Greenhouse Recruiting's bulk import feature allows your organization to add multiple prospects to your account from an external spreadsheet.
Download import template
Click the Configure icon in the upper-right corner and navigate to Bulk Import on the left panel.
Select Begin Prospect Import.
Rather than format a spreadsheet yourself, we've created a spreadsheet template to help you get started. Click Download Import Template to download a copy of the template to your computer.
Enter the prospect information in the downloaded spreadsheet. For best performance, we recommend importing no more than 8,000 candidates at a time.
Complete prospect import template
The pre-configured import template includes columns for each of the default fields listed below. Input a prospect's information in each row you wish to populate. If you do not care about a particular standard field or do not have that information, leave the column blank. The First and Last Name are required fields.
The names for prospect pool, prospect stage, and campaign pool must match the names configured in your Greenhouse Recruiting CRM. If you need to add new pools and/or stages, please complete this step in CRM prior to adding the information to your import spreadsheet.
After editing and saving the template to your computer, click Upload Spreadsheet to begin the mapping workflow.
Map default fields
After uploading the completed spreadsheet, you will be guided through the data mapping process. Follow the in-app instructions to map the columns in the spreadsheet to a field in Greenhouse Recruiting. Sample data from your spreadsheet will be displayed in the right-hand column to confirm the data being mapped.
If you wish to omit a field from the import, click the X icon inline with the field under the Spreadsheet Header column. Any data entered in that spreadsheet column will not be imported.
When you're finished, click Verify Spreadsheet Data at the bottom of the page.
The next stages of the mapping workflow allow you to map Sources, Who Gets Credit, and the Job for the imported prospects.
Map custom fields
Custom application and candidate fields can be added to the downloaded import template as individual columns. These columns can then be mapped to the appropriate custom fields in Greenhouse Recruiting during the final stage of the upload process.
Please keep in mind, the custom fields you add to your import template must match the custom fields in your Greenhouse Recruiting. Visit our support articles to learn how to create new custom application fields and add custom candidate fields (applies to prospect fields) in Greenhouse Recruiting.
The bulk import feature supports the following custom application and candidate/prospect field types:
- Short textbox
- Long textbox
- Single Select
- Multi select
As you fill out your custom fields, please keep in mind that each custom field must pass data validation during the mapping workflow. The following issues can result in a failed import:
|Field type||Validation issue|
|If you are mapping a single select type, the values inputted into your spreadsheet for the mapped column must match the exact options available for the Greenhouse custom field.
If the Greenhouse custom field you are mapping to is a Number type, the values you input into your spreadsheet must be expressed as a number (for example, 3 instead of three). Greenhouse will accept symbols in the number (for example, comma, period, $, %, et cetera).
|Yes/No||If the Greenhouse custom field you are mapping to is a Yes/No type, the values input into your spreadsheet for the mapped column must either be Yes or No. Values such as Y or N will not be accepted.|
|URL||If the Greenhouse custom field you are mapping to is a URL type, the values you input into your spreadsheet for the mapped column must be expressed as a URL.|
Once you are on the Map Custom Fields stage of the mapping workflow, use the provided dropdown menu inline with each field and select a corresponding custom application field or custom candidate field. Sample data from your spreadsheet will be provided in the right-hand column to confirm the data being mapped.
Click Verify Data to finish the custom mapping process.
Once all prospects are imported, return to the Bulk Import page and navigate to the Previous Imports panel. This panel will show all your recent and historical uploads including their upload status.
The following is a list of the upload statuses and their meanings:
|Status||What does it mean?|
|Complete||The spreadsheet import, mapping workflow, and resume uploads are complete.|
|The spreadsheet is uploaded, but the initial Map and Verify stage of the spreadsheet data is required. Click Finish Import to complete the process.|
|Incomplete||The uploaded spreadsheet data is verified in the initial Map and Verify stage, but the subsequent stages in the mapping workflow are required. Click Finish Import to complete the process.|
|Enqueued||The mapping workflow is complete and system processing will begin momentarily. No action is required.|
|Running||Greenhouse Recruiting is processing the import. No action is required.|
View bulk imported prospects
Click View inline with the appropriate import to explore a list of your newly imported prospects.
Each prospect imported via the bulk import tool will be assigned a custom candidate/prospect tag with the date and time they were added to Greenhouse Recruiting. You can modify this tag to match your preferred description by following the steps outlined in our Create candidate tag (also apples to prospects) support article.
Auto-Merge for bulk imported prospects
If Auto-Merge is enabled for your organization, prospects added through bulk import will be assessed by Greenhouse Recruiting against your organization's prospect database.
If Greenhouse Recruiting finds a duplicate email address, the added prospect will be merged with the existing profile.
Review our resource on bulk importing candidates from a spreadsheet.