Migrate from Varbi Recruit to Zoho Recruit

Varbi Candidate records map 1:1 to Zoho Recruit Candidates. All standard fields (First Name, Last Name, Email, Phone, Source, Status) migrate directly. Zoho Recruit requires Last Name as a mandatory field — any Varbi Candidate without a Last Name is flagged during scoping and assigned a placeholder value ('not provided') per Zoho's import requirement, with a note in the reconciliation report for the customer to update manually. National identity numbers (Swedish personnummer, Norwegian fødselsnummer) are excluded from the standard payload and require explicit customer consent during scoping; if elected, a separate secure transfer path is configured.

Varbi Advert records (title, description, department, location, employment type, application deadline) map to Zoho Recruit Job Opening. The Zoho Job Opening module requires a Title and an assigned Recruiter; we extract the responsible Varbi Hiring Manager and map them to the Zoho Recruiter field. Application deadline migrates as the Zoho Opening Date or a custom Closing Date field depending on the customer's Zoho configuration.

Each Varbi Application links a Candidate to a Job Advert with a Hiring Process and Stage. Zoho Recruit represents the same relationship through the Candidate record's association with a Job Opening and an Interview or status update. We preserve the application status and stage history as Zoho Candidate custom fields or as interview records with stage labels, and document the mapping against the signed-off stage remap table.

Varbi Hiring Process stages are tenant-defined with no canonical set. Each organisation's stage sequence must be remapped to Zoho Recruit pipeline stages. We audit the complete stage list during scoping, propose a 1:1 or collapse/expand mapping for each stage, and obtain hiring-manager sign-off before committing the mapping to the migration script. Stages with no Zoho equivalent are flagged as manual-only with a note to recreate the stage label in Zoho Setup after migration.

Varbi Competency profiles (structured interview scoring rubrics) have no direct Zoho Recruit equivalent. We export the competency framework and attempt to map each competency to a Zoho custom picklist or multi-select field on the Candidate or Interview module. The scoring rubric values migrate as text or integer custom fields. We flag that Zoho does not support native structured scorecard objects and document the recommended manual workflow for recreating the competency scoring interface in Zoho.

Varbi allows arbitrary custom fields with no enforced schema standardisation across tenants. Multi-select, multi-value, and nested custom fields cannot be imported directly into Zoho Recruit without pre-processing. We run a custom-field audit during scoping, flatten multi-select fields into delimited columns (semicolon-separated), and convert nested structures into flat key-value pairs. Any custom field that cannot be flattened is flagged as a manual-recreate item with a Zoho field type recommendation (Picklist, Multi-Select, Text, etc.). The Zoho destination schema (custom fields per module) is pre-created via Zoho's Setup > Customization > Modules before any data import begins.

CVs, cover letters, portfolios, and other documents attached to Varbi Candidate profiles are exported as binary files alongside record metadata. We export to a structured folder hierarchy (Candidate ID / Attachment Type) and either push files to Zoho Recruit's document storage via API or store them in a secure cloud folder with reference links recorded in a custom Zoho text field on the Candidate record. The original file name and upload date are preserved as metadata.

Varbi Interview Scorecards capture structured ratings and notes against Competencies per interview stage. Zoho Recruit does not have a native structured scorecard object. We export the scorecard data as custom fields on the Zoho Interview record (one field per rated competency, with the score and notes as field values). Where the scorecard references competencies that do not map directly, we flatten the response into a Notes field and flag the gap for the customer's admin to address in Zoho's custom field setup.

Varbi user accounts (recruiters, hiring managers, approvers) map to Zoho Recruit Users by email match. Zoho Recruit requires that users without a pre-existing Zoho account be imported via CSV; users who already have a separate Zoho Recruit account must close that account before they can be imported into the company's Zoho Recruit org. We extract the full Varbi user directory (name, email, role, team) and run email matching against the destination org's User table during scoping, flagging any conflicts for the customer's admin to resolve before the User import phase.

Varbi tags and labels on Candidates and Adverts migrate to Zoho Recruit Tags. Tag names are exported as flat arrays and mapped to Zoho's tag field on the respective module. If the same tag is used across different modules in Varbi (Candidate tags and Advert tags), we preserve the module context in a Zoho custom field to avoid cross-module tag collision.

Varbi Offer letter metadata and attached contract documents are exported alongside the Candidate record. Zoho Recruit does not have a native Offer object; we map offer records to a Zoho custom module (Offer) with fields for candidate reference, offer amount, status, and expiry date, and attach the contract document to the custom record. The customer's admin creates the custom Offer module in Zoho Setup before the migration import phase.

Varbi's digital onboarding module is a separate product layer triggered after a candidate accepts an offer. Onboarding task lists, workflow states, and onboarding documents are not included in the standard candidate or advert export and do not have a Zoho Recruit equivalent. This is a separate migration workstream that the customer must treat independently. We document the onboarding record types and recommend Zoho People as the destination for onboarding workflows if the customer is within the Zoho ecosystem.