Migrate from Mosaic HCM to Zoho Recruit

Mosaic HCM's ATS module stores candidate records including name, contact information, application date, source, status, resume, and any screening data. These map directly to Zoho Recruit's Candidate object. We apply Zoho Recruit's mandatory field requirement (Last Name must be non-null) by extracting the surname from the full name field or flagging records with a 'not provided' placeholder. Custom candidate fields built during Mosaic HCM implementation are enumerated in discovery and mapped to Zoho Recruit custom fields created before import. Inactive or rejected candidates are migrated with their status preserved so historical recruiting analytics remain intact.

Mosaic HCM job postings and requisitions map to Zoho Recruit Job Opening records. Fields including job title, department, location, employment type (full-time, part-time, contract), and job description migrate. The Zoho Recruit Hiring Pipeline stage values are mapped from Mosaic HCM's application stages during the field mapping phase. If Mosaic HCM stores the opening date and fill date, these map to Zoho Recruit's Opening Date and projected hire date fields. We also map any Mosaic HCM custom fields on job requisitions to Zoho Recruit custom fields on Job Opening.

For Mosaic HCM customers using the staffing or agency edition, client organization records (company name, contact name, address, industry, assignment terms) map to Zoho Recruit's Client module. This is a Zoho Recruit Staffing Agency edition object and is not available in the standard in-house edition. We confirm the customer's Zoho Recruit edition during scoping and map Clients only when the staffing edition is confirmed. In-house HR teams without a client-organization data model in Mosaic HCM skip this object.

Mosaic HCM supports multiple EINs on a single database instance. Each legal entity maps to a separate Client record (staffing edition) or is represented as a custom organization tag in Zoho Recruit. We extract the EIN field from Mosaic HCM exports on every record and validate that each employee or candidate is correctly assigned to the right legal entity before loading. Misassignment creates compliance risk in downstream payroll if the customer also uses Zoho People for HR. We flag this as a mandatory validation step in the migration spec.

Mosaic HCM user accounts (recruiters, hiring managers, administrators) are extracted by email and mapped to Zoho Recruit user accounts. We resolve by email match. Users without an email in the Mosaic HCM export are held in a reconciliation queue for the customer's admin to provision manually before record import. Zoho Recruit requires at least two users to be present before CSV import can be triggered via the built-in Data Migration tool, which is a known Zoho Recruit limitation we plan around.

Mosaic HCM document repository files attach to employee records. We extract these as files and associate them with the corresponding Candidate or Job Opening in Zoho Recruit. Attachments are migrated as binary files with their original filenames and content types preserved. Candidate resumes stored as documents in Mosaic HCM map to Zoho Recruit's resume parsing feature, which extracts structured fields from the uploaded document. The Zoho Recruit Data Migration tool accepts attachments via file paths in the import CSV. Large attachment volumes (over 10,000 files) require batched migration with a file manifest to avoid timeout during the import phase.

Mosaic HCM stores interview schedules, interviewer assignments, and evaluation scores. These map to Zoho Recruit's Interview object and associated Notes. Interview date, time, interviewer name, location or video link, and rating scores migrate. If Mosaic HCM stores free-text interviewer feedback, it maps to Zoho Recruit Notes linked to the Interview record. Feedback templates from Mosaic HCM are documented in the workflow inventory as a configuration task for the admin to rebuild in Zoho Recruit's Interview Scorecard tool.

Benefits enrollment data—medical, dental, vision plan assignments, coverage tiers, dependent information, and enrollment dates—has no native object in Zoho Recruit. We do not migrate benefits enrollments to Zoho Recruit. We extract the full benefits enrollment history from Mosaic HCM as a structured CSV export and deliver it as a reference file for the customer's HR team to use when setting up benefits administration in Zoho People or another HRMS. This is a hard boundary: Zoho Recruit is an ATS, not a benefits administration platform, and forcing benefits data into candidate or job records creates data integrity issues.

Effective-dated pay changes, salary, hourly rate, bonus, and equity entries stored in Mosaic HCM's UKG Ready layer do not migrate to Zoho Recruit. Zoho Recruit's Candidate object does not have a compensation field, and creating a custom compensation object in Zoho Recruit for recruiting purposes is not standard practice. We extract compensation history as a structured CSV from Mosaic HCM and deliver it alongside the employee record export. If the customer also migrates to Zoho People, compensation history migrates there as a separate workstream. We flag compensation extraction as a separate approval-required workstream due to the sensitivity of payroll data.

Pay runs, earnings, tax withholdings, garnishments, and direct deposit allocations are not migrated to Zoho Recruit. Zoho Recruit has no payroll module. We do not attempt to map payroll data to any Zoho Recruit object. Historical payroll data is extracted from Mosaic HCM (with compliance sign-off and professional services coordination) and delivered as a reference archive. If the customer needs payroll data migrated, the destination must be Zoho People or another HRMS with payroll capabilities; Zoho Recruit is not a payroll platform.

Time entries, PTO/leave accrual ledger balances, and scheduling data from Mosaic HCM's UKG Ready layer do not map to Zoho Recruit. We extract accrual balances as of the migration date and deliver them as a structured CSV. The accrual balance export is used by the customer's HR team to seed balances in Zoho People or another time-tracking system post-migration. We do not migrate raw time card data to Zoho Recruit because there is no time-tracking module. This is documented as a separate workstream for the HRMS destination of record.

Mosaic HCM employee records (current employees who may also be candidates for internal roles) require a destination decision during scoping. If the customer uses Zoho Recruit for internal mobility and promotions, active employees can be imported as Candidates in Zoho Recruit with a custom field employee_status__c set to 'Internal'. If the customer also licenses Zoho People, employees migrate to Zoho People Employee records via the Recruit-to-People Convert to Employee workflow post-hire. We flag this as an architecture decision during discovery because it affects the import order and the use of Zoho Recruit's Convert to Employee feature.

Mosaic HCM's configurable HR workflows—onboarding checklists, approval chains, and task routing rules—are platform-specific and do not export as data. We do not migrate workflows. We run a discovery session with the Mosaic HCM administrator to enumerate every active workflow, document its trigger conditions, approval logic, and downstream actions, and deliver a written inventory with recommended Zoho Recruit Workflow Rule equivalents. Zoho Recruit Workflow Rules support instant actions (email notifications, webhooks, Custom Functions) and scheduled actions, but the logic must be rebuilt by the admin post-migration. Approval workflows in Zoho Recruit are configured as Workflow Rules with criteria and associated tasks.

UKG Ready stores position data separately from employee records—headcount budget, FTE allocation, position title, and department assignment. This data is used for workforce planning and is a Mosaic HCM HRMS feature with no equivalent in Zoho Recruit's ATS model. Positions are documented as a data extract for the customer's HR analytics team. If the customer migrates to Zoho People, headcount and position data migrates there as a custom module. This is out of scope for the Zoho Recruit migration and is flagged as a separate workstream.