How do I upload prospects from Excel?

Are you developing carpal tunnel from manually adding tons of prospects into Greenhouse? Are you ready to follow up with prospects you met at your last meetup or job fair, but you just can't bring yourself to wade through them all one by one? Well have no fear, because you can now use Excel to add whole bunches of prospects into Greenhouse at once! 

Please Note: you can only bulk upload Prospects at this time, not Candidates. To convert prospects to candidates, follow the steps below, then bulk move the candidates onto a particular job. Check out this FAQ post for a guide on how to do that.

To begin your upload, Select Configure and look for the brand new Bulk Import section.

Rather than format Excel yourself, we've created a handy template that should get you started. Click Download Template or click here to download it.

From there, add as much information about the prospects as you'd like. Bulk Importing supports:

  • First Name
  • Last Name
  • Company
  • Title
  • Notes
  • Email
  • Phone
  • Social Media
  • Website
  • Address
  • Job
  • Source
  • Who gets credit

If you don't care about a particular column, just leave it blank!

When everything is neat and tidy, head back into Greenhouse and upload your file.

You'll then be taken to the first of four mapping screens to make sure the columns are matched with the correct fields within Greenhouse. If you used our template, everything should be lined up appropriately.

If you decide you don't need a specific field, just select Don't import this field... to exclude it.

The next three pages allow you to map Sources, Who Gets Credit, and the Job you want to attach each prospect to. Once you're finished, Greenhouse will begin uploading your prospects in the background while you do other things.

If you happen to get 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 Results to see a list of all your uploaded prospects, easily make edits, or convert them into Candidates!

Have more questions? Submit a request

Comments

  • Avatar
    Caleb Brisbane

    Thank you for this new feature- it's going to improve my life significantly :)

    Two quick questions:

    1) Is there a limit to the number of prospects you can upload at once?
    2) Is there a way for the bulk upload to detect duplicates in the system?

    Thanks!
    Caleb

  • Avatar
    Christy Childers
    Hello, any updates on whether or not the bulk upload will detect duplicate candidates that already exist in Greenhouse somewhere, perhaps based off email address? Any info you have would be much appreciated! Thanks!
  • Avatar
    Jeffrey Swartwout
    Hi Christy, You're correct, there isn't a way for GH to detect possible duplicates when bulk uploading prospects. I can see how that might be useful though so I'm going to bring this up during our product meeting and I will follow up with you through email with the feedback! Best, Jeff
  • Avatar
    Ana-Maria Wheatcroft

    Is there any way you could add tags as a field to upload?

  • Avatar
    Jeffrey Swartwout

    Hi Ana,

    Sure thing. I'll submit that feedback to the product team!

    Best,
    Jeff

  • Avatar
    Autumn Maison

    agree on tags! any updates on that?

  • Avatar
    Lucia Hoang

    Hi Autumn,

    Thanks for reaching out! Our product and engineering team have let me know that it's difficult to have fields within the excel sheet populate into tags within the system. We automatically bulk tags all the prospects once they are in the system, so you can go in and bulk edit the tags that way! Hopefully this workaround and satisfy your needs.

    The product and engineering teams have let me know that they're working on things that affect large groups of users. They totally understand how adding these tags can be incredibly useful. However, other users haven't asked for this particular feature. As a result, we don't see it moving to the top of our priority list. If more users also present similar feedback though, we will definitely reevaluate this feature!

    Best,
    Lucia

  • Avatar
    Olivier de Ranitz

    Yes, we need tags (how else can we easily measure)
    And yes, we need duplicates to be sorted out when imported.
    Put this on top of your priority list please!

  • Avatar
    Mary Kathleen Morelli

    Hello Olivier,

    Thank you for reaching out! As Lucia said, we receive a large volume of feedback and feature requests, and are currently working on many other big picture features which we hope will help to improve your Greenhouse experience. With that being said, I appreciate you reaching out to communicate your desire for this feature. Continued feedback allows us to assess demand for certain features and we appreciate it wholeheartedly!

    In the meantime, each prospect uploaded in bulk from Excel will be automatically tagged with the import date and time (for instance 'Imported 05/31/2016 1:40pm EDT'). Once you select to 'View Results' of your import, you'll navigate to the cohort of prospects with this special tag. From here, you can tag these prospects in bulk. I hope that this proves workable in the meantime!

    All the best,
    Mary

  • Avatar
    Christian Bogeberg

    i was having an error in email formatting. i had them formatted as just the text "bob@coolmail.com" but it has to be formatted as a link, ie "mailto:bob@coolmail.com"

  • Avatar
    Jess Bertubin

    Hi Christian,

    Thanks for writing in! I'd like to take a further look into your specific issue; look out for an email shortly :)

    Best,
    Jess

  • Avatar
    Michael Doran

    Hey with the Jobs Field.. how can you specifically designate which position to add them to? Can I just write the position name, or do I have to use the specific email drop address there?

  • Avatar
    Jess Bertubin

    Hi Michael,

    Thanks for writing in!

    You can typing in the name of the job and further into the verification process, you will be prompted to confirm which job you'd like to tie the field to.

