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Bulk Import Prospects from Spreadsheet

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Greenhouse Recruiting/CRM's Bulk Import feature allows your organization to add multiple prospects into your account from an external spreadsheet. In this article, we will cover:

Note: Prospects for jobs configured to comply with GDPR will automatically be emailed GDPR information after being imported.

To upload multiple prospects from a spreadsheet into your Greenhouse account, click the Configure icon configure.png in the upper right-hand corner and navigate to Bulk Import on the left-hand panel.

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Rather than format a spreadsheet yourself, we have created a spreadsheet template to help you get started. Click Download Import Template to download a copy of the template to your computer.

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When you have finished editing the template, click Upload Spreadsheet to begin the upload and mapping workflow.

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If you are interrupted during the mapping process, just head back to the Bulk Upload page and press Finish Import.

Once everything is completed, you can click View to see a list of all your uploaded prospects, easily make edits, or convert them into Candidates!

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Note: All prospects added via the bulk import prospects feature will be tagged with a custom tag that denotes the date and time the prospect was imported. 

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Bulk Import Standard Prospect Fields

The import template will have columns that cover all the standard fields that the feature supports. Simply input a prospect's information in each row. If you do not care about a particular standard field or do not have that information, leave the column blank.

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Below are the standard prospect fields that the feature supports:

 First Name  Phone  Job
 Last Name  Social Media  Source
 Company  Website  Who gets credit
 Title  Address  Prospect Pool (CRM only)
 Notes  Department  Prospect Stage (CRM only)
 Email  Office  

Follow the instructions to map the columns in your spreadsheet to a Greenhouse field. Sample data from your spreadsheet will be provided in the right-hand column to reaffirm the data being mapped.

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If you decide to omit any field from the import, click the delete.png to the right of the field under the Spreadsheet Header column. The field will change to Don't import this field.

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The next three pages of the bulk import allow you to map Sources, Who Gets Credit, and the Job for the imported prospects.

Note: Users can only map to jobs where they hold Job Admin level permissions or above. 

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The final stage of the bulk import will map custom candidate and application custom fields. Click here to learn more.

 

Bulk Import Custom Fields

Custom application and candidate fields can be appended to the downloaded import template as individual columns.

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In the final stage of the bulk prospect import flow, you can map your organization's custom application and candidate fields to preexisting custom fields in your Greenhouse account.

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The bulk import feature supports the following custom application and candidate field types:

 Single select  Long textbox  Number
 Short textbox  URL  Yes/No

Note: In order to see private custom fields, the user performing the import must have the user-specific permission Can see private notes, salary info, manage offers, and approve jobs/offers on ALL jobs listed in Step 4 of the bulk prospect import flow. Without this user-specific permission on all jobs included in the bulk import mapping, the user can only map to standard custom fields.

Like the mapping of standard prospect fields, use the provided dropdown menu inline with each spreadsheet custom field and select a corresponding Greenhouse custom application or candidate field. Sample data from your spreadsheet will be provided in the right-hand column to reaffirm the data being mapped.

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Below are the validations we perform for supported custom field types that may lead to a failed import:

Single Select

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If the Greenhouse custom field you are mapping to is a Single select type, the values input in your spreadsheet for the mapped column must match the exact options available for the Greenhouse custom field.

Note: If a custom field's option values for a single select field type are decimal numbers (i.e. GPA), Greenhouse recommends that you validate the data in the column for decimal numbers. By doing this, you can ensure that your spreadsheet editor does not automatically round numbers to the nearest whole number (e.g. 4.0 can be expressed as 4) which would misalign values in your spreadsheet and the available options for the Greenhouse custom field.

 

Number

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If the Greenhouse custom field you are mapping to is a Number type, the values input in the your spreadsheet for the mapped column must be expressed as a number (i.e. 3 instead of three). Greenhouse will accept symbols in the number (e.g. comma, period, $, %, etc...).

 

Yes/No

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If the Greenhouse custom field you are mapping to is a Yes/No type, the values input in the your spreadsheet for the mapped column must either be Yes or No (values such as Y or N will not be accepted).

 

URL

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If the Greenhouse custom field you are mapping to is a URL type, the values input in the your spreadsheet for the mapped column must be expressed as a URL.

When finished, click Verify Data to finish the bulk import of prospects from a spreadsheet.

 

Auto-Merge for Bulk Imported Prospects

If the Auto-merge feature is enabled for your organization, prospects added through Bulk Import will be assessed by Greenhouse Recruiting against your organization's system. If Greenhouse Recruiting finds a duplicate email address, the added prospect will be merged with the existing profile. You will see both the prospect's prospect application and the candidate's job application(s) listed under the import tag.