Migrate from Keka to Zoho Recruit

Keka Employees who have applied for internal roles via Keka Hire and carry candidate records map to Zoho Recruit Candidates. Contact information (email, phone), current employment details (title, department), and resume attachments migrate as typed Zoho Recruit fields. Keka's employee status (Active, On Notice, Resigned) does not map to a Zoho Recruit Candidate field; we preserve it in a custom text field keka_employment_status__c for reference. Note that Keka Employees who have not engaged with Keka Hire have no Candidate record to migrate and are flagged as out-of-scope for this ATS migration.

Keka Hire Job Requisitions map to Zoho Recruit Job Openings. The job title, description (rich text), employment type (full-time, part-time, contract), location, and number of openings migrate to corresponding Zoho Recruit fields. Keka's position-level hiring management (introduced late 2024, allowing multiple positions per job) may require decomposition: each Keka position becomes a separate Zoho Recruit Job Opening or a single Job Opening with the opening count aggregated. The customer chooses the decomposition strategy during scoping.

Keka's position-level records (introduced late 2024) attach multiple position slots to a single Job Requisition. If Keka Position records carry distinct attributes such as department, location, or hiring manager, we split each Position into a separate Zoho Recruit Job Opening to preserve those distinctions. If Positions share all attributes with the parent Requisition, we aggregate the count into a single Job Opening with the total headcount. We flag this decision for customer confirmation during discovery.

Keka Hire Candidates map directly to Zoho Recruit Candidates. Candidate first name, last name, email, phone, source, current status in the pipeline, and any custom fields migrate. Keka's Candidate scorecards and rating data migrate to Zoho Recruit Interview Feedback forms. The candidate's application date and any offer details migrate as date and text fields respectively.

Keka stores candidate resumes as document attachments. We extract the resume file (PDF, DOC, DOCX) and attach it to the corresponding Zoho Recruit Candidate record via the Attachment object. The original file name and MIME type are preserved. Note that Zoho Recruit's resume parsing (250 resumes/day on Standard, unlimited on Enterprise) is an automated parsing feature in the destination, not a migration deliverable; parsed fields are generated fresh by Zoho Recruit after the raw file is attached.

Keka Hire scorecards record interviewer ratings and written feedback against configurable criteria. We map each scorecard to a Zoho Recruit Interview Feedback form, preserving the rating values and the feedback text. If Keka's scorecard criteria do not match a Zoho Recruit standard feedback field, we create custom fields on the Interview Feedback form before migration.

Keka's interview feedback records include interviewer name, interview date, stage in the pipeline, recommendation, and written notes. We map these to Zoho Recruit Interview records linked to the corresponding Candidate and Job Opening. The recommendation (e.g., Strong Hire, Hire, No Hire) migrates as a custom picklist field if Zoho Recruit's standard recommendation values do not match Keka's.

Keka stores offer letter metadata including offered salary, start date, offer status, and the offer PDF. We map the salary and start date to Zoho Recruit Offer fields; the offer PDF migrates as an attachment to the Offer record. Note that Zoho Recruit Offer management is available on Professional ($50/recruiter) and Enterprise ($75/recruiter) tiers; Standard tier does not include Offer management.

Keka's four-tier org hierarchy (Legal Entity → Business Unit → Department → Location) must be flattened for Zoho Recruit, which supports a single Department object. We extract the Department-level records from Keka and create corresponding Department records in Zoho Recruit. Legal Entity, Business Unit, and Location are preserved as text fields on the Job Opening (keka_legal_entity__c, keka_location__c) so the customer can use them for reporting without restructuring the org hierarchy in Zoho Recruit.

Keka tracks hiring team members and interviewers per requisition. We extract the unique list of user IDs referenced in Keka's hiring data and match them by email against the Zoho Recruit destination User table. Any Keka hiring team member without a matching Zoho Recruit User is held in a reconciliation queue for the customer's admin to provision before candidate import begins.

Keka Core HR Employee records that are not tied to the Hire module have no equivalent in Zoho Recruit. Zoho Recruit is an ATS, not an HRMS; it does not maintain employment records, payroll data, or organizational hierarchies beyond the Department object. We flag all Core HR, payroll, attendance, time-off, performance, and PSA records as out-of-scope during discovery and exclude them from the migration load. If the customer needs these objects migrated, Zoho People or another HCM platform should be evaluated as the destination.

Keka's document storage and custom document field placeholders are tied to its Core HR and onboarding workflows. Zoho Recruit does not have a document management module equivalent to Keka's. We export custom document fields as a structured reference table (field name, parent record, current value) for the customer's admin to re-enter manually in Zoho Recruit's custom fields or a linked Zoho WorkDrive folder if Zoho Docs is part of the destination stack.

Keka's payroll runs, salary components, statutory deductions (PF, TDS, ESI), reimbursements, and accrual records are not migratable to Zoho Recruit because Zoho Recruit has no payroll module. We flag payroll history as out-of-scope and recommend Zoho Payroll (part of Zoho People) as a separate destination if payroll continuity is required. We export payroll run metadata as a written record for the customer's finance team to maintain.

Keka's Perform module stores review cycles, review instances, and performance band assignments (e.g., Exceeds, Meets, Needs Improvement). Zoho Recruit has no performance management module; the equivalent product in Zoho's suite is Zoho People with its Performance Management add-on. We flag all performance data as out-of-scope and note that the customer may need a parallel migration to Zoho People if performance history must be preserved.

Keka PSA covers professional services automation including projects, billable and non-billable time tracking, retainer and time-based billing models, invoices, line items, taxes, and credit notes. Zoho Recruit has no PSA module. We flag all PSA data as out-of-scope and note that Zoho Projects or Zoho Invoice are separate products for services and billing tracking. We export PSA project assignments and billing records as a structured CSV for the customer's admin to assess for manual entry or a separate PSA migration.