Migrate from WebCruiter to Zoho Recruit

WebCruiter Candidates map directly to Zoho Recruit Candidates. Standard fields (First Name, Last Name, Email, Phone, Address) map cleanly. Note that Last Name is a mandatory field in Zoho Recruit; we replace any empty Last Name values with a placeholder ('Not Provided') during the transform phase and flag those records for customer review. WebCruiter records where contact information was entered manually versus auto-populated from a source form are flagged for data-quality review.

WebCruiter Job Postings export with title, department, location, and status (active, paused, closed). These map directly to Zoho Recruit Job Opening fields. The original posting date migrates as Opening Date, and any internal WebCruiter requisition ID is preserved in a custom Zoho field for reference. We validate that Zoho's active job limit for the target tier (1 on Free, 100 on Standard, 250 on Professional, 750 on Enterprise) accommodates the migration scope.

WebCruiter Applications link a Candidate to a Job Posting with a status (applied, in review, rejected, hired). We map these to Zoho Recruit Candidates subtab under the Job Opening. Application date and current stage migrate as submission date and current status respectively. Stage history migrates as Activity Log entries on the candidate record if exported in the Talentech portal file.

WebCruiter stores CVs, cover letters, and portfolio files attached to candidate records, but the standard Talentech portal export does not bundle these files. We request a complete file archive from the customer (or from Talentech support) before the load phase. We validate attachment filenames against exported record IDs to detect mismatches, then upload files to the corresponding Zoho Recruit candidate record via the Zoho Recruit Attachments API. File upload uses batch chunking to stay within API credit limits.

Recruiters in WebCruiter add custom questions to application forms. These fields export as free-form text regardless of intended type. We profile each custom field in the staging environment, apply type inference (detecting dates, integers, multi-select comma-separated values), and create matching typed custom fields in Zoho Recruit's Candidates module before load. Where type inference is ambiguous, we flag the field for customer review and apply a conservative text mapping pending their decision.

WebCruiter uses configurable pipeline stages per job requisition with stage names varying by organisation. We extract the full stage set from each exported job and map them to Zoho Recruit's Interview Rounds structure under the Job Opening. We recommend configuring a consistent stage set during scoping rather than preserving every organisation-specific stage name, since Zoho Recruit's Interview Round model benefits from standardisation across openings.

WebCruiter's Candidate Source tracks where an application originated (job board, referral, direct). This field is often blank in legacy records or populated inconsistently. We map non-null source values to Zoho Recruit's Source picklist and normalise the taxonomy where WebCruiter uses custom source labels. Blank source values remain unmapped; the customer can populate these via enrichment or leave them as unknown.

WebCruiter records reference internal user IDs for the recruiter or hiring manager assigned as owner. The standard Talentech portal export may not include a full user directory. We resolve owners by email match against the Zoho Recruit User table. Any WebCruiter owner without a matching Zoho Recruit User is held in a reconciliation queue for the customer's admin to provision before record import resumes.

WebCruiter archives jobs without deleting associated candidate records. Archived jobs retain their original pipeline stage set, which may conflict with the active pipeline schema in Zoho Recruit. We separate archived jobs from active jobs during scoping and recommend mapping them to a dedicated Closed or Legacy status in Zoho Recruit with inactive Interview Rounds rather than attempting to preserve the original pipeline structure.

WebCruiter application submission timestamps migrate as Created Time on the Zoho Recruit Candidate record. Where the Talentech portal export includes full stage-change history, we create Zoho Activity Log entries with timestamps and stage names preserved. Historical timestamps are preserved in UTC for consistency.

Some WebCruiter configurations include an Organisation field on the candidate record. If this field is present and populated, we map it to Zoho Recruit's Client module and create a Client-Candidate association. If the Organisation field is absent, candidates are loaded without a Client link and the customer can create Client records manually or via a follow-on enrichment pass.

WebCruiter notes attached to candidates or applications migrate as Zoho Recruit Notes on the Candidate record. We preserve the note body as plain text. Notes authored by specific WebCruiter users are attributed to the corresponding Zoho Recruit User where the email match resolves; otherwise they are attributed to the migration service account with a comment flagging the unresolved owner.