Migrate from Smart Hire to Zoho Recruit

Smart Hire candidate records map to Zoho Recruit Candidates. We extract contact details, work history, current status, and source attribution from the Smart Hire CSV export. The Candidate's Last Name field is mandatory in Zoho Recruit; if the Smart Hire export contains candidates without last names, we populate the Last Name with a placeholder value ('Not Provided') per Zoho Recruit's import requirements and flag these records for customer review. Custom properties on the candidate record become Zoho Recruit custom fields on the Candidate module, created during schema setup before data import begins.

Smart Hire Job Openings map to Zoho Recruit Job Openings with title, department, location, and job description fields carried forward. Pipeline stage names from Smart Hire map to Zoho Recruit's stage picklist values on the job opening. If the Smart Hire export uses stage names that do not match Zoho Recruit's default vocabulary (Applied, Screening, Interview, Offer, Hired), we create custom stage values during Zoho Recruit configuration to preserve the customer's pipeline terminology.

Smart Hire Screening Sessions represent a candidate's participation in a specific assessment round. These do not have a direct Zoho Recruit equivalent object, so we restructure the data: the screening session identifier and outcome become a custom field on the Candidate record (screening_session_id, screening_outcome, screening_date), and the session notes migrate as a Candidate-level note or as values in a custom multi-line text field. If the customer uses multi-round screening with per-round scores, each round maps to a separate custom field or a structured custom picklist.

Assessment scores from Smart Hire use the platform's internal scale format, which is not standardized against external percentile benchmarks. We profile the score ranges during pre-migration analysis, identify the scale type (raw score, percentile, competency rating), and map each score to a Zoho Recruit custom numeric, percent, or picklist field on the Candidate module. If Smart Hire stores multiple competency维度 as separate columns, each becomes its own custom field. We validate that the mapped values fit within Zoho Recruit's field type constraints before insertion.

Smart Hire custom properties on both Candidate and Job Opening records export as free-text key-value pairs regardless of their logical data type. During pre-migration profiling we detect fields that contain date-formatted strings, numeric strings, or boolean strings and apply type-coercion rules before import. Custom fields that reference deleted or archived option values in Smart Hire are flagged for manual review. In Zoho Recruit we create typed custom fields matching the coerced data type before data load to avoid import-time validation errors.

Smart Hire resume files and supporting documents are exported as binary assets linked to candidate records. We export these as file attachments and associate them with the corresponding Candidate record in Zoho Recruit using the candidate's unique identifier. If a candidate record in Smart Hire has multiple attachments (resume, cover letter, portfolio), each becomes a separate attachment linked to the same Candidate.

Smart Hire user accounts with role assignments (Hiring Manager, Recruiter, Admin) map to Zoho Recruit User records. We resolve by email match during import. Users who already have an active Zoho Recruit account cannot be imported as duplicates per Zoho Recruit's migration constraints; these are flagged for the customer to close the separate account before proceeding. If a Smart Hire user has no corresponding Zoho Recruit User, the candidate records they own are held in a reconciliation queue pending User provisioning.

Smart Hire stores per-job pipeline stages (Applied, Screening, Interview, Offer, Hired) as configuration on each Job Opening. We extract the full stage configuration including stage names and ordering and recreate it in Zoho Recruit as stage values on the Job Opening module. Zoho Recruit's Data Migration wizard maps these as picklist values; if stages have custom probability or milestone date settings in Smart Hire, we carry those as additional custom fields on the Job Opening.

Smart Hire stores the association between a Candidate and a Job Opening as a foreign key on the candidate record or in a separate application record depending on the export format. When Smart Hire exports these as separate CSV files, the association can break if the ID mapping across files is inconsistent. We reconstruct the association by matching candidate IDs to application records, then insert a corresponding entry in Zoho Recruit linking the Candidate to the Job Opening via the standard application relationship.

Smart Hire tracks candidate application status (Active, Hired, Rejected, Withdrawn) per job opening. These status values map directly to Zoho Recruit's Candidate Status picklist values. If Smart Hire uses custom status labels, we create matching custom picklist values in Zoho Recruit during field configuration.

Smart Hire job openings carry a department attribute. Zoho Recruit does not have a native Department field on Job Opening; we create a custom picklist field (Department) on the Job Opening module and map the Smart Hire department values to it during import. If the customer uses Zoho People for HR, we coordinate on whether the department reference should link to a Zoho People Department record instead.

Smart Hire tracks the candidate source (Job Board, Referral, Direct Application, Agency) as a property on the candidate record. This maps to Zoho Recruit's Source picklist field on the Candidate module. Custom source values from Smart Hire are created as picklist options in Zoho Recruit during field configuration.