Migrate from ZenApply to Zoho Recruit

ZenApply Candidate records map to Zoho Recruit Candidates using the standard ATS mapping: First Name, Last Name, Email, Phone, and Address fields transfer directly. Any custom profile fields discovered during scoping map to Zoho Recruit custom Candidate fields created under Setup > Customization > Modules. ZenApply stores candidates with a video-first profile model; the video URL transfers as a candidate-level field, and the actual media file downloads and re-uploads separately. The candidate's original application source attribution (referral, job board, direct) maps to Zoho Recruit's Source field.

ZenApply Job records map to Zoho Recruit Job Openings. Job title, description, department, employment type (full-time, part-time, contract), and status (active, closed, on hold) transfer directly. ZenApply's CSV export does not include salary band data unless manually added during export preparation; we flag this gap during discovery and map any salary information as a custom Job Opening field. Job Opening status in Zoho Recruit maps from ZenApply's open/closed flag.

ZenApply Application records are the join between Candidate and Job, carrying submission date, application status (new, screening, interview, offer, hired, rejected), and source attribution. We map Application status to Zoho Recruit's Candidate stage within the relevant Job Opening pipeline. Application submission timestamps migrate as activity records on the Candidate. If ZenApply's pipeline stages are customer-configured, we normalise them against Zoho Recruit's default stage values during field mapping.

Video resume assets are stored as ZenApply-hosted media URLs, not downloadable blobs. We flag every video URL during discovery, download each file to temporary secure storage during the migration window, and upload to Zoho Recruit's Document Library as a file attachment on the mapped Candidate record. This step is time-gated: video downloads and re-uploads must complete before the ZenApply account is deactivated, or the source URLs become invalid. Estimate one to two additional days per 100 video assets.

ZenApply allows custom fields on candidate profiles per position or globally, but there is no admin schema export to enumerate them automatically. We conduct a structured discovery session with the customer's ZenApply admin to walk through every active application form and candidate profile editor, capturing field name, type, and current values for all custom properties. Each discovered custom field is pre-created in Zoho Recruit under Setup > Customization > Modules before any Candidate records are loaded, so that data types (text, picklist, date, numeric) are correctly configured and no records are rejected on import.

ZenApply scorecard data (ratings per criterion, overall score, reviewer name, review date, and comments) links to Application and Interviewer records. We map scorecard template structure and individual criterion ratings to Zoho Recruit Interview Feedback Forms. Reviewer comments transfer as free-text notes attached to the Candidate. Any numerical scores map to Zoho Recruit's numeric rating fields on the feedback form. If ZenApply scorecard templates vary by position, we document each template variant during discovery and create equivalent feedback forms in Zoho Recruit.

ZenApply free-form notes attached to Candidates migrate as Zoho Recruit Notes linked directly to the Candidate record via ContentDocumentLink. Note creation timestamps are preserved. Rich-text formatting in ZenApply notes converts to plain text in Zoho Recruit if the original contains HTML markup; we strip HTML tags during the transform step to avoid display issues.

ZenApply task records (status, due date, priority, owner, description) map to Zoho Recruit Tasks linked to the relevant Candidate or Job Opening. Task owner resolution matches by email against Zoho Recruit User records; any unmatched owners are flagged for the customer to provision before production migration. Recurring tasks migrate as a single Task with the recurrence pattern noted in the description field.

ZenApply call records migrate to Zoho Recruit Events with a call subtype indicator. Call duration, disposition, and outcome notes transfer to custom Event fields. The call date becomes the Event start date. Call recordings (if available as URLs in ZenApply) transfer as file attachments on the Event record.

ZenApply Department values on Jobs map to Zoho Recruit Department records. We create the Department structure in Zoho Recruit during schema design and link Job Openings to the correct Department on import. If ZenApply has a flat department structure with no dedicated Department object, we create Departments in Zoho Recruit from the distinct department values found on Job records.

ZenApply User records (name, email, role: Admin, Hiring Manager, Recruiter) map to Zoho Recruit User accounts. We resolve each ZenApply user by email match against the Zoho Recruit User table. If the destination Zoho Recruit account is new and has no Users yet, the customer's admin provisions accounts for each migrating team member before production migration. Role mapping (Admin to Zoho Recruit Administrator, Hiring Manager to Hiring Manager, Recruiter to Recruiter) is configured as part of the user provisioning step.

Resume files, cover letters, portfolio attachments, and other document URLs stored in ZenApply are downloaded to temporary storage, then uploaded to Zoho Recruit's Document Library linked to the relevant Candidate record. We preserve original filenames and MIME types. Files larger than Zoho Recruit's attachment limits (25 MB per file) are flagged for the customer to store externally and reference via URL in a custom Candidate field.