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

  1. Download the template found at the bottom of this page. 

  2. Fill it out using our formatting guidelines (see below).

  3. 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 HeaderWhat It’s For
first_name(required) Applicant’s first name
last_name(required) Applicant’s last name
address1Main street address
address2Additional address info
cityApplicant’s city
stateTwo-letter abbreviation (e.g., CA, NY). Refer to this list if needed.
zipMust be ##### or #####-####
email(required) Email address
phoneAny format is fine, but include the country code if international
rating1–5 only. No zeros! Blank is okay if no rating is available
applied_dateMust be YYYY-MM-DD format
applied_for(required) Must match an existing job title in your ATS
statusApplicant's status in your workflow
sourceWhere they found your job
linkedinValid LinkedIn URL; the format is https://www.linkedin.com/pub/[member-name/]x/y/z or https://www.linkedin.com/in/string
tagsComma-separated values
notesExtra info goes into the Activity tab
genderAccepted values only (see below)
race/ethnicityAccepted values only (see below)
veteran statusAccepted values only (see below)
disabilityAccepted values only (see below)
resume_fileFilename of resume (if included) with file extention
coverletter_fileFilename of cover letter (if included) with file extention
other_file1-5Filenames 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_file column in the CSV and include the exact filename (e.g., jdoe_resume.pdf).

  • Repeat this format for other files:

    • coverletter_file

    • other_file1 through other_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.