Migrate from Roubler to Zoho Recruit

Active Roubler employee records map to Zoho Recruit Candidates. Roubler's employee first name, last name, email address, employment type (full-time, part-time, casual), and start date transfer to the corresponding Candidate fields. Roubler's employee status (active, on leave, terminated) maps to a custom Candidate field since Zoho Recruit Candidates are inherently in a pre-hire state. We flag any Roubler employee records missing Last Name because Last Name is mandatory in Zoho Recruit and records without it will be ignored during import. Email address is also mandatory for the Convert-to-Employee action in the Zoho People integration.

After migration, the Zoho Recruit-to-People native integration converts Candidates to Employees. We configure the field mapping (Setup > Marketplace > Zoho > Zoho People) so that Roubler-derived fields (department, position title, start date, employment type) populate the correct Zoho People Employee fields. The mandatory fields for Zoho People Employee are First Name, Last Name, Email Address, and Employee ID; we ensure these are present and mapped before migration begins. Compensation data does not flow from Recruit to People; it must be entered in Zoho People directly or pulled via the beta Compensation module sync.

Roubler onboarding records (tasks, document collection steps, employee setup checklists) map to Zoho People Onboarding module records. Roubler's onboarding task status (complete, in-progress, pending) transfers as-is to the Zoho People onboarding task list. We note that in-progress Roubler onboarding tasks may not transfer meaningfully if the underlying workflow state machine does not have a Zoho equivalent, so we flag any onboarding workflows with conditional branching or approval gates for manual reconstruction. The mandatory onboarding fields in Zoho People are First Name, Last Name, and Email Address, which we satisfy from the parent Employee record.

Roubler Positions define roles allocated a set of tasks and an FTE value. Position title and FTE allocation migrate to Zoho Recruit as a Job Opening (title, department, employment type, location) if the destination uses standard Zoho Recruit ATS functionality. If the customer requires FTE-based position definitions, we create a custom Position module in Zoho Recruit (available in Professional and above) with a numeric FTE field. Zoho Recruit Enterprise (750 active jobs per recruiter) handles high-position-volume migrations better than Standard (10 active jobs per recruiter). We match Position FTE values to Job Opening employment type (full-time, part-time, contract) based on a threshold set during scoping.

Roubler roster and shift data (time, location, assigned employee) does not have a direct Zoho Recruit equivalent because Zoho Recruit is an ATS, not a rostering platform. We map Roubler shift records to Zoho Recruit Interview records if the shifts represent interview appointments, and to Task records if they represent pre-hire assignment milestones. Demand-based roster data sourced from POS integrations is excluded as Zoho Recruit has no POS integration capability. We flag open shifts and provisional assignments for manual review before import because these may represent positions not yet filled in Roubler.

Roubler leave entitlements, accrual history, and current balances map to custom fields in Zoho People if the customer licenses Zoho People alongside Zoho Recruit. Leave balance values (annual, sick, personal) transfer as numeric custom fields with effective dates preserved from Roubler. We note that Zoho Recruit itself does not have a leave management module; this object requires Zoho People as the destination module. Leave rules (award interpretation, carryover limits, statutory entitlements) do not migrate as these are configuration rules that must be rebuilt in Zoho People's leave setup. Australian award-based leave calculations require manual override in Zoho People if the source deployment was Australian-default.

Roubler timesheet data (hours worked, clock-in/out events, linked pay period) maps to Zoho Recruit Task records if the timesheet represents a pre-hire assessment activity, or to custom fields in Zoho People if the destination includes Zoho People for ongoing time tracking. Roubler timesheets linked to locked payroll runs are write-locked in the source system and we flag these separately during discovery; we export run summaries and gross/net amounts but note that payroll data is sensitive and may require redaction or consent. Zoho Recruit does not have a native payroll module so timesheet data should not be expected to feed a Zoho payroll workflow.

Roubler payroll runs (gross/net amounts, pay period summaries, journal entries pushed to Xero or MYOB) are not migrated to Zoho Recruit. Zoho Recruit is an ATS and has no payroll object; Zoho Books handles accounting, not Zoho Recruit. Payroll run summaries may be relevant for an HR audit trail and we can export them as a CSV file for manual record-keeping, but they do not map to any Zoho Recruit object and are excluded from the automated migration pipeline. We flag this explicitly in the discovery output so the customer does not expect payroll history in the destination system.

Employee documents (contracts, certifications, IDs, compliance records) uploaded to Roubler are not accessible via the Roubler public API and cannot be migrated automatically. We alert customers during discovery so they can export documents manually via Roubler's UI or via a screen-capture process before the migration window closes. Zoho Recruit supports attachment import (Candidates, Job Openings, Clients, Interviews) via the CSV migration tool, but documents must first be exported from Roubler to a local file store and then uploaded to Zoho Recruit manually or via a separate file transfer. We provide a document export checklist as part of the migration scope deliverable.

Roubler integration configurations (webhook URLs, credential mappings, Xero sync rules, MYOB connection settings, POS data feeds) are not exportable via the API and must be reconfigured manually in Zoho Recruit. We deliver a written inventory of each active Roubler integration with its connection type, data flow direction, and recommended Zoho Recruit or Zoho One equivalent. Xero and MYOB accounting integrations have direct Zoho equivalents (Zoho Books, Zoho Invoice) and we note these as part of the post-migration configuration checklist. POS integrations have no Zoho Recruit equivalent and must be scoped separately if continued data flow is required.

Roubler custom fields on Employee records map to custom fields on Zoho Recruit Candidate (for pre-hire attributes) or Zoho People Employee (for post-hire attributes). We export Roubler custom field names and values as flat key-value pairs and create matching custom fields in Zoho Recruit during pre-migration setup. Text Area Large fields in Zoho Recruit have a 32,000 character limit; we flag any Roubler custom fields exceeding this length for manual review. Lookup and formula custom fields are not available in Zoho Recruit Standard edition and require Professional or above. Custom fields are not available in the Zoho Recruit Free edition at all.

Roubler custom fields on Position records (shift requirements, skill certifications, award tier, manager assignment) map to custom fields on the Zoho Recruit Job Opening or a custom Position module if created during migration. Position-level custom fields in Roubler often encode award interpretation rules specific to Australian employment law; we verify that these values are reviewed and not blindly imported as defaults for UK or South African deployments. We match Roubler data types (text, number, picklist, date) to the equivalent Zoho Recruit custom field types and flag any multi-select picklist conversions that require Zoho People integration permission.