How can I bulk upload candidates into Recruiterbox?

Do you currently manage your candidate pool with your team members using a spreadsheet, google doc, or excel document? Do you have candidate resumes or CVs floating around that need to be added to the system?

Don't feel bad - we used to, too!

We've made it simple for you to import a spreadsheet of candidate data and resumes/CVs to create candidates, and manage them easily.

How can I bulk upload data?

There are three ways you can bulk upload data:

  • Upload a spreadsheet of candidate data
  • Upload candidate resumes or CVs
  • Upload a spreadsheet of candidate data along with the resumes or CVs for those candidates

We'll also get you all set up with how to convert your spreadsheet, how to compress your resume files for upload, and how to manage the candidates once they are all added!

How should I organize the data?

The file uploader allows you to choose which opening and stage, source and label you'd like to assign these candidates to.

It is best to organize the candidates by opening and by stage (or step in the hiring process) - putting all of the candidates from the same opening and stage in files together. If you wish to dig deeper, you can also split the files by candidate source or label.

How do I prepare a spreadsheet for upload?

With a few simple steps you can prepare your spreadsheet for upload!

What needs to be included in my spreadsheet?

When managing candidates using a spreadsheet, each row in the spreadsheet represents a candidate. Every column will represent particular information about the candidate, for example: First Name, Last Name, Email Address, Date of Application, Opening, Years of Experience, Current Employer, or anything additional you may collect about the candidate. This information is going to become the profile information for the candidate.

You can include any relevant columns that you would like, but there are some important columns that must be included in your excel document including:

  • First Name
  • Email

If either of these columns are not present, and not labeled in this manner, the candidates will not upload.

Please note -

  • If you are wanting to include the the candidate's last name, please use "Last Name" as a column header as opposed to "Surname".

Here is an example:

When candidates are added from a spreadsheet, the data fields in the spreadsheet:

become components of the candidates profile:

Now that you know what it's going to look like, let's get started!

How do I prepare my spreadsheet for upload?

When preparing your spreadsheet data, you will want to split it into multiple spreadsheets in the following ways:

  • Put all of the candidates who you'd like assigned to the same opening in the same spreadsheet. Need help creating openings? Click here.
  • If an opening has a large number of candidates from different sources, then it is best to split that spreadsheet into multiple spreadsheets, organized by the source (such as which job board you found the candidate, or that you met them at a job fair).

Converting your spreadsheet into a .csv file:

  • Set up your spreadsheet as described above.
    After the file is set up, we're going to save it as a .CSV file type.

  • To do this:

    • In Excel : Open the file in excel and then click "File" > "Save As". In the "File Type" dropdown, choose "Comma Separated Value (.csv)" and then click "Save."

    • In Google Docs : If you are using a Google Sheet, you can download the file as .CSV via File > Download as > Comma-Separated values (.csv, current sheet)
  • This file can now be uploaded into Recruiterbox

How do I prepare resume or CV files for upload?

Getting your resume or CV files prepared is simple, too!

What happens to resume files that are uploaded?

When resumes are uploaded into Recruiterbox, a candidate is created containing the resume, along with candidate's name, email address and phone number, as parsed from the resume.

In addition to parsing the candidate's information, we also provide a browser friendly embedded viewer for easy access to the resume content from within the candidate's profile.

Recruiterbox also stores the information parsed from the resume in a way that is easily searchable. You can use advanced search to search through the candidate's resume information.

If the resume file is added in addition to a CSV file, the CSV file information will populate the candidate's profile information.

Resume formats that can be uploaded:

Recruiterbox supports multiple resume formats, including: .doc, .docx, pdf, html, txt and other variants of the same. We can't currently work with them while they're still under your coffee cup, though - so feel free to scan those into your computer!

Creating a .zip file for the resumes:

First things first, you're going to need to gather up all of those resumes.

Get them all into files on your computer, and group them in the following manner: put all of the candidates who you'd like assigned to the same opening in the same folder.

(Need help creating openings? Click here!)

If an opening has a large number of candidates from different sources, than it is best to split that folder by source (such as which job board you found the candidate on, or that you met them at a job fair).

Once you have them there, we're going to zip the file(s) - to make them smaller for uploading:

  • On a Mac Machine:
    Right click on the file folder containing the resumes. From the right click menu, on a Mac you will choose "Compress"

  • On a Windows Machine:
    On a Windows machine you will choose to "Send to > Compressed (Zip) File"

  • From google docs:
    Add all of the resumes to a folder in google drive. Right click on the folder and choose "Download" - the file will download as a compressed / zipped file.