    If you find that you are running into any issues during this process, feel free to reach out at support@greenhouse.io!

    Best,
    Jess

  • Avatar
    Christopher Guest

    Hello,

    Once I have uploaded the spreadsheet, how can I bulk email all of the prospects to send them a link to upload their resumes? Am I able to do this without having the prospect attached to a job? If I didn't add the prospects to a job, how can I add multiple prospects to a job from the completed bulk import? Do I have to do this individually?

  • Avatar
    Thai Win

    Hi Christopher,

    Thanks for writing in!

    If you bulk imported the candidates via spreadsheet, you would have to then ask for their resumes via email. From there, you can import resumes into Greenhouse through our Maildrop feature, which creates separate candidate profiles. One thing to note with the Maildrop feature is that it uploads up to 15 resumes at a time.

    Then our Auto-Merge would read these two profiles as the same people based on their names and emails and then proceed to merge them. However, things can go awry here where the wrong candidates get auto-merged, so our best suggestion would be to email all of your candidates a tracking link and tell them to apply through there. With this tracking link, you can assign to it a job as well as a source.

    If you already bulk imported the candidates, you can perform a bulk action by bulk emailing the candidates. However, to bulk move to another job, you'll need to at least be a Site Admin.

    If you need any clarification, definitely feel free to reach out at support@greenhouse.io

    Best,
    Thai

  • Avatar
    Rebecca O'Connor

    Hi,

    When you use bulk upload does Greenhouse identify if there are duplications of the same candidate for you?

  • Avatar
    Jess Bertubin

    Hi Rebecca,

    Thanks for writing in!

    Currently the system is not able to identify duplicates when uploading prospects in bulk. Our team has discussed the possibility of adding this feature but in order to do this well, we found that this would be an intensive project that currently we aren't able allocate resources to at this time.

    We'll be revisiting this in the future but in the meantime, I recommend visiting the Product Roadmap forum in the Community to see what we're currently developing and exchange ideas with other Greenhouse users:
    https://community.greenhouse.io/t5/Product-Roadmap/idb-p/IdeaExchange

    Best,
    Jess

  • Avatar
    Ashish Verma

    How can I bulk add resume to the candidate's profile? There is no option in the excel template to do that.

    Edited by Ashish Verma
  • Avatar
    Jess Bertubin

    Hi Ashish,

    Thanks for writing in!

    To bulk add resumes, we recommend using Maildrop. This FAQ will help with this:
    https://greenhouse.zendesk.com/hc/en-us/articles/201505409-How-does-Maildrop-work-

    If you have any further questions, feel free to reach out to us at support@greenhouse.io!

    Best,
    Jess

  • Avatar
    Evan Miller

    My bulk import has been in "running status" for the last 16 hours. What's that about?

  • Avatar
    Olivia Hirsch

    Hi Evan,

    Thanks for writing in! I took a quick look and see that Thai was able to solve this issue for you via a ticket. Please feel free to reach out to our team at support@greenhouse.io with any additional questions!

    Thanks,
    Olivia

  • Avatar
    Fannie Zhou

    Hi Greenhouse Team,

    I wanted to check in and see if you have any updates on the feature request for identifying and merging duplicates when bulk-uploading prospects. Have you had a chance to revisit since the last update on this thread in November?

    Please let us know if you have any suggested work-arounds. E.g., would you suggest first downloading all the candidates/prospects into excel, searching for duplicates there, and then uploading the rest into Greenhouse? We'd appreciate any advice you have around this.

  • Avatar
    Olivia Hirsch

    Hi Fannie,

    Thanks for writing in! This feature is currently not on our roadmap, however I'm happy to bring this feedback to our product team! You can also follow our roadmap here: https://community.greenhouse.io/t5/Product-Roadmap/idb-p/IdeaExchange

    As a workaround, I would recommend using the Candidate tab filter of 'Show potential duplicates' as this is based on the candidate email addresses. This will filter for candidates who have a duplicate alert on their profile.

    Hope this helps! Please reach out to support@greenhouse.io if there is anything else we can help with.

    Thank you,
    Olivia

  • Avatar
    Aniko Varga

    Hi GH team,

    I´m interested if there is a possibility to specify job location when I´m bulk uploading (we have positions in multiple locations but on the same job), so to make it easier to identify the location of the prospect. I tried adding a new column with "Office" (as it can be set in the manual uploading of prospects), but it didn´t appear in/after the bulk upload.

    Thank you,
    Aniko

  • Avatar
    Olivia Hirsch

    Hi Aniko,

    Thanks for writing in!

    Currently, when bulk uploading prospects, we are limited to the fields provided on the template. This process does not support custom fields so we wouldn't be able to import job location. Sorry about that but hope this helps!

    Feel free to reach out to support@greenhouse.io with any additional questions!

    Thank you,
    Olivia

  • Avatar
    Emily Crawford

    Hi Greenhouse! Is there any way to upload CANDIDATES via excel? Or once I've uploaded as prospects and am viewing my import list, can I bulk update to become candidates?

    I have tons of candidates who applied to our jobs via their campus school board, so they are truly candidates, I just need them to show up as such in Greenhouse. Thanks!

Powered by Zendesk