Migrate from Madison Resources to Zoho Recruit

Madison Worker records map 1:1 to Zoho Recruit Candidate. We extract full name, SSN (stored as encrypted custom field or omitted per data-handling agreement), pay rate, tax withholding elections, start and end dates, and direct deposit details. These map to Zoho Recruit's First Name, Last Name (mandatory — Madison workers without a Last Name are flagged and resolved before import), Email, Phone, Current Job Position, Current Company, and resume attachments. Date fields preserve the original format. The Zoho Recruit Candidate module becomes the primary candidate record; any Madison custom fields (e.g., drug screening status, certifications) map to Zoho Recruit custom fields with a max of 50 per module on Standard, 300 per module on Enterprise.

Each Madison Assignment links a Worker to a client placement with a bill rate, pay rate, and assignment lifecycle (start date, end date, status changes). In Zoho Recruit, the client company maps to a Client record, and the assignment itself becomes a Job Opening with the pay rate and bill rate stored as custom fields. The assignment status (active, on-hold, completed, terminated) maps to a custom picklist field since Zoho Recruit Job Opening stages are recruitment-stage-oriented rather than assignment-status-oriented. Client contact records from Madison (the staffing firm's point of contact at the client company) map to Zoho Recruit Contacts under the Client.

Madison payroll runs — earnings, deductions, taxes, net pay, and pay period dates — are too structured for a standard Zoho Recruit Activity note. We create a Zoho Recruit Task record for each pay period per Worker with the pay period date range, gross earnings, net pay, and key deduction totals stored as custom fields. The original payroll run reference number from Madison is preserved in a custom field for audit traceability. This approach attaches the payroll history to the Candidate record without requiring a separate payroll module that Zoho Recruit does not natively provide.

Madison Invoice records (hours worked, bill rate, markups, status: draft/submitted/paid) map to Notes attached to the corresponding Zoho Recruit Client record. Invoice line items and totals are stored in a custom field block. Status values (draft, submitted, paid, overdue) map to a custom picklist field on the Note. Firms requiring full invoicing capability after migration should configure Zoho Books integration separately; Zoho Recruit's native invoicing is limited and is not designed for staffing billing conventions.

Madison quarterly and annual federal, state, and local tax withholding summaries map to Notes attached to the Client record (for client-specific tax context) or as a tax compliance Note on the Candidate if the tax record is employee-specific. Per-pay-period tax detail migrates as custom fields on the Candidate record if the candidate count is manageable; for larger volumes we preserve the quarterly summary and note the tax year. The destination Zoho Recruit admin should configure a fiscal year setting to align with the firm's tax reporting period.

Madison SUTA tracking records — state-specific unemployment wage bases and per-worker limits — map to custom fields on the Candidate record (one field per state of operation, or a structured text field with state, limit, and YTD wages). SUTA thresholds change annually by state; we preserve the values as of the export date. Post-migration, the Zoho Recruit admin should review state-level rate tables for the current year. We document the SUTA field mapping and recommend a custom Zoho Recruit Workflow Rule to flag candidates approaching their state wage base limit, but the workflow itself is documented only — not implemented as part of the migration scope.

Madison stores I-9s, W-4 elections, state-specific tax forms, signed worker agreements, and background check results in a document management layer. These are not included in the standard structured-data export. We request a file-path manifest from Madison support covering document types, worker associations, and file URLs. We deliver this manifest as a written document to the customer's Zoho Recruit admin, who can then configure the Zoho Recruit Document Library and upload documents manually or via Zoho WorkDrive integration. Physical document file transfer is outside the structured-data migration scope.

Madison's factoring arrangements — advance rates, factor fees, recourse provisions, and credit terms — are stored in individual client contracts managed outside Madison's operational data system. These do not appear in the structured data export and are not migratable. We flag the existence of funding-related fields in the data scope so the customer's finance team is aware that factor fee schedules and advance arrangements must be renegotiated separately with a new payroll funder or bank. Zoho Recruit does not include payroll funding capability; firms should arrange working capital through a separate factor, line of credit, or Zoho-approved lending partner post-migration.

Madison tracks pay rates, bill rates, and any rate differentials (overtime multipliers, shift differentials, per-diem allowances) per worker per assignment. We map these to Zoho Recruit Candidate custom fields: pay_rate__c, bill_rate__c, overtime_multiplier__c, shift_differential__c. These custom fields are created during the schema design phase and are available on all Zoho Recruit plan tiers.

Madison's client records (the companies where workers are placed) are referenced within Assignment data. We extract distinct client names, addresses, and contacts from Assignment records and create corresponding Zoho Recruit Client records. Client records in Zoho Recruit support contacts, job openings, and invoicing, which makes them the natural home for the staffing firm's client relationship data.

Madison does not expose a user management API; Owner records are inferred from Assignment and Payroll run assignments. We extract distinct owner names and email addresses from the source data and match them to existing Zoho Recruit User accounts by email. Owners without a matching Zoho Recruit User go to a reconciliation queue for the customer's admin to provision before record import resumes.

Madison tracks employment type (W-2, 1099, IC) and worker status (active, on assignment, off assignment, terminated). These map to a custom picklist field on the Candidate record. We recommend separating employment type and assignment status into distinct custom fields for reporting clarity.