Storage Space

Storage Space

Managing Storage Space

Zoho Recruit is a cloud-based applicant tracking system (ATS) that securely stores all of your recruitment data, such as candidate profiles, communication records, and attachments, which in turn help you find top-tier candidates and build relationships with clients. In today's fast-paced world of recruitment, where data and attachments are essential for effective talent management, having enough storage space is crucial. As your recruitment efforts grow and you start to accumulate more data, you may need to increase your storage capacity. This guide will walk you through the process of adding more storage to your Zoho Recruit account.

Why Storage and Additional Storage matter?

The amount of storage space you get in Zoho Recruit depends on the edition you choose and the number of users you have. As your organization grows and you interact with more candidates and clients, you'll need more storage space. This is not just a matter of convenience, but a fundamental requirement.

If you are a small organization with a few hundred candidates, you may be able to get by with the basic storage plan that is included with Zoho Recruit. However, if you are a larger organization with thousands of candidates or if you are storing a lot of data, you may need to purchase additional storage.

Here are a few reasons why storage and additional storage matters in Zoho Recruit:
  1. Store more data: Store more candidate and client data, including resumes, CVs, cover letters, and other documents.
  2. Improve performance: Improve the performance of the application and make it easier to find the information you need.
  3. Comply with regulations: Make sure you comply with data storage regulations in your industry.
  4. Future-proof your recruitment process: Future-proof your recruitment process by allowing you to store more data as your business grows.

Purchasing Additional Storage 

The amount of storage space that you need will depend on the size of your organization, the number of candidates you are recruiting, and the amount of data you are storing. The amount of storage space you get depends on the edition you choose and the number of licenses you purchase.
The following table summarizes the storage space allocation and the number of records for each edition:
 
Edition
Storage space (per user)
Number of Records
Free
256MB
25,000
Standard
1GB+256 MB/user license
100,000
Professional
2GB+512 MB/user license
Unlimited
Enterprise
3GB+1GB/user license
Unlimited


Note: The storage space includes the space taken up by email attachments, email templates, and attachments in the records. See Also: Attachment Limits

How to Choose the right Storage Plan

If you are considering purchasing additional storage for Zoho Recruit, there are a couple of things you should keep in mind:
  1. The amount of storage you need: You will need to estimate how much storage you will need in the future. This will depend on the size of your organization, the number of candidates you are recruiting, and the amount of data you are storing.
  2. The cost of additional storage: Zoho Recruit charges for additional storage, so you will need to factor this into your budget.

How to Purchase Additional Storage?

Organizations can purchase additional storage in Zoho Recruit. The maximum amount of storage space that can be purchased is 200 GB. Organizations can also purchase up to 100 GB of extra storage space.

Storage Space
Price per month
Up to 200GB
$3 per 5GB
Up to 100GB of extra storage
$3 per 5GB

To purchase additional data:
  1. Go to Profile > Manage Subscription and click Upgrade Recruiter/Add-Ons.
  2. Manage your Zoho Recruit subscriptions and confirm your subscription order.

To View Data Storage

To see how much storage space is currently being used and how much is available, go to Setup > Data Administration > Storage.



Note: In Zoho Recruit, file size limits are applied based on where you upload the attachment. See Also: Limits

Components in Data Storage 

Zoho Recruit provides you with a specific amount of storage space to store your data. You can track the storage space used by your organization and by individual users to make sure that you do not run out of space.
Note: The total amount of used space includes attachments that are in your Recycle bin.
The Data Storage in Zoho Recruit is classified into Storage and Usage details.
In Storage details you can see:
  1. Allowed storage space
  2. Total used space
  3. Total free space

In usage details, you can see the total amount of storage space used by each module (including all of the records in that module), file type, and user.

Note: 
The Recycle Bin stores all the records that have been deleted from your account.


  1. These records are stored for 60 days, after which they are permanently deleted.
  2. Only users with an administrator profile can delete records from the Recycle Bin.
  3. Non-admin users can restore their own records from the Recycle Bin, and depending on their permissions, they may also be able to restore other users' records.

How to Save Storage Space?

To save your storage space in Zoho Recruit, you can :

  1. Regularly delete old data that you no longer need: This includes resumes, CVs, cover letters, interview notes, offer letters, and contracts. You can also delete attachments, such as transcripts, reference checks, and other documents.
  2. Compress files before uploading them to Zoho Recruit: This will reduce the amount of space they take up. You can use a compression tool like WinRAR or 7-Zip to do this.
  3. Use cloud storage services to store large files: This is a good option if you have a lot of large files that you need to store. Some popular cloud storage services include Google Drive, Dropbox, and OneDrive.
  4. Use Zoho Recruit's built-in features to manage your storage space: Zoho Recruit has various features that can help you manage your storage space, such as the ability to delete old data, compress files, and set storage limits.
  5. Use the Documents tab to save storage space: When you attach a file to a record in Zoho Recruit, you can either upload the file from your computer or link to a file that is stored in Zoho Docs or Google Docs. If you upload the same file to multiple records, it will take up extra storage space. For example, if you have a 10MB file and you upload it to five records, it will take up 50MB of storage space (10MB * 5).To save storage space, you can use the Documents tab. When you add a file to the Documents tab, you only need to upload it once. You can then associate the file with multiple records. The file will still only take up 10MB of storage space, even if it is associated with multiple records.
Note: You can send and associate emails with your contacts in Recruit, even if you don't have an email account configured in Recruit. Each new user has 5GB of storage space.

By following these tips, you can effectively manage your storage space in Zoho Recruit and avoid running out of space.

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