Bulk Importing Jobs into Recruit CRM | Recruit CRM

What does this feature do & when to use it?

The bulk job import feature lets you upload a CSV or XLS file with job data in Recruit CRM to create multiple job records at once.

You can use this feature when:

Migrating data from another ATS or CRM into Recruit CRM.
You want to upload a large number of jobs at once instead of creating them manually.

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.

You can add up to 500 jobs in one go.

Ensure that the date fields follow the DD/MM/YYYY format.

🗒️ How to import your spreadsheet to Recruit CRM?

Navigate to the Jobs section in Recruit CRM.
Locate the Add Job button.
Click the dropdown arrow on the right side of the Add Job button.
From the dropdown menu, select Import CSV/XLS.
In the file upload dialog, choose the CSV or XLS file that contains your job data and upload it.

Map your columns to Recruit CRM fields

After the file is uploaded, proceed to the field mapping screen.
For each column in your spreadsheet, select the corresponding Recruit CRM field from the dropdown list.

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.

When you upload a file and reach the field mapping stage, ensure that after completing the mapping process, you click on the "Save Mapping" button:

It will allow you to save the mapping fields as a template. This way, you can easily select it each time you upload a file, eliminating the need to manually map the fields every time.

Use mapping templates (edit or delete)

On the mapping screen, hover your cursor over the mapping template you want to update.
To edit a template, click the pencil (edit) icon.
To delete a template, click the trash can (delete) icon.

Only the creator of a mapping template can edit or delete that template.

Key mapping rules and options

If there are columns in your spreadsheet that you do not want to import, select Don’t Import This Column from the field dropdown for those specific columns.
Once a Recruit CRM field has been mapped to a column, it will no longer appear as an option in the dropdown for other columns, preventing duplicate mapping.
Always verify that the data type of the column (text, number, date) matches the data type of the Recruit CRM field you select.
If needed, revisit your custom fields in Recruit CRM and create new ones before attempting to map unmatched columns again.

If you choose the "Include First (Header) Row of CSV or XLS file" option, you won't be able to save the template.

This is because selecting this option indicates that there are no columns (column names) available for mapping, rendering the template unable to identify which columns to map.

Finalize the import (Add to Hot List or Import Now):

After completing all field mappings, proceed to the final step of the import process.
Choose Add to Hotlist if you want to tag the imported records into a specific hot list immediately after import. On the Hotlist page, you can select from existing hotlists in your account or create a new hotlist.
Choose Import Now if you want to directly import all records into Recruit CRM without assigning them to a hot list.

🗒️ How does the Contact & Company matching work?

IF	THEN
If the Company Name matches exactly with an existing Company	The Job is linked to that Company.
If the Company Name does not match any existing Company	A new Company is created and linked to the Job.
If the Contact's Email is provided and matches an existing Contact’s Email	The Job is linked to that Contact.
If the Contact's Email is not provided	The system searches for the Contact by First and Last Name (only under the mentioned Company).
If a matching Contact is found based on First and Last name	The Job is linked to that Contact.
If a matching Contact is found by Email but that isn’t linked to the mentioned Company	The Contact is linked to the mentioned Company, and then linked to the Job.
If no matching Contact is found based on Email/First and Last name	A new Contact is created and linked to the Job.

Troubleshooting

Problem: Import fails or “crashes”

Likely cause: The file contains unsupported special characters or formatting issues.

What to check:

Look for special characters such as less than (<), greater than (>), and “and/or” symbols in the data.
Confirm that date fields follow the DD/MM/YYYY format.

Resolution:

Remove or replace the problematic special characters in the spreadsheet.
Correct any dates that do not follow the required format and re-import the file.

Problem: A column cannot be mapped to any existing field

Likely cause: There is no standard Recruit CRM field that matches the data in that column.

What to check:

Review available standard fields on the mapping screen.

Resolution:

Create a custom field in Recruit CRM that matches the data type and purpose of the column.
Return to the import process and map the column to the new custom field.

FAQs

Can I import profile pictures with my job records?

No, importing profile pictures into the CRM is not supported via the bulk import process.

Conclusion:

Bulk importing jobs into Recruit CRM allows you to migrate and manage large volumes of job data quickly, as long as your file is clean, correctly formatted, and carefully mapped.