How to Use Add to CRM with Zoho Recruit

What you need

• Google Chrome on a computer.
• A Zoho Recruit account, on any Zoho data center. You sign in with it once to connect.
• An Add to CRM account, which you create in Step 2. New accounts start with a 7-day free trial (card required).

What Add to CRM reads and writes in Zoho Recruit

• It writes: candidate records with the fields you choose, tags, notes, calls, meetings and tasks on a candidate, and the link between a candidate and a job opening, with a candidate status.
• It reads: candidates, to see whether a person is already there; your candidate fields and tags, so you can choose them; your open job openings and candidate statuses; and your organization details, to link to each record.
• It never deletes records in Zoho Recruit. It works only with candidates.

Step 1: Install the Chrome extension

1. Go to the Add to CRM for Zoho Recruit page on the Chrome Web Store.
2. Click Add to Chrome. When Chrome asks you to confirm, click Add extension.
3. To keep the icon in view, pin it from the extensions menu in the Chrome toolbar.

Step 2: Create your Add to CRM account

1. Open addtocrm.com/signup?software=zoho-recruit. Clicking the extension icon takes you there too.
2. Sign up with Google, or with your email and a password.
3. Zoho Recruit is picked for you as the CRM to connect.

Step 3: Connect Zoho Recruit

1. After sign-up, the connect screen opens. Click Continue to Zoho Recruit.
2. Zoho asks you to sign in. Use the account you use for Zoho Recruit.
3. Zoho shows the access Add to CRM asks for: your Zoho Recruit records, settings and organization details, and your Zoho profile. Click Accept.
4. You come back to Add to CRM, which checks the connection. A short screen then shows which Zoho Recruit fields will be filled. You can keep the suggestions.
5. Start your 7-day free trial to finish.

You never give Add to CRM your Zoho password. Zoho gives it an access token, which is stored encrypted on our servers. Every Zoho data center works, including the US, EU, India and Australia.

Step 4: Choose your settings

These settings are optional. Add to CRM works without them, so you can go to Step 5 and come back later.

Choose where each data point goes

1. In your Add to CRM dashboard, open Connections, then Fields.
2. Core details such as email, phone, job title and current employer go into Zoho Recruit's own candidate fields. You can turn any of them off.
3. For other data points, such as seniority or department, pick one of your custom candidate fields.
4. Add to CRM cannot create fields in Zoho Recruit. To use a new custom field, add it in Zoho Recruit first, then pick it here.

Add default tags

1. In the dashboard, open Settings and find Default Tags.
2. Add up to 10 tags that every new candidate should get, such as where you found them or the role you are hiring for.
3. A tag that does not exist in Zoho Recruit yet is created the first time it is used.

Decide how phone numbers are found

1. In Settings, Look up phone numbers automatically is off when you start. Turn it on to have the panel look for phone numbers each time you open it.
2. With it off, you can still click Reveal phone number in the panel for one person at a time.

Step 5: Add a candidate

1. Open the Add to CRM side panel for the person you want to add. Step 6 shows where the button is in Gmail and Outlook.
2. The panel shows what was found: an email address with its verification status, job title, current employer and more.
3. Click Add to Zoho Recruit. The candidate is created with your field choices and default tags.
4. Click View in Zoho Recruit to open the new candidate.

Before you add someone, Add to CRM looks for them in Zoho Recruit by profile link, email address and name. If the candidate is already there, the panel says so, and you can open the record or update it with new details instead of making a duplicate. If only the name matches, the panel asks you to confirm it is the same person.

Step 6: Add a candidate from Gmail or Outlook

• Gmail: open an email and click the Add to CRM button next to the sender's name. For other people on the email, click Show details first.
• Outlook on the web: open an email, click a person's name to open their contact card, and click the Add to CRM button in the card.

Then check the details in the panel and click Add to Zoho Recruit. This works for emails you receive and emails you send.

Step 7: Link a candidate to a job opening

1. Open the candidate in the side panel, on the Profile tab.
2. Click New Job Opening.
3. In Pipeline, pick the open job opening. If you have only one, it is picked for you.
4. In Stage, pick the candidate status. Add a description if you like.
5. Click Create job opening. The button says "create", but it links the candidate to the job you picked. It does not make a new job.

The candidate is now linked to that job opening in Zoho Recruit, with the status you chose.

Step 8: Log notes, calls, meetings and tasks

1. Open the candidate in the side panel, on the Profile tab.
2. Click Note, Call, Meeting or Task.
3. Fill in the details and save.

The activity is saved on the candidate's record in Zoho Recruit, so your team sees the whole history in one place. Past notes, calls and meetings are on the panel's Activity tab, and tasks are on its Tasks tab.

Troubleshooting

• The Add to CRM button does not show in Gmail or Outlook. In the dashboard, open Settings and check that Gmail and Outlook are switched on under Show the extension on. Outlook works on the web, not in the desktop app.
• A custom field is missing from the Fields page. Add to CRM cannot create fields in Zoho Recruit. Add the field in Zoho Recruit, then open the Fields page again.
• Adding fails with a connection error. Your Zoho access may have expired or been removed. In the dashboard, open Connections and connect Zoho Recruit again.
• The panel shows a possible match. Only the name matched a candidate in Zoho Recruit. Open the record and confirm whether it is the same person before you add.

How to disconnect or remove Add to CRM

• Disconnect Zoho Recruit: in the dashboard, open Connections, click Disconnect next to Zoho Recruit and confirm. Add to CRM deletes the Zoho access it stored. Candidates you already added stay in Zoho Recruit.
• Cancel the access at Zoho too: in Zoho Accounts (accounts.zoho.com), open Sessions, then Connected Apps, and revoke access for the app you approved in Step 3.
• Remove the extension: open Chrome's extensions page (chrome://extensions) and click Remove on Add to CRM.