Migrate from PrimePay to Zoho Recruit

PrimePay Employee records map to Zoho Recruit Candidate records with full 1:1 mapping of standard fields (name, contact, employment type, status). Custom fields migrate to Zoho Recruit custom fields. One scoping decision requires customer input: PrimePay Employee represents an active worker with an existing employment relationship, while Zoho Recruit Candidate represents a person in the hiring pipeline. If the customer also adopts a separate HRMS to replace PrimePay payroll and HR functions, we archive Employee records as CSV and advise that active workforce data belongs in the HRMS. If no separate HRMS is in scope, we import Employees as Candidates with a custom field source_system__c = 'PrimePay Employee' and a custom field employment_status__c so recruiters can distinguish rehires and boomerang candidates from new applicants.

PrimePay Position records carry job title, job description, FLSA classification, and salary range. These map to Zoho Recruit Job Opening records. The Position's job title maps to Job Opening Title; job description maps to Description; FLSA classification maps to a custom picklist field. Salary range maps to a custom currency field. We extract the active Position assignment for each Employee and attach it to the corresponding Candidate record.

PrimePay's patented time-relational architecture stores Position records independently from Employee records. Salary, job description, security permissions, and reporting lines belong to the Position, not the Employee. Zoho Recruit has no native Position object. We handle this as a scoping decision reviewed with the customer before migration begins: either (a) merge Position fields into Candidate custom fields (simpler, single-record view) or (b) create a custom Position module in Zoho Recruit and link it to Candidate via lookup (preserves Position history for employees with multiple job changes). The decision affects destination schema design and is not reversible without re-import.

PrimePay's time-relational structure stores effective-dated compensation changes (salary, bonus, equity, stipend). We extract the effective-date sequence per employee and migrate salary, bonus, and equity as custom fields on the Candidate record. For organizations that require a full compensation audit trail, we create a custom Compensation History module with fields for effective_date, compensation_type, amount, currency, and change_reason, linked to Candidate via lookup. The effective-date sequence is preserved for finance and compliance reporting.

PrimePay stores onboarding task checklists, I-9 records, new hire workflows, and offer letter references. Zoho Recruit has no native I-9, E-Verify, or garnishment administration feature. We extract active onboarding task states and offer letter references to a custom Onboarding module in Zoho Recruit. The I-9 form itself cannot be imported programmatically into Zoho Recruit; we flag it as requiring manual re-upload to a dedicated compliance tool post-migration. Completed-task history is noted as reference only since Zoho Recruit's onboarding module does not replicate PrimePay's task state machine.

Federal, state, and local tax withholding configurations per employee are extracted from PrimePay as W-4 derived values. These migrate to Zoho Recruit Candidate custom fields (e.g., federal_filing_status__c, state_filing_status__c, allowances__c) as read-only reference data. Zoho Recruit does not process payroll or generate tax forms. We clearly label these fields as informational reference only, not as active tax configurations. The customer must maintain payroll tax compliance in their chosen payroll system post-migration.

Benefit plan assignments, coverage tiers, and deduction amounts per pay period have no equivalent module in Zoho Recruit. We extract current enrollment snapshots as a CSV export and deliver it as an archived reference file. Benefit plan configuration (plan names, tiers, employer/employee contribution rates) is outside Zoho Recruit's schema scope. The customer handles benefits administration in a dedicated HRMS or broker platform post-migration.

PTO accrual policies and current balance snapshots are extracted as CSV and archived. Zoho Recruit does not have an accrual or time-off module. We note carryover rules and balance data as reference for the customer's new HRMS or payroll platform. This record type does not map to any Zoho Recruit object and is excluded from ATS import.

WC class codes, rates, and active claims linked to employee and position records are extracted as CSV. Zoho Recruit has no native workers compensation module. We map class codes as a reference field during extraction for the customer's new HRMS or insurance platform to consume. Historical claims data is archived only.

Clock-ins, time entries, and approval workflows are configurable in PrimePay and store shift and leave data. Zoho Recruit has no time and attendance module. We extract timesheet records as CSV for archival and note that time tracking belongs in the customer's new HRMS or time clock system. Approval-state flags do not transfer across platforms with different workflow models.

Employee documents (offer letters, contracts, signed agreements) are extracted where accessible via PrimePay export. Tax forms (W-2, W-4) and compliance documents (I-9 supporting documents) cannot be imported into Zoho Recruit programmatically and are flagged for manual re-upload. File references migrate to Zoho Recruit Attachments linked to the corresponding Candidate record. We validate document type coverage during scoping since document export availability depends on PrimePay SOW scope.

PrimePay org structure, departments, and cost centers map to Zoho Recruit Client records. The org hierarchy becomes the Client hierarchy. PrimePay cost center codes map to a custom field on Client. Client must be imported before Candidate records that reference it, since Client is the parent in the lookup relationship.