on Standard, 300 on Professional and Enterprise), and map the values during import. Fields that cannot be mapped because Zoho's field type does not support the source data type are flagged and documented as requiring post-migration manual entry or a custom Zoho Creator application.

Attachments on vacancies, candidates, and applications—CVs, cover letters, interview notes, and supporting documents—are downloaded from Jobtrain's interface as files. We associate each file with the correct migrated record in Zoho Recruit by matching the source record identifier. CV files attached to candidates migrate as Zoho Candidate Attachments. The original file name and upload timestamp are preserved as metadata where available from the Jobtrain export.

Jobtrain allows clients to define custom job grade and level hierarchies that vary by installation. We map grade and level values to Zoho Recruit custom picklist fields on Job Opening. The picklist values are extracted from Jobtrain during schema discovery, pre-loaded into Zoho before vacancy import, and the original Jobtrain grade hierarchy is preserved as a reference document for the customer's admin.

Jobtrain tracks advert sources including origin channels and associated costs for reporting. We map source names and attributions to Zoho Recruit's standard Source field on Job Opening where the destination plan supports it. Sources that do not fit Zoho's standard Source picklist migrate as a custom multi-select field or as tagged vacancy properties, depending on the reporting requirements identified during scoping.

Onboarding templates, employment contracts, and offer letters in Jobtrain are document-centric objects without a stable structured export schema. We export the document files and available metadata where retrievable, but we do not guarantee a clean 1:1 import to Zoho Recruit. We flag these as out of scope for migration and recommend the customer's admin uploads the documents to Zoho Recruit's Document Library (available on Professional and Enterprise) manually post-migration, or uses Zoho WorkDrive for document management.