Bulk importing records | Recruit CRM

What this feature does and when to use this feature?

The bulk import feature allows you to create or update multiple records at once, helping you standardize data and reduce manual effort. You can use this feature:

When you’re migrating data from another ATS/ CRM tool or from a spreadsheet.

When you need to add candidates/contacts/companies at once in bulk.

When you’re cleaning and re-importing data with updated information.

Before you begin:

If you have a file in XLSX format, you'll first need to convert it into XLS.
Here's how you can do this

Before you import a file, please make sure it has column headers.

If your spreadsheet has additional columns that are not available in Recruit CRM, you first need to create custom fields to map those columns into the system.

Special characters like "<,>, & OR;" present in the file, crash the code for import. You need to remove these before importing the file.

We do not have the option to import profile pictures into the CRM.

📋 Step-by-step instructions

The process to import candidates/companies/contacts is the same. Here, we have taken the example of the Candidates Entity.

1. In Recruit CRM, navigate to the 'Candidates' entity.

2. Click the arrow icon next to the Add Candidate button and select the 'Import CSV/XLS' option.

3. Click on the Upload File button and select your file that contains the data that needs to be imported.

Note: Up to 10,000 records can be imported in a single upload.

To download a sample CSV file before your import so you can format your data for easier matching, click here:

4. The next step is to map file columns to Recruit CRM fields. Mapping your Recruit CRM fields with the columns in your CSV/XLS file is crucial to make sure that the information in those columns is correctly saved in Recruit CRM.

1. After the file is uploaded, the mapping template window appears.

2. On the left side, you will see the column headers from your CSV/XLS file. On the right side, you will be able to see the available Recruit CRM fields.

3. For each column, select the most accurate corresponding Recruit CRM field to ensure data is stored correctly.

5. To make this process easier for you, we've implemented a feature that covers this step by creating mapping templates. This means you won't have to map the fields manually every single time you upload a file by having your mapping track saved in a template.

To save a mapping template, follow the next steps:

1. Once all columns are mapped, you can save this configuration as a mapping template by clicking the 'Save Mapping' option.

2. Enter a name for the mapping template. If you want to share this mapping template with your teammates, turn on the sharing toggle and click the Save button to save the template.

This stored template lets you apply the same field mappings to future files without redoing the mapping manually.

Important:

If you select the option Include first header row of CSV or XLS file, you will not be able to save a mapping template. This setting indicates there are no column names available for mapping, so the template cannot identify which columns to associate with which fields.

After confirming all mappings, click Import Candidates to proceed.

6. You will now see options to merge duplicate records during the import.

Recruit CRM lets you merge duplicates based on any one of the unique parameters for each entity. Those unique identifiers are:

Candidates: Email ID, LinkedIn URL, or Contact Number

Contacts: Contact Number

Companies: Company Name, Website URL, or LinkedIn URL

1. When you click Merge Duplicates, the system prompts you to select one unique parameter to use for detecting duplicates. During import, duplicates will be merged based on the selected parameter.

2. The 'Override Data' toggle provided below allows you to choose whether imported data should override existing records in the database.

Enabling the override option ensures that duplicate records in the database are updated with the latest information from the imported spreadsheet. If information is not present in the spreadsheet, existing data will remain unaffected.

When the toggle is set to 'OFF', merging duplicates won't override any existing data in Recruit CRM; instead, it will solely update the empty fields on the record with new information present in the CSV. After configuring these options, click Confirm Merge.

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7. After confirming merge settings, you will see two options: Add to Hotlist or Import Now.

If you do not want to add the records to a Hotlist, select No, Import Now.

If you choose the “Add to Hotlist” option, you will see all existing Hotlists in your account and will have the option to create a new one as well.

8. Click the Import button to begin importing all records.

Depending on the size of your file, the import may take a few minutes.

9. When completed, look for an Import Successful notification to confirm success.

You have the flexibility to include both companies and their corresponding contacts within the same CSV/XLS sheet. This allows for the seamless import of both company details and the associated contacts working within those companies into your database in one go.

When bulk importing companies, it's important to understand even if you opt for the 'Do Not Merge' option, the system automatically merges the companies from the backend based on unique parameters i.e. Name, Website URL, and LinkedIn URL.

Opting for the 'Merge Duplicates' option enables you to merge the contacts being imported along with the companies, based on the unique parameters i.e. Email ID or LinkedIn URL.

Troubleshooting

Problem: Import fails or shows “Import Failed” / “Import Unsuccessful” message.

Likely cause: File formatting issues or unsupported characters.

Here is what to check:

Confirm the file is CSV or XLS (not XLSX) and is under 10,000 records.

Look for special characters, merged cells, or formulas in the file.

Ensure the first row is a header row, not data.

Resolution path:

Clean the file (remove special characters, merged cells, and formulas).

Re-save as CSV or XLS.

Try the import again.

🤔FAQs

Can I import more than 10,000 records at once?

No. A single import supports up to 10,000 records. For larger datasets, split your file into multiple smaller files and run separate imports.

Conclusion:

Bulk importing records from CSV or XLS into Recruit CRM lets you quickly populate and update your database while controlling field mapping and duplicate handling. By preparing your file carefully and following the steps in this guide, you can complete reliable imports that keep your data accurate and usable.

If you need help at any stage, reach out to Recruit CRM support for further assistance.