Greenhouse Recruiting's bulk import feature allows your organization to add multiple active candidates to your account from an external spreadsheet, then upload a .zip file of resumes that attach to the newly uploaded candidates.
Download import template
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.
Complete candidate import template
The pre-configured import template includes columns for each of the default fields listed below. Input a candidate's information in each field 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 name, Last name, and Job fields are required.
While the Email column is not required, if candidate resumes are uploaded as part of the import, an email must be provided to map the resumes to the candidate. Additionally, candidates added to jobs configured to comply with GDPR will automatically be emailed GDPR information once imported.
Every job listed in the spreadsheet must be mapped to a job in Greenhouse Recruiting during the Map Jobs step. Candidates linked to unmapped jobs will not be imported.
If data is added to the Milestone field, the candidate will be added to the first stage of the selected Milestone. If no information is added to the Milestone field, the candidate will be added to the first stage of the selected job.
Only the following values should be added to the Milestone field; no other values are supported:
- Face to Face
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.
Click Verify Spreadsheet Data at the bottom of the page when finished mapping default candidate fields.
The next stages of the mapping workflow allow you to map Sources, Who Gets Credit, and the Job for the imported candidates.
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 in Greenhouse Recruiting.
The bulk import feature supports the following custom application and candidate field types:
- Short textbox
- Long textbox
- Single 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.
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.
Finish Import to upload the spreadsheet and resumes.
Once all candidates 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, including resume matching to candidate profiles if provided during the Upload Resumes stage. No action is required.|
View imported candidates
Click View inline with the appropriate import to explore a list of your newly imported candidates.
Each candidate imported via the bulk import tool will be assigned a custom candidate 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 support article.
In the event that candidate resumes were missed or malformed, or if you uploaded the wrong .zip file, you can attach resumes again by clicking Reattach Resumes.
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.