Manually importing candidates

Recruitment Marketing

Public

Introduction

It's easy to import a CSV file of existing candidates from an ATS or email marketing system into the Recruitment Marketing module.

Preparing the CSV file

A valid CSV file has the following characteristics:

  • A header line is optional.
  • Each candidate is on its own line.
  • A candidate must have a valid email address column.
  • A candidate can optionally have a First Name and a Last Name column.

Recruitment Marketing processes large CSV files very efficiently, and can comfortably import tens of thousands of candidates within a single file.

Here is an example of a valid CSV file of candidates: candidates.csv

Importing candidates

  1. From the side menu, under CRM click Import.
  2. Click the New button.
  3. Select the Import Type of CSV
    Note:
    The JSON format is due to be deprecated due to lack of usage.
  4. Click the Browse... button to select the relevant CSV file button to upload.
  5. Select whether or not the CSV file has a header row.
    Note: If you select Yes and the file does not have a header, then the first candidate record may be skipped, or the entire file may fail to import
  6. Define the columns with the following options - these should exactly match the structure of the CSV file you are uploading
    • Candidate First Name
    • Candidate Last Name
    • Candidate Email
    • Candidate Phone Number
    • Candidate Address
    • Ignore - select if a column is not in use
      Note: if any Candidate Custom fields of type string have been defined, values from the CSV can be populated against the candidate.
  7. From the Country drop down, select a country if one is required to assign to each candidate.
  8. Type in a Tag that will be added to every candidate that is imported
    Note: While optional, this is recommended as it allows you to find all the imported candidates by doing an advanced search for the specified tag.
  9. The List actions option allows you to assign all the candidates from this CSV to either a new or existing static list.
  10. The Retrieve ATS candidate data option allows customers with integrations to selected ATS systems to supplement the data in their CSV file with additional data relating to that candidate directly from their ATS. See below for details.
  11. Under Advanced settings:
    • Set the File encoding to the appropriate value.
      Note: it can be helpful to specifically save the file as either UTF-8 or ISO-8859-1 using a spreadsheet tool such as Microsoft Excel prior to importing to to ensure that the data is formatted correctly.
    • Make newline characters consistent in CSV file - check this box in the event that the file has inconsistent representations of new lines.
      Note: as with the file encoding, it can be helpful to specifically save using a spreadsheet tool such as Microsoft Excel prior to importing to ensure that the data is formatted correctly
  12. Check the box to indicate that you have relevant permission from the candidates being uploaded.
  13. Click the Save button to begin the import process.

Retrieving ATS Candidate Data

Customers with active integrations to specific ATS systems are able to select to supplement the data they have uploaded in the CSV file with additional information relating to that candidate which may exist in their ATS system.

This feature is currently available for customers with the following ATS integrations:

The data available from each ATS integration varies and is detailed below.

Workday API Integration

When the candidates in the CSV file are processed, the Recruitment Marketing system will query the Workday API to see if a candidate with the same email address exists within the Workday ATS.

If a matching candidate is found, the following data will be set against that candidate if not already populated:

  • First name
  • Last name
  • Phone number
  • Location

Additionally, if the matched candidate has any applications within Workday, the system will retrieve the details of those applications, and create a corresponding entry on the candidate timeline with the CRM. For each application, the following data will be ingested if available in the API response:

  • Most recent ATS application status for the application
    Note: historical statuses are not included
  • Resume document attached to the application
  • Experiences (Employments)
  • Educations
  • Skills

Refer to the Workday API Integration article for details on how the Experience and Education data is mapped from the Workday objects.

Monitoring Candidate Imports

Depending on the number of candidate records to be imported, it may take some time for the process to complete. You can refresh the Candidate Import History screen as much as you like to monitor progress.

If any errors occur during the import, you can view details on them by clicking on the blue error number under the #Failures column.

Rm_ImportingCandidatesHistory_May23.PNG

Notes:

  • You can safely log out of your account while the import is being processed, and it will continue to run in the background.
  • The candidate's email address is the unique identifier. The system will look for this and update the record if there is new information to add i.e. adding them to a list or adding a tag. If there is no new information for the record then it is not overwritten.
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