What this feature does & when to use it?
This feature allows you to export data from Recruit CRM into CSV or Excel files directly from list pages or reports, preserving your selected fields and filters for easy use outside the platform.
Use this feature when you want to:
Analyse data in Excel or Google Sheets.
Create backups of your records.
Please Note:
Only the Account Owner, Admins, and users on the Custom Roles with access to export can export data. Users on the Team Member role and Restricted Team Member roles cannot use export.
Step-by-step instructions
1. Export records from the list page:
You can use the same export process for candidates, contacts, jobs, companies, and deals.
Navigate to the list page of your desired entity. For example, go to the Candidates entity page.
Select the number of records that you want to export.
Click on the Export button from the top header bar under the More tab.
In the export pop-up, choose the fields that you want to have in the exported sheet.
Hit the Export button to download the file (CSV or Excel, as available).
The GIF illustrates how to export the selected records to CSV/Excel.
When exporting Jobs, the "Updated By" column shows the user's full name (e.g., Ryan Cooper), just like other user-reference columns in the export.
2. Export all candidates from the list page (beyond 3,000 records):
This will allow you to export all the candidate records in a section when exporting more than 3,000 candidates while still respecting any filters you have applied.
Note
The 'Export All' option will be visible only when more than 3000 candidates are selected. For fewer than three thousand candidates, the normal export above will work.
Navigate to the Candidate list page.
You can bulk select the candidates or only those from a filtered search.
Click on the Export All button from the top header bar under the More tab.
Choose the fields you want to have in the exported sheet and hit the Export button to download the file.
The GIF below shows exactly how it works.
3. Export data from Reports:
Navigate to the Reports section.
Select a report you wish to generate.
Select the parameters, i.e., timeframe, teammates, etc, and generate the report.
Once the report is generated, click on the Export Report to CSV button to download the tabular data of the report.
Additionally, each bar on the chart is also clickable and will direct you to the detailed list of data. You can also export this data by clicking the Export to CSV button located on the header bar.
Troubleshooting
Problem: You can’t see the Export or Export All options.
Problem: You can’t see the Export or Export All options.
Likely cause: You do not have the required permission to export.
What to check: Confirm whether you are the Account Owner or an Admin.
Resolution path: Ask the Account Owner/Admin to either export the data for you or update your role/permissions.
Problem: You can’t find the “Export All” option for candidates.
Problem: You can’t find the “Export All” option for candidates.
Likely cause: You have fewer than 3,000 candidates selected.
What to check: Check the total number of selected candidates on the candidate list page.
Resolution path: If under 3,000, use the standard export from the list page. “Export All” appears only when more than 3,000 candidates are selected.
Problem: Report export works, but the chart-level detail export does not show the expected records.
Problem: Report export works, but the chart-level detail export does not show the expected records.
Likely cause: You clicked a specific bar that only represents a subset of the data.
What to check: Confirm which bar on the chart you have clicked and what filters are applied to that view.
Resolution path: Adjust filters or select a different bar if you want a different subset of data, then export again.
FAQs
1. Who can export data to CSV or Excel from Recruit CRM?
1. Who can export data to CSV or Excel from Recruit CRM?
Only the Account Owner, Admins, and users on custom roles can export data from list pages and reports.
2. Which entities can I export from the list page?
2. Which entities can I export from the list page?
You can export records from Candidates, Contacts, Jobs, Companies, and Deals. The method of exporting data for all entities is the same.
3. Is export available on the free plan?
3. Is export available on the free plan?
Yes. The export option from the list page is available on all plans, including the free plan.
4. Does export respect filters and selections?
4. Does export respect filters and selections?
Yes. Both standard exports and “Export All” for candidates respect any filters you have applied and the fields you select.
Conclusion:
Exporting data to CSV or Excel from Recruit CRM helps you analyse, share, and back up your records across candidates, contacts, jobs, companies, deals, and reports.