Migrate from Payroll Automation to Zoho Recruit

Employee records from Payroll Automation map to Zoho Recruit Candidate. We extract first name, last name, email address, phone number, home address, job title, and department and map them to the corresponding Zoho Recruit Candidate fields. Any payroll-specific custom fields on the Employee record (salary, tax status, deduction codes) have no equivalent in Zoho Recruit Candidate schema and are documented in the gap inventory. Source Employee ID is preserved in a custom field src_employee_id__c for reconciliation. If the source system stores candidate-stage pre-hire records separately, those map to Candidate as well.

The primary Employee contact (the employee as a person, not as an HR record) also maps to Zoho Recruit Contact. Name, email, phone, and address migrate directly. Zoho Recruit Contact is separate from Candidate to support the dual-track model where an individual can be both a candidate for a future role and a contact for client or vendor relationships. We deduplicate by email match against any existing Contact records before insert.

Departments and cost centers from Payroll Automation map to Zoho Recruit Department. Zoho Recruit's Department object supports a hierarchical structure with one level of nesting. If the source org uses multi-level hierarchies (division, business unit, department, location), we flatten to the two deepest levels and document the parent assignments for the customer's admin to configure post-migration. Job titles map to Zoho Recruit's Job Opening Title reference or to a custom Candidate field.

Historical salary, bonus, and equity compensation records have no structured destination in Zoho Recruit's Candidate schema. We export the compensation timeline as a formatted text block and attach it as a Note on the corresponding Candidate record. This preserves the data for manual review without forcing it into unsupported field types. We flag the Note with a standard prefix (COMPENSATION_HISTORY:) so the customer's recruiting team can locate and interpret it.

Payroll run records (paycheck dates, gross pay, net pay, run status) have no equivalent in Zoho Recruit's ATS schema. These records are outside Zoho Recruit's functional scope. We deliver a written inventory of every Payroll Run record including dates, total gross, total net, and employee count as a CSV export that the customer's payroll team archives in their payroll system of record. If Zoho Payroll is also being stood up, this CSV becomes the manual input source.

Federal, state, and local tax withholding configurations (W-4 data, state tax codes, local tax jurisdictions) have no equivalent in Zoho Recruit's Candidate or Contact schema. Zoho Recruit is an ATS and does not process payroll tax calculations. We export all Tax Withholding records as a structured CSV with employee ID, tax jurisdiction, filing status, and allowances for the customer's payroll team to re-enter in their payroll platform of record.

Health insurance elections, 401(k) contribution rates, HSA/FSA deductions, and voluntary benefit selections have no destination in Zoho Recruit's schema. These records are HR benefits administration data, not recruiting data. We export Benefit Deduction records as a structured CSV (employee ID, deduction type, plan name, employee amount, employer match) for the customer's benefits admin team to re-enter in their HRIS or benefits administration platform.

Child support orders, tax levies, and wage garnishment orders are legally binding records with enforcement dates and dollar limits. Zoho Recruit does not store garnishment data. We export all Garnishment records as an encrypted CSV delivered through a secure file transfer, with fields for employee ID, garnishment type, court order reference, effective date, expiration date, and deduction amount. The customer's payroll administrator receives this directly for re-entry in their payroll platform.

Accrued PTO, sick leave, and other leave balances are leave administration data. Zoho Recruit is an ATS and does not manage leave balances. We export PTO Balance records (employee ID, leave type, accrued balance, used balance, available balance, accrual rate) as a structured CSV for the customer's HR team to re-enter in their leave management system. If the customer also implements Zoho People, this CSV becomes the manual import source.

Emergency contacts, beneficiary contacts, and HR system administrators stored in Payroll Automation map directly to Zoho Recruit Contact. Name, email, phone, and relationship type migrate. This is a straightforward 1:1 mapping because the field schemas align.

Employee documents (offer letters, signed agreements, identification documents) stored as attachments in the source system migrate to Zoho Recruit Attachments linked to the corresponding Candidate or Contact record. Zoho Recruit's import supports zip file uploads with a Data folder containing CSVs and an Attachments folder containing source files, with a 4 GB maximum total file size. We verify the folder structure before upload so that attachments map to the correct record IDs.

HR system administrators and payroll managers from the source platform map to Zoho Recruit User records. We resolve by email match. Zoho Recruit's import caps user record imports at 2,000 records; if the source has fewer than 2,000 users, we import them in the required sequence (Users first, per Zoho's documented import order) before Candidates and Contacts so that Owner lookups resolve correctly during subsequent phases.