Migrate from Recruitly to Zoho Recruit

Recruitly Candidates map directly to Zoho Recruit Candidates. The critical mapping gotcha is Zoho's mandatory Last Name field — any Recruitly candidate without a last name (which Recruitly permits) is assigned the fallback value 'not provided' at transform time to prevent silent record rejection during Zoho Recruit import. We also map Recruitly's candidate status values to Zoho Recruit's Candidate Status picklist and preserve any Recruitly source attribution field as a custom Candidate field in Zoho Recruit.

Recruitly Contacts (client-facing sales contacts managed under the Sales module) map to Zoho Recruit Contacts. Zoho Recruit requires Last Name on Contacts as well, so we apply the same 'not provided' fallback. Recruitly Contact record limits per tier (200 Free, 5,000 Solo, 25,000+ Professional) are validated during scoping against the target Zoho Recruit plan to ensure the import will not be throttled by the destination plan.

Recruitly Companies map to Zoho Recruit Clients. Recruitly's Companies module has highly customisable columns across Sales Analytics, Recruiting Analytics, Billing, and Custom field groups — we extract the full visible column list from the customer's live system during scoping and map each to either a standard Zoho Recruit Client field or a custom Client field created before import. Hidden Recruitly default columns are not extracted unless the customer explicitly requests them, as Zoho's Client module has a more constrained field model.

Recruitly Jobs map to Zoho Recruit Job Openings. The Recruitly Job status (Open, On Hold, Closed, Cancelled), requirements, and board distribution settings migrate as Zoho Recruit Job Opening status, description, and job board distribution fields. Recruitly's tier limits on Jobs (5 Free, 25 Solo, unlimited Professional) are validated during scoping; Zoho Recruit Standard caps at 100 active Job Openings per user which is generally more permissive for small-to-mid agencies.

Recruitly Candidate Pipelines (structured with named stages tied to Jobs) map to Zoho Recruit Hiring Pipelines. We preserve Recruitly pipeline stage names and candidate ordering within each stage as Zoho Recruit Pipeline stages with matching stage names and weights. Pipeline configuration in Zoho Recruit is done before any Candidate import so that the pipeline association is set correctly on migration day.

Recruitly Placements track the full lifecycle from offer acceptance through onboarding, guarantee period, and commission. Zoho Recruit does not have a standalone Placement object equivalent to Recruitly's — placement data is recorded on the Candidate record using custom placement fields (start date, end date, offer status, guarantee period, commission rate, invoicing status) that we create during schema setup. Placement-to-invoice linkage is preserved as field mapping rather than a native relationship.

Recruitly Recent Activities logged on Candidates and Contacts map to Zoho Recruit Activity Log entries and Tasks. Email conversations and call logs migrate as Zoho Recruit Notes or Tasks with Activity Type and timestamp preserved. Recruitly's Export Data module must have the Export Data privilege granted to the migrating user before activity export; we confirm this during kickoff. Large activity volumes are chunked to avoid hitting Recruitly's API rate limits during extraction.

CVs, cover letters, and supporting documents attached to Candidates and Jobs in Recruitly migrate as Zoho Recruit Attachments on the corresponding Candidate or Job Opening record. Document format conversion is applied if any Recruitly attachments use a file format Zoho Recruit does not natively support. We use Recruitly's Export Data module (with Export Data privilege) for bulk attachment export, then map each file to the matching destination record using the candidate or job ID.

Recruitly Users and Owner assignments on Candidates, Jobs, and Placements map to Zoho Recruit Users. We match by email address. A Zoho Recruit-specific constraint applies: users who already have a separate Zoho Recruit organisation account cannot be imported into the target organisation — they must close the separate account first. We run owner reconciliation before migration and flag any users that require account closure to the customer's admin.

Recruitly custom fields across all major objects migrate as Zoho Recruit custom fields of equivalent type (text, picklist, date, number, checkbox, etc.). Field dependency relationships defined in Zoho Recruit (parent-child field logic, e.g., Country -> State) must be manually reconfigured after migration using Zoho Recruit's Map Dependency Fields interface under Setup > Modules, because dependency rules are a configuration-level setting not a data-level attribute.

Recruitly Folders and Saved Searches are soft-organisation constructs that do not have a direct Zoho Recruit equivalent. We migrate the underlying record sets as tagged candidates (using Zoho Recruit Tags) rather than replicating the folder hierarchy. Saved search criteria are noted in the handoff document as reference for the customer to recreate using Zoho Recruit's candidate filters and layouts.

Recruitly Outreach Campaigns (email sequences with recipient limits per tier) have no direct Zoho Recruit equivalent as a migrated object. Campaign send history and open/click metrics are exported as candidate activity notes for reference. Active campaign templates are noted in the inventory document for the customer's Zoho admin to rebuild using Zoho Recruit Workflow Rules or Zoho Mail templates. We do not migrate campaign automation as functional code.

Recruitly placement-linked invoicing records (line items, payment status, trust account references) migrate to a Zoho Recruit custom Invoice module or are attached as Notes to the relevant Candidate record depending on the customer's Zoho Recruit edition. Trust account references are preserved as text fields because Zoho Recruit's standard invoicing does not include a trust-account accounting model. The customer reviews and confirms the invoice migration strategy during scoping.

Each Recruitly Placement is linked to a specific Job and Candidate. We map this as a Zoho Recruit Job Opening with the placed Candidate associated via the Candidates subtab. The placement start date, end date, and status migrate as custom fields on the Candidate record. If the Recruitly placement has a related Invoice record, the invoice is linked to the Candidate placement as a Note or custom field per the strategy agreed during scoping.