Migrate from Vacancy Filler to Zoho Recruit

Vacancy records are the primary parent object in Vacancy Filler. We map Vacancy title, department, location, salary range, employment type, and status to Zoho Recruit Job Opening fields. Posting dates migrate as Opening Date and Target Date. The Vacancy status (Active, Closed, Draft) maps to the Job Opening status picklist. Vacancies with a status of Archived in Vacancy Filler are loaded as Closed Job Openings in Zoho Recruit with an isInative flag. Job Opening is the parent record for all subsequent Candidate and Interview imports.

Candidate profiles from Vacancy Filler map to Zoho Recruit Candidates with all standard contact fields (First Name, Last Name, Email, Phone, Mobile, Current Company, Current Job Title). Zoho Recruit requires Last Name as a mandatory field; any Candidate record without a Last Name value in Vacancy Filler is flagged with Last Name set to 'Not Provided' per Zoho Recruit's import requirement. CV and resume attachments migrate as file attachments linked to the Candidate record. Candidates who appear in multiple Applications carry a single consolidated Candidate record in Zoho Recruit.

Vacancy Filler Applications are the join record between a Candidate and a Vacancy, carrying pipeline stage, screening scores, and notes. In Zoho Recruit, the application relationship is represented by the Candidate's association to a Job Opening with a stage value. We extract the Vacancy-Candidate pair, the stage label, any screening score, and notes, then load them as a Candidate-Job Opening association with the stage set to the matching Zoho Recruit pipeline stage. Vacancy Filler stage labels are mapped to Zoho Recruit stage names during the pre-migration schema review.

Vacancy Filler user accounts (Hiring Managers, Recruiters, Admins) export with name, email, role, and team assignment. We resolve each Vacancy Filler user by email against the Zoho Recruit User table. Permissions are not portable between systems and require manual reconstruction in Zoho Recruit's Setup > Users & Control. We deliver a User mapping table listing each Vacancy Filler role and the recommended Zoho Recruit role (Standard Recruiter, Hiring Manager, Admin). Users with existing separate Zoho Recruit accounts must close those accounts before import per Zoho Recruit's migration documentation.

Longlisted candidates stored in Vacancy Filler Talent Pools carry a distinct status from active applicants. We export pool name, associated candidates, and any pool notes. Zoho Recruit does not have a native Talent Pool object, so we replicate the grouping by creating Zoho Recruit Candidate Tags for each pool name and attaching all pool members. This preserves the talent pool segmentation while using Zoho Recruit's native tagging feature.

Vacancy Filler interview records carry date, time, interviewer(s), format (in-person or video), and outcome notes. We map these to Zoho Recruit Interview records linked to the Candidate and the Job Opening. Where Vacancy Filler stores the interviewer's email, we resolve it to a Zoho Recruit User for assignment. Video interview links migrate as Interview details. In-person interviews carry the Location field.

The Vacancy Filler Agency Module stores preferred recruitment agencies with name, contact, specialism, and tier (Preferred, Approved, etc.). We export these as a separate agency list and load them into Zoho Recruit as Client records, with the agency tier stored in a custom field Agency_Tier__c. Agency specialism (e.g., STEM, Finance, Education) maps to the Client Industry or a custom picklist.

Vacancy Filler supports bespoke screening questions per vacancy. These are stored at vacancy level with answers stored at application level. We extract the question schema for each vacancy during the pre-migration audit, group vacancies by common question sets, and create matching custom fields on the Zoho Recruit Candidates module. Answers migrate as values in those custom fields linked to the Candidate record. Vacancies with unique one-off question sets receive individual custom field creation with customer sign-off before migration. Zoho Recruit supports text, picklist, date, number, and checkbox field types for custom fields.

Onboarding data in Vacancy Filler tracks new-hire document completion, induction checklist progress, and start-date details. This is often incomplete for mid-year or active migrations. We flag each incomplete record with a completion_percentage__c custom field rather than silently dropping it, and load what exists into the Candidate record's document section or notes. The customer decides whether to backfill onboarding data manually post-migration or accept the partial state.

Test results and screening scores attached to applications in Vacancy Filler migrate as custom fields on the Zoho Recruit Candidate record. We preserve the raw score, pass label, and test name as a composite custom field (e.g., Assessment_Score__c). Where Vacancy Filler uses a third-party assessment provider, we store the provider name, score, and date in separate custom fields for reference.

Vacancy Filler tracks which job boards each vacancy was posted to as linked posting records (board name, posting URL, status). We extract the board name and posting URL and store them in a custom field on the Job Opening record (JobBoard_Posting_URL__c) or as notes on the record. Active postings are flagged for the customer's admin to re-activate in Zoho Recruit's job board integration after migration.

Vacancy Filler dashboards, report definitions, and management information configurations are not independently exportable. We do not migrate reporting configurations. Historical application and vacancy data in Zoho Recruit is queryable through Zoho Recruit's standard and custom reports once migration is complete. We recommend the customer's admin reviews Zoho Recruit's standard reports (included in Standard tier) and builds custom reports from the migrated data post-go-live.