  • Once you have your zipped file, you are ready to upload it to Recruiterbox!

How do I upload the candidates?

Now that you have the file(s) prepared, let's get them uploaded!

Import data from a CSV with optional resumes / CV files

  • Click on "Candidates" on the left bar of your Recruiterbox screen

  • Click "+ Add Candidate" on the left side of the page, and then choose "Bulk Import"

  • Select an opening as well as the stage you'd like to add these candidates to, then click "Continue"

Candidates are best organized by openings, but if you don't want to add the candidate's to an opening you can always choose "No Opening" in the dropdown

Have candidates across multiple openings or stages? It is best to divide these uploads between the openings or stages, to help you organize the candidates easily!

  • Next you're going to choose if you'd like to upload a CSV file along with (optional) resume/CV files, or if you would like to only upload resume/CV files

  • Choose "Import data from CSV" to begin this upload

  • On the next line you can drag or select your .CSV file for upload.

  • Below the file uploader, you can see a preview of the candidate information. You can click on the green pencil icons to edit any of the column headings, or re-categorize any of the columns. When the file preview looks correct, click "Looks good, Continue"

  • Next, you will have the opportunity to upload a zipped file containing the resumes of the candidates you are adding through the CSV file. This is optional. If you do not wish to add these files, you can click "Proceed without Resumes."

The resumes will be matched to the candidates in the CSV upload. Any resumes that does not match a line in the CSV file will be discarded.

  • Drag or select the zipped file to add it. Then click "Continue."

  • Next you can add any labels or sources to these candidates. Labels are handy for organizing your candidates quickly. Sources are great for reporting on your source report.

  • Now you can click "Create Candidates" to upload the candidates!

  • Your candidate upload will continue in the background. You will receive an email notification when the upload is complete.

Adding Resume or CV files only

  • Click on "Candidates" on the left bar of your Recruiterbox screen

  • Click "+ Add Candidate" on the left side of the page, and then choose "Bulk Import"

  • Select an opening as well as the stage you'd like to add these candidates to, then click "Continue"

Candidates are best organized by openings, but if you don't want to add the candidate's to an opening you can always choose "No Opening" in the dropdown

Have candidates across multiple openings or stages? It is best to divide these uploads between the openings or stages, to help you organize the candidates easily!

  • Next you're going to choose if you'd like to upload a CSV file along with (optional) resume/CV files, or if you would like to only upload resume/CV files

  • Choose "Import only Resumes"

  • Drag or select your zipped file of resumes

  • Click "Continue" to move forward

  • Next you can add any labels or sources to these candidates. Labels are handy for organizing your candidates quickly. Sources are great for reporting on your source report.

  • Now you can click "Create Candidates" to upload the candidates!

  • Your candidate upload will continue in the background. You will receive an email notification when the upload is complete.

Managing these candidates:

  • The system automatically marks duplicates after uploading the candidates. If any of the candidates have the same email address, a red duplicate marker will display beside the candidate's name indicating the potential of duplicates. You can click on this red marker to see the potential duplicates.

  • Candidates who are unassigned to an opening will be assigned to the user in charge of candidates who are unassigned. Any account Super Admin can modify who this user is on their settings page under "User responsible for unassigned candidates"

  • If the candidates were not added to an opening that you are managing, you will have to click the pencil icon next to "Candidates in active openings" on the Candidates List and choose the "Not in any opening" option:

Troubleshooting

Bulk candidate uploads are typically be pain free! Should you run in to any issues, feel free to reach out!

What if I see an error while uploading the files?

  • If you receive an error while uploading the file, please contact support@recruiterbox.com prior to attempting to upload the file again.

I uploaded a file successfully, but the candidates are not showing for me?

  • Depending on the file size, it may take some time for the candidates to begin displaying.
  • Click Candidates > All Accessible to see candidates who aren't assigned to you.
  • If you don't see the candidates begin to display after 15 minutes, please contact us at support@recruiterbox.com prior to attempting to upload the file again.

Do you identify the duplicate candidates when I upload a file of candidates?

Yes. Recruiterbox checks for duplicates based on the email address provided. If this matches, it will place a red icon beside the candidate’s name. You can click on this icon to view the duplicates.

I was using another ATS, how can I migrate the data?

We’d love to help you import your data! We’ll just need a bit more information about how it is currently stored. Please write to us at support@recruiterbox.com so that we can assist you!

What are the different ways of importing candidates into Recruiterbox?

Sure! You can do a single candidate upload, quickly email candidates into the system or add candidates using our Chrome Plugin!

Questions? Feel free to reach out at any time! support@recruiterbox.com.