Migrate from Scout by Rebelware to Zoho Recruit

Scout Jobs map directly to Zoho Recruit Job Openings. We migrate Job Title, Job Description, Department, Location, and Status (Open, Closed, On Hold). Each Scout Job serves as the parent container for its linked Candidates and Applications, so Jobs must insert first in migration order. The Job Opening's Status field in Zoho Recruit maps from Scout's job status, and we preserve the original Scout job ID in a custom field scout_job_id__c for reconciliation.

Scout Candidates are the primary records in the data model and map directly to Zoho Recruit Candidates. We migrate contact information (name, email, phone, address), work history fields, and candidate status. Zoho Recruit's Candidates module requires a Last Name value; Scout records without a Last Name receive 'Not Provided' as a placeholder per Zoho's import requirements. Custom properties on Candidates require an explicit value-mapping table against Zoho's custom field schema, which we build during scoping.

Scout Applications link a Candidate to a Job and carry the Pipeline Stage assignment. Each Application creates a Candidate-Job Opening association in Zoho Recruit, with the pipeline stage stored against the association. Where Scout allows a Candidate to apply to multiple Jobs (producing multiple Applications), Zoho Recruit handles this through multiple Candidate-Job Opening links. We preserve the stage transition history as timestamps and stage names against each association.

Scout's configurable pipeline stage names vary by organization. We request a screenshot of the Scout pipeline configuration during scoping and build an explicit stage-mapping table before any Candidate records move. Each Zoho Recruit Job Opening has its own pipeline definition; we map Scout stage names to Zoho stage values and configure stage probabilities to match the customer's original workflow. Records may land in a default bucket without this mapping step, causing pipeline data loss.

Scout Interview Notes are unstructured free-text attached to Candidates by individual interviewers. We extract the note content, author (mapped to Zoho User), and timestamp. Zoho Recruit's Notes module accepts the content as a free-text body. If the destination Zoho form has structured Interview Feedback Fields, we attempt to parse any rating-like values from the note text, but unstructured content that does not fit a typed field lands in a note and is flagged during validation for manual reconciliation.

Scout Candidate Ratings are numerical scores assigned by interviewers. Zoho Recruit Professional and Enterprise support structured Interview Feedback Forms with rating fields. We map numeric ratings to the equivalent Zoho rating field type. Where the destination account is on the Standard tier (which lacks Interview Feedback Forms), ratings migrate as custom fields on the Candidate record. Rating author and timestamp transfer as metadata on the field.

Scout User records (name, email, role designation, permission scope) map to Zoho Recruit Users. We resolve Scout Users by email match against the Zoho destination account. Zoho Recruit prohibits migrating Users who already have a separate Zoho Recruit account; those Users must close their individual account before import. We hold unmatched Users in a reconciliation queue for the customer's admin to provision or merge before record import resumes.

Scout integrates with LinkedIn, Indeed, and other major job boards via OAuth tokens scoped to Scout's application. These tokens are not portable to Zoho Recruit. We preserve the job board integration configuration as metadata (board name, last sync date, posting URL list) so the customer knows which boards were connected in Scout. Re-authentication with each job board is required on Zoho Recruit; we document this step explicitly in the migration cutover checklist and do not attempt to transfer OAuth credentials.

Scout generates performance reporting on job openings and applicant pipeline metrics (time-to-hire, source effectiveness, pipeline conversion rates). We extract report metadata and summary data and map them to Zoho Recruit's Reports module where equivalent metrics exist. Zoho Recruit's reporting structure differs from Scout's; we document which Scout metrics have a Zoho equivalent and which require manual rebuild in Zoho's report builder. Dashboards do not migrate; we deliver a written inventory of Scout report definitions for the admin to rebuild in Zoho.

Scout supports custom fields on Candidates and Applications. We map custom field definitions and values, but each destination platform has its own custom field schema. Custom fields are not available in the Zoho Recruit Free Edition; we require confirmation of the target Zoho tier before migration. Lookup and formula fields require Professional or Enterprise. We pre-create the destination custom field schema in Zoho before importing any data, using Zoho's drag-and-drop field creation API, and match Scout field types to the nearest Zoho field type (picklist, multi-select, text, number, date).

If Scout contains client organization or contact records beyond the candidate scope, we map them to Zoho Recruit's Contacts module. Zoho Recruit separates Candidates (job applicants) from Contacts (business relationships). We apply the appropriate module assignment based on record type during the scoping audit and build a record-type mapping table before migration begins.

Any file attachments stored against Scout Candidates, Jobs, or Applications (resume PDFs, portfolio documents, evaluation files) migrate as Zoho Recruit Attachments linked to the corresponding record via ContentDocumentLink. We preserve the original filename and mime type. Attachments exceeding Zoho's file size limits are flagged for the customer to review and re-upload manually if needed.