Migrate from Toast to Zoho Recruit

Toast Employee records (names, roles, contact information, permissions) map to Zoho Recruit Candidate records. Toast's employee ID becomes the Candidate's Candidate ID field or a custom field External_Employee_ID__c for reconciliation. Toast role types (server, cook, manager, host) map to skills or custom picklist fields in Zoho Recruit rather than native role objects. Compensation data (hourly rate, tip structure) is not a Zoho Recruit Candidate field and is stored in a custom text field Compensation_Data__c. The mapping excludes payroll or tax withholding data because Zoho Recruit is an ATS, not a payroll system.

Toast stores availability windows and role certifications per employee. We extract these as Zoho Recruit custom fields: Availability_Type__c (full-time, part-time, shift-based), Certification_Notes__c (food handler cert, liquor license, etc.), and Shift_Preference__c. Custom fields are created in Zoho Recruit via the field editor before migration. Field names must not conflict with reserved Zoho Recruit field names (First Name, Last Name, Email, Phone are native and required for every Candidate).

Toast Shifts define employee scheduling windows, roles, and locations. These do not map to native Zoho Recruit objects because Zoho Recruit's Job Openings represent open positions to be filled, not employee work schedules. We split shift data into two migration artifacts: active open positions (roles with ongoing hiring need) become Zoho Recruit Job Openings with the original shift schedule encoded in custom fields Shift_Start_Time__c and Shift_End_Time__c; historical shifts with no active hiring intent are exported as a CSV reference file for the customer's HR admin rather than ATS records.

Toast Time Entries (clock-in, clock-out, break duration, hours worked) do not map directly to Zoho Recruit Interview records because Interviews represent candidate evaluation sessions in a recruiting process, not timesheet records. We merge time entry aggregates into Candidate records as a custom field Historical_Hours_Worked__c carrying cumulative hours by role, and separately export the full time entry history as a CSV reference file attached to the Candidate record. The customer reconciles historical labor data directly from Toast exports.

Toast location and floor-plan data (restaurant name, address, section layout) maps to Zoho Recruit Client records as the recruiting location context. Each Toast location becomes a Client in Zoho Recruit with the restaurant address as the Client address and the restaurant name as the Client name. This enables hiring context per location when the customer's Zoho Recruit usage spans multiple restaurant sites.

Toast guest profiles (visit history, preferences, loyalty program data) do not map cleanly to Zoho Recruit Candidates because guest profiles represent diners and Candidates represent job applicants. In a restaurant group context where existing guests may be recruited as staff, we migrate guest email and name as Candidate records with a custom field Original_Source__c set to Toast_Guest_Profile and loyalty points preserved in a custom field Loyalty_Points__c. The customer determines whether this mapping applies based on their hiring sourcing strategy.

Toast Orders capture transactional dining data (items ordered, server, table, payment status). Zoho Recruit is an ATS with no object capable of representing restaurant orders. Orders, payments, checks, cash management, and tax records are explicitly excluded from this migration scope. We export a summary of order volume and revenue by location as a CSV reference file for the customer's records but do not load these into Zoho Recruit.

Toast Menu Items, Modifiers, Modifier Groups, and pricing configurations have no ATS equivalent in Zoho Recruit. These are restaurant product catalog data, not recruiting data. We exclude them from migration scope entirely. If the customer intends to use menu or role data in Zoho Recruit (for example, to describe job roles), we encode the relevant menu context as custom fields on the Job Opening record during the shift-to-job-opening transformation.

Toast employee records include owner attribution (the manager or admin who created or manages the record). We map Toast employee owners to Zoho Recruit User records by email match. Any Toast employee owner without a matching Zoho Recruit User is flagged in the reconciliation report for the customer's admin to provision before Candidate import resumes.

Toast employee records may include supporting documents (certifications, ID scans, tax forms) stored as attachments. We extract these from Toast's SFTP exports or API responses and attach them to the corresponding Zoho Recruit Candidate record via the Candidate Attachments API. Document type is inferred from file extension or filename pattern and stored as a custom field Document_Type__c.

Toast vendor management and purchase order data is not exposed via public API and has no ATS equivalent. Vendors and purchase orders are excluded from scope. Inventory tracking data is similarly excluded because Zoho Recruit has no inventory management module.

If Toast has been extended with custom employee properties (department codes, cost center, manager hierarchy, training completion flags), we create equivalent custom fields in Zoho Recruit using the field editor before migration. Custom field type mapping follows: text to single-line, textarea to multi-line, checkbox to checkbox, date to date, picklist to picklist. Nested or multi-level custom properties are flattened during the transform step.