Thinking of bringing a batch of applicants into your account? Good news: we’ve got a free import with your name on it (well, technically your applicants’ names). Here's how it all works and what you’ll need to know to get that data squeaky clean and ready for upload.
Your Import Options
We offer two ways to import applicant data:
1. The One-Time Free Import (Yes, Really!)
Available for all paying customers.
One-time only, so make it count!
Must be submitted in our standard CSV format (template below).
All files you want included (resumes, cover letters, etc.) need to be listed by filename in the CSV.
Additional imports after your freebie? No problem—we offer those for a fee.
2. Custom Import Service
Want our data experts to handle it all? We’re here for you!
Custom imports are available for a fee.
Just send a sample of your data to Support Services and we’ll take it from there.
Note: All jobs listed in your CSV must already exist in your account before we can import applicants. The job titles must match exactly (case, punctuation, spacing—the whole deal). Need help creating jobs? We offer Job Imports for a fee—just ask Support for a quote.Step-by-Step: How to Submit Your Import
Download the template found at the bottom of this page.
Fill it out using our formatting guidelines (see below).
Submit your import request:
Go to the top of this page and click + New Support Ticket
In the Subject Line, write: Applicant Data Import
In the Description, let us know if applicants should be imported as:
New (they’ll appear in the New tab)
Archived (for historical records)
Attach your completed CSV and zip folder with any files.
Click Submit and we’ll get back to you within 24 business hours.
CSV File Formatting Guidelines (Required Columns)
Make sure your CSV includes these headers. Fields marked (required) are non-negotiable—we need them to import properly.
The following headers must be present.
| Column Header | What It’s For |
|---|---|
first_name | (required) Applicant’s first name |
last_name | (required) Applicant’s last name |
address1 | Main street address |
address2 | Additional address info |
city | Applicant’s city |
state | Two-letter abbreviation (e.g., CA, NY). Refer to this list if needed. |
zip | Must be ##### or #####-#### |
email | (required) Email address |
phone | Any format is fine, but include the country code if international |
rating | 1–5 only. No zeros! Blank is okay if no rating is available |
applied_date | Must be YYYY-MM-DD format |
applied_for | (required) Must match an existing job title in your ATS |
status | Applicant's status in your workflow |
source | Where they found your job |
linkedin | Valid LinkedIn URL; the format is https://www.linkedin.com/pub/[member-name/]x/y/z or https://www.linkedin.com/in/string |
tags | Comma-separated values |
notes | Extra info goes into the Activity tab |
gender | Accepted values only (see below) |
race/ethnicity | Accepted values only (see below) |
veteran status | Accepted values only (see below) |
disability | Accepted values only (see below) |
resume_file | Filename of resume (if included) with file extention |
coverletter_file | Filename of cover letter (if included) with file extention |
other_file1-5 | Filenames of other docs with file extention |
Note: Custom fields? Add a column with the field name as the header.
Mapping Files for Import
Want to include resumes, cover letters, or other PDFs? You’ll need to do a little prep work:
Add a
resume_filecolumn in the CSV and include the exact filename (e.g.,jdoe_resume.pdf).Repeat this format for other files:
coverletter_fileother_file1throughother_file5
Then, zip up the documents and send them along with your CSV.
If filenames match what’s in the CSV, we’ll take it from there. If you'd like us to map the files for you, we’ll send a quote first.
Example of a Properly Formatted CSV with Files
In the CSV available below, you can see examples of formatting for these columns, but it's important to note that as long as the file name is unique, it does not need to follow the lastname_resume or lastname_cover format. As long as the file name matches what you have added in the column, the PDF should appear in the correct applicant profile.
Common Pitfalls to Avoid
Save yourself a formatting headache—double-check the following:
No strange or special characters.
Date format is strict: YYYY-MM-DD
Don’t put a zero in the rating column—leave it blank if needed.
File extensions (e.g.,
.pdf) must be included in filenames.Use only accepted values for demographic fields (see below).
Accepted Values for Demographic Fields
Gender: blank, Female, Male, I prefer not to answer, Non-Binary, Another gender identity
Race/Ethnicity: blank, Hispanic or Latino, Not Specified, Asian, Native Hawaiian or Other Pacific Islander, White, Black or African American, Two or More Races (Not Hispanic or Latino), American Indian or Alaskan Native
Veteran Status: blank, Not a Veteran, Choose not to identify, Protected Veteran
Disability: blank, I have a disability, I Don’t Wish to Answer, I don’t have a disability
FAQs
Q: What file types are supported?
A: We support several file types, including:
Microsoft Office formats (.doc, .docx, .xls, .xlsx, .ppt, .pptx)
OpenOffice formats (.odt, .ods, .odp)
Apple iWorks formats
Rich Text Format (.rtf)
Portable Document Format (.pdf)
Q: Do file names need extensions in the CSV?
A: Yes, include .pdf, .docx, etc., in every file name.
Q: Any restrictions on phone number formats?
A: There are no strict restrictions—the phone number can be any string format. However, if you’re including international numbers, you’ll want to make sure they’re formatted properly, such as including the country code (e.g., +1 for US numbers).
Q: What's the difference between New vs. Archived applicants?
A: Yes! The status determines where applicants will appear in the system. Those marked as “New” will show under the New tab and will remain there until an action is taken on them. “Archived” applicants will be found in the Archived tab instead. This is a good distinction to share with your client depending on how they want to organize their historical records. In short:
New = Active pipeline. Archived = Historical records.
Q: How should I send the files?
A: A zipped folder is preferred, especially for a batch of this size. However, if you're currently storing them on an externally accessible site like SharePoint (for instance), we can absolutely work with that too—just be sure to share the link with appropriate access.
Q: Can I use .xlsx instead of .csv?
A: Sorry, only CSVs are accepted for imports.
How Long Will It Take?
Free imports (no files): up to 10 business days (usually faster).
Imports with files: longer—depends on size and formatting.
We’re Here If You Need Us
Questions? Confused? Mildly panicked? Don’t worry—our Support Team is ready to help. Just create a support ticket and we’ll guide you through it.