Migrate from Recruiterflow to Zoho Recruit

Recruiterflow Candidates map 1:1 to Zoho Recruit Candidates. Standard fields (name, email, phone, status, source) migrate directly. The Last Name field is mandatory in Zoho Recruit; candidates without a last name in Recruiterflow are exported with Last Name set to 'not provided' per Zoho's import requirements. Recruiterflow custom candidate fields require schema discovery before migration—either by parsing UI exports or by requesting field definitions from Recruiterflow support. Custom field names must be matched to Zoho Recruit's equivalent fields or created as new custom fields subject to the 50/300 field-per-module limit by edition.

Recruiterflow Contacts represent client relationships separate from Candidates. They map to Zoho Recruit Contacts with company associations, contact details, and lifecycle stages preserved. The Zoho Contact module supports custom fields up to the edition limit. Contact-to-Account (Zoho's Company equivalent) lookups are resolved at import time by matching the company name or domain stored in Recruiterflow.

Recruiterflow Jobs map to Zoho Recruit Job Openings. Job title, description, location, employment type, and owner migrate directly. Pipeline stages in Recruiterflow map to Zoho's candidate pipeline stages, which are configurable per job. The active job limit is enforced by Zoho edition (1 on Free, 10 per recruiter on Standard, 20 per recruiter on Enterprise); jobs over the edition limit must either be archived in Zoho or the account upgraded before import completes.

Recruiterflow Placements track hired candidates tied to a Job and a Client/Company. Zoho Recruit does not have a standalone Placement object; instead, placements are represented by a Job Opening record with the hired candidate linked as a Candidate record and the client linked as an Account or Contact. We migrate placement compensation data, start dates, and placement status as custom fields on the Job Opening or as notes attached to the candidate record. The customer chooses the placement representation strategy during scoping.

Recruiterflow Companies store client organization data including address, industry, size, and associated contacts. They map to Zoho Recruit Client records. Company name is the primary key. Associated contacts in Recruiterflow link to the Zoho Client via the Contact module's Client lookup field. Custom company fields migrate subject to Zoho's custom field per-module limits.

Recruiterflow Deals track revenue opportunities tied to Companies. Zoho Recruit does not have a standalone Opportunity or Deal object in the ATS context. Revenue-tracking workflows in Recruiterflow map to Zoho Workflow Rules or Blueprint stages on Job Openings. We document the deal value, stage, and owner as a custom field set on the associated Client or Job Opening and advise the customer on the closest Zoho-native representation for their revenue tracking workflow.

Recruiterflow custom fields on Candidates, Contacts, Jobs, Placements, Companies, and Deals require schema discovery before migration. We extract custom field definitions from Recruiterflow via UI export or support request, then create corresponding custom fields in Zoho Recruit before record import. Zoho Standard edition allows 50 custom fields per module; Professional and Enterprise allow 300. If the Recruiterflow account exceeds the target edition limit, we either upgrade the Zoho edition or consolidate fields into multi-select picklists or JSON-encoding text fields during scoping.

Recruiterflow call logs, notes, and custom activity types migrate to Zoho Recruit Tasks, Events, and Notes. Each activity type in Recruiterflow has a separate API endpoint; we batch these by type and associate them with the parent record (Candidate, Contact, or Job Opening) using Zoho's parent-id reference. Call duration, disposition, and custom activity attributes migrate as custom task fields. Activity timestamps are preserved to maintain the recruiter's historical timeline.

Documents attached to candidates or jobs in Recruiterflow are downloaded via GET /api/external/document/get. We re-upload them to Zoho Recruit as attachments on the corresponding record (Candidate or Job Opening). For accounts with large document libraries (500+ attachments), we stage files in Zoho WorkDrive and create WorkDrive-linked references in Zoho Recruit records. Document file names and folder structure are preserved where possible.

Recruiterflow multi-channel sequences (email, SMS, WhatsApp) do not migrate as code to Zoho Recruit. Sequence definitions and enrollment status are documented as a written inventory with the sequence name, step count, channel per step, delay logic, and current enrollment count. The customer's Zoho admin rebuilds these in Zoho's Workflow Rules or Blueprint builder. Active campaign enrollment is flagged during extraction so the admin can plan re-engagement in Zoho without cold-email reputation risk.

Recruiterflow Off-Limits records enforce client exclusivity compliance but have no dedicated export endpoint. We identify Off-Limits candidates by scanning candidate tags and custom fields where the compliance boundary is stored, then re-apply them as colored Tags in Zoho Recruit. If no tag or custom field captures Off-Limits status in Recruiterflow, we request the customer's explicit Off-Limits list during scoping.

Recruiterflow Users map to Zoho Recruit Users by email address. All owned records (Candidates, Jobs, Deals, Activities) are re-linked to the corresponding Zoho User during migration. If a Recruiterflow User has no corresponding Zoho User account, they enter a reconciliation queue for the customer's Zoho admin to provision before record import resumes. Note that Zoho does not allow importing users who already have a separate Zoho Recruit account; those accounts must be closed first.