Greenhouse Recruiting's bulk import candidates feature allows your organization to add multiple active candidates into your account from an external spreadsheet, and then upload a .zip file of resumes to be attached to the newly uploaded candidates.
Bulk Import Candidates Overview
To begin, click the Configure icon in the upper right corner of the page and choose Bulk Import in the left panel.
Click Begin Candidate Import in the Candidates panel.
On the next page, click Download Import Template to download the pre-configured template to your computer.
Enter the candidate information in the downloaded spreadsheet. For best performance, we recommend importing no more than 8,000 candidates at a time.
When you have finished editing the template, click Upload Spreadsheet to begin the upload and mapping workflow.
For a more detailed look at entering information in the import template and completing the data mapping process, please review the following sections of this article:
After you have finished mapping the data included in the spreadsheet, you will have the opportunity to bulk upload resumes for the candidates you are importing. Drag a single .zip file (or click Choose File) of all the resumes you wish to include in the bulk import onto the Upload Resumes page.
Click Finish Import to upload the spreadsheet and resumes.
Greenhouse Recruiting will attempt to parse each resume and associate it with the appropriate candidate. If Greenhouse cannot attach a resume from the .zip file, you will receive an email detailing the issue. Resumes can fail to attach to candidates for the following reasons:
- The resume cannot be parsed at all
- The resume can be parsed, but Greenhouse could not identify an email address on it
- The resume can be parsed and Greenhouse can identify an email address, but the email address does not match any candidates included in this bulk candidate import
Once all candidates are imported, return to the Bulk Import page and navigate to the Previous Imports panel. Click View inline with the appropriate import event to explore a list of your newly imported candidates.
Each candidate imported via the bulk import tool will be tagged with a custom candidate tag denoting the date and time they were added to Greenhouse Recruiting.
Map Default Candidate Fields
The import template includes columns for each of the default fields listed below. Input a candidate'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 import template includes columns for each of the following default fields:
- First name*
- Last name*
- Company title
- Social media
- Who gets credit
* indicates a required field.
After uploading the completed spreadsheet, you will be prompted 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.
Click Verify Spreadsheet Data at the bottom of the page when finished mapping default candidate fields.
The next several pages of the bulk import allow you to map Sources, Who Gets Credit, and the Job for the imported candidates. When you have finished mapping data for the default fields listed above, you will have the opportunity to map Custom Fields (if applicable).
Map Custom Fields
When filling out the import template, you are not limited to entering information only for the default candidate 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.
The bulk import feature supports the following custom application and candidate field types:
- Single select
- Long textbox
- Short textbox
Use the provided dropdown menu inline with each spreadsheet custom field to 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.
Each custom field must pass data validations. The following issues can result in a failed import:
|Field type||Validation issue|
|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 (e.g., GPA), Greenhouse recommends 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||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 (e.g., 3 instead of three). Greenhouse will accept symbols in the number (e.g., comma, period, $, %, etc.).|
|Yes/No||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||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 mapping custom fields, click Verify Data.
Auto-Merge for Bulk Imported Candidates
If Auto-Merge is enabled for your organization, candidates added through bulk import will be assessed by Greenhouse Recruiting against your organization's candidate database.
If Greenhouse Recruiting finds a duplicate email address, the added candidate will be merged with the existing profile. You will see all of the candidate's job application(s) listed under the bulk candidate import tag.