Candidate data obtained from an external source can be easily uploaded into your ClearCompany Recruiting system through the Candidate Import tool. Simply organize your applicant information into a single spreadsheet (CSV, XLS, or XLSX) and upload the file to an existing requisition.
The Candidate Import tool is only available to users with Recruiter permission and does not support uploading file attachments.
In this article:
Bulk Importing Candidates Overview
Supported Candidate Data Fields
Bulk Import Candidates
Import History
Frequently Asked Questions (F.A.Q)
Additional Resources
Bulk Importing Candidates Overview
Bulk Importing Candidates allows organizations to efficiently import multiple candidates into ClearCompany. There are two available options:
- Upload File: Upload a CSV, XLS, or XLSX file containing candidate information.
- Manually Enter Data: Enter candidate data directly into a ClearCompany-generated spreadsheet.
Supported Candidate Data Fields
The table below outlines the required and optional fields for candidate imports:
| Data Point | Required | Notes |
|---|---|---|
| First Name | Yes | |
| Last Name | Yes | |
| Email Address | Yes | |
| Mobile Phone | Supports international country codes. US numbers should be formatted as 10-digit numbers. | |
| Home Phone | Optional | Supports international country codes. |
| Other Phone | Optional | Supports international country codes. |
| Requisition ID | Required if multiple requisitions | Import to multiple requisitions in one file. This can be found on the Tools>Recruiting>Requisition page. |
| Workflