Migrate from Workstream to Zoho Recruit

Workstream Team Member records (Active, Onboarding, Offboarded tabs) map to Zoho Recruit Candidate records. We query all three tabs explicitly during profiling because offboarded records may be omitted from a standard export. Standard fields (name, email, phone, hire date, job title, department, location assignment) map directly. Lifecycle status from Workstream (active, onboarding, offboarded) is preserved in a custom Candidate field ws_lifecycle_status__c for compliance and audit. Home address maps to Zoho Recruit's address fields on Candidate.

Workstream Locations (store-level entities with name, address, and manager) map to Zoho Recruit Departments. We preserve the location name, address, and manager assignment as Department fields. In organizations with a flat structure, locations map to Organizations instead. The location-location_role combination that determines pay and schedule authority in Workstream is preserved as a custom Candidate field ws_location_role__c in Zoho Recruit.

Workstream Position records (linked to a specific location) map to Zoho Recruit Job Opening records. Position title, department, pay rate or range, schedule type, and job description migrate directly. The location association on the Position maps to a Zoho Recruit Department or to a custom Job Opening field ws_source_location__c. Position status (open, paused, filled, closed) maps to Zoho Recruit Job Opening status.

Workstream Position Templates are reusable job definitions that feed multiple Position instances. We flatten Position Templates into their instantiated Position records during CSV extraction, preserving the template origin as a tag ws_template_origin__c on each resulting Job Opening. If a customer wants to preserve templates as a Zoho Recruit template construct, we document the template definitions for manual recreation in Zoho Recruit.

Workstream Applications are candidate submissions tied to a specific Position and stored as separate records with applicant contact info, screening question answers, communication history, and pipeline status. Zoho Recruit does not have a separate Application object; applications are represented as Candidate records linked to Job Openings with activity history. We merge each Application into the corresponding Candidate record, preserving the application date, screening answers as custom Candidate fields, and the original hiring pipeline stage as a custom field.

Workstream uses configurable hiring pipeline stages (Applied, Screening, Interview, Offer, Hired, and custom stages). We extract the full pipeline definition including stage names and ordering. Zoho Recruit's Job Openings have a customizable hiring process with stage names. We configure the Zoho Recruit hiring process to match Workstream's stage names and order before migration so that candidate status maps correctly. Stage probability weights do not apply in Zoho Recruit's ATS context as they do in sales CRMs.

Workstream custom fields in text, date, number, and dropdown formats map to Zoho Recruit custom Candidate or Job Opening fields of equivalent type. Multi-select dropdowns map to Zoho Recruit multi-select picklists. Workstream's location-role scoping does not have a Zoho Recruit equivalent; we flatten scoped custom fields to module-level custom fields visible on all Candidate records. We detect field-level presence per record during profiling to avoid null-fill issues where a field exists on some records but not others.

Workstream stores pay rates, pay schedules, and payroll sync status as employee properties from its payroll integrations. Zoho Recruit does not have a native payroll module. We map pay rate and pay schedule to custom Candidate fields (ws_pay_rate__c, ws_pay_schedule__c). We do not migrate ADP, Paychex, or Paylocity sync status as tokens are not transferable; we document the payroll provider for the customer's admin to reconfigure integration in Zoho Recruit.

Workstream stores document completion metadata (which forms were submitted, submission dates) as employee record properties. This metadata migrates as custom Candidate fields (ws_doc_tax_form__c, ws_doc_id_scan__c, ws_doc_onboarding_signed__c) so the Zoho Recruit HR team can see what was already completed. Binary document files (PDFs, scans) do not migrate; we flag this during scoping and advise the customer to download document packets from Workstream before cutover.

Workstream integrations with ADP, Paychex, Paylocity, Square, and Toast are stored as OAuth tokens and configuration metadata specific to the source tenant. These do not transfer. We document which integrations were active, which employees were synced, and the sync frequency. The customer's admin re-establishes these connections in Zoho Recruit with fresh OAuth authentication. Zoho Recruit has native integrations with Indeed, Google Workspace, and other platforms that may partially replace Workstream's integration ecosystem.

Workstream Role definitions scoped to locations determine pay and schedule authority. We map which roles exist and how employees are assigned to them as a custom Candidate field (ws_role__c) carrying the location-role combination. Role definitions themselves (as reusable constructs) are documented for manual recreation in Zoho Recruit if the customer requires role-based configuration at scale.

Workstream stores candidate communication history (SMS messages, email threads, notes) as part of the Application record. Zoho Recruit represents candidate communication as Activity records (emails, calls, tasks) linked to the Candidate. We extract Workstream's communication history from the Application CSV and create Zoho Recruit Activity records with the original timestamp and direction (sent/received). SMS content migrates as Activity notes.