Migrate from TalentFlow to Zoho Recruit

TalentFlow Talents (the agency roster of represented individuals) map to Zoho Recruit Candidates. We migrate all standard fields including name, contact information, representation status, bio, headshot reference URL, and any linked notes. TalentFlow's per-account custom fields on Talent objects are discovered during live schema review and mapped to Zoho Recruit custom Candidate fields within the destination plan's field limits (50 on Standard, 300 on Professional/Enterprise). If the Talent's representation status indicates a client relationship, we evaluate whether the record should also create a Client entry in Zoho Recruit during migration.

TalentFlow Clients (hiring companies or production entities) map to Zoho Recruit Client and Contact records. We create a Zoho Recruit Client record for the company entity and separate Contact records for individual hiring managers or production contacts linked to that Client. Client notes and industry classification from TalentFlow migrate as custom fields on the Zoho Recruit Client record. The split allows Zoho Recruit's client portal feature ($6/license/month add-on) to be activated post-migration if the agency wants self-service job posting and submission tracking for client contacts.

TalentFlow Job records map to Zoho Recruit Job Openings with all standard fields preserved: job title, description, location, pay range, employment type, and status. Pipeline stage definitions differ between platforms — TalentFlow's entertainment-specific submission stages (callback, screen test, booking confirmation) map to Zoho Recruit's configurable Candidate Pipeline stages, and we document any stages that require the customer to add new stage values in Zoho Recruit's pipeline configuration before migration.

TalentFlow Submissions link a Talent (Candidate) to a Job (Job Opening) and track the hiring funnel stage with submitted date, current stage, and rejection notes. We preserve all submission-to-talent and submission-to-job linkages by migrating submissions as Zoho Recruit pipeline entries that reference the resolved Candidate and Job Opening records. We resolve parent-record IDs during migration so that the Candidate's Job Openings related list in Zoho Recruit shows the full submission history. Stage names map using the pipeline configuration worksheet created during discovery.

TalentFlow Contract records capture agreement terms between the agency and a client or talent, including commission rates, effective dates, and linked parties. Zoho Recruit does not have a native Contracts object in standard modules, so we create a custom Contracts module in Zoho Recruit with fields for contract parties, commission rate, effective date, expiration date, and associated deal reference. Contract documents attached in TalentFlow migrate as Zoho Recruit Attachments linked to the custom Contracts module record. Standard Edition of Zoho Recruit does not include custom modules — the destination account must be on Standard with the Custom Module add-on, or Professional/Enterprise.

TalentFlow Deals track placement revenue and commission structures tied to successful hires, with deal value, expected close date, associated talent, client, and contract linkage. We create a custom Deals module in Zoho Recruit with fields for deal value, expected close date, status, and lookup relationships to the associated Client, Candidate (for the placed talent), and Contracts module records created during migration. Deal stage migration maps the TalentFlow dealstage property to Zoho Recruit's custom picklist values. Deals require the same custom module prerequisites as Contracts (Standard with add-on, or Professional/Enterprise).

TalentFlow custom fields are not documented in a public schema reference and are discovered per-account during live discovery by querying field definitions. We extract the full custom field set, map each to the closest Zoho Recruit field type (Text, Picklist, Multi-select Picklist, Date, Phone, URL, Checkbox), and pre-create fields in Zoho Recruit before migration begins. Field limits apply per Zoho Recruit edition: 50 custom fields per module on Standard, 300 on Professional/Enterprise. Custom fields exceeding the destination tier limit require either field consolidation (merging two fields into one with delimited values) or a plan upgrade before migration proceeds.

Resume files, headshots, portfolio documents, and contract PDFs attached to Talent or Job records in TalentFlow are exported and re-associated in Zoho Recruit as Attachments linked to the corresponding Candidate, Job Opening, or custom module record. We preserve original file names and handle file type detection during extraction. The Zoho Recruit Document Library (available on Standard and above) provides folder structure and file versioning post-migration.

TalentFlow user accounts for agents and admins migrate to Zoho Recruit Users with roles and permission levels preserved. We resolve by email match. A known Zoho Recruit constraint: users who already have a separate Zoho Recruit account cannot be migrated — they must close that account before import. Also, if the destination account has only one user provisioned, Zoho Recruit requires at least one additional user before migration tools accept the import batch. We provision these prerequisites before migration begins.

Free-text notes and feedback entries attached to Talent, Job, or Client records migrate as Zoho Recruit Notes linked to the corresponding record. We preserve the author name and original timestamp. Notes attached to Deal or Contract records migrate to the custom module Notes section. Content is migrated as-is without transformation.

TalentFlow supports configurable pipeline stages for submissions with stage names, ordering, and automation triggers. We capture the full stage definition including stage name and order, then configure Zoho Recruit's Candidate Pipeline with equivalent stage values. Entertainment-specific stage names (e.g., casting callback, screen test, booking confirmation) may not have direct Zoho Recruit equivalents — we document which stages require new values added to the destination pipeline configuration worksheet and confirm with the customer before migration.

Tags applied to Talents, Jobs, or Submissions in TalentFlow migrate as Zoho Recruit Tags. The destination system's tag taxonomy may differ — we preserve unmapped tags as custom tag values and flag any tags that cannot be created in Zoho Recruit's tag structure for customer review. Tags on Candidates, Job Openings, and Clients migrate separately by module.