All Collections
Adding/Importing/Updating Records
Importing records (Candidates, Companies & Contacts)
Importing records (Candidates, Companies & Contacts)

This article will help you import records to Recruit CRM from an excel sheet or a CSV.

Shubham Chouthai avatar
Written by Shubham Chouthai
Updated this week

The first step towards successfully implementing any ATS/CRM is migrating your data. Importing data to Recruit CRM is extremely simple. All you just need to do is upload a . XLS OR a . CSV file with your data into the system.

Please Note:

  • You’ll usually have to convert a . XLSX file into . XLS: Here’s how you do this.

  • Before importing a file, 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.

Follow the steps below and you'll have all your data in Recruit CRM in minutes:

Step 1: Go to Candidates/Contacts/Company and click on the drop-down arrow on the right side of the Add Candidate/Contact/Company button.

Step 2: Click on Import CSV / XLS.

Step 3: Upload the file you want to import.

Step 4: Map fields in your file to those in Recruit CRM and click on "Import Candidates"

**Important Notes about Mapping fields:-

Mapping fields correctly is a critical part of importing data. Here’s the know-how to help you do it right:

  • If there are columns that you do not wish to import from your datasheet, you can skip those columns by simply selecting "Don't Import This Column" from the drop-down. 

  • Once the field is mapped, it won’t be available in the drop-down for mapping again.

  • Make sure the field type matches the type of value in the column. For example, if you are trying to map the column “Work Experience”, you need to find a field that accepts numeric values viz the Number field. If you’ve mapped it to a field which is a text field, then the values for the column Work Experience will not be imported to Recruit CRM.

Once you’re done mapping fields from your spreadsheet to fields in Recruit CRM and hit the "Import Candidates" button, you will get the prompt "Do you want to merge duplicate records during import?" with two options: 1. Do not merge and 2. Merge duplicates.

Recruit CRM lets you merge duplicates on the basis of any one of these unique inputs: Contact number, Email or LinkedIn URL. From the drop-down under 'check duplicates by', select the input for the duplicate check and click "Confirm merge". During import, the system will now check and merge duplicates on the basis of the one parameter that you select from the three.

The system prompt will give you 2 options:

  1. Add to Hotlist - This will take you to the Hotlists page

  2. Import now - This will directly import all records to Recruit CRM without tagging them to a hotlist.

You can also choose to add those records to a Hotlist. A hotlist is essentially a folder/tag to store & access similar candidates quickly.

If you choose “Add to Hotlist” option, you’ll see all your existing hotlists or you can create a new one to add records to that Hotlist.

Click on Import Candidates button to import all records and you’re done!

Important Notes:

  1. For identifying duplicates, candidates are merged by email id, LinkedIn URL and contact number. Contacts are merged on the basis of email id and LinkedIn URL, Companies are merged by their name, website URL and LinkedIn URL.

  2. While merging duplicates only the empty fields on the candidate record will get updated. So if you have data in a particular field with Recruit CRM, it will not get over-written by the imported data.

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

  4. If you are importing a bunch of candidates in bulk and want to be able to run a radius search on them, please give us an intimation of the same we will run geocoding for those records in about a couple of hours.

  5. You can have the companies and the contacts from the companies in the same .CSV or .XLS sheet. This way you can get both the companies and the contacts working at those companies imported into your database at once.

Other articles that might help:

Hope that helps!

Did this answer your question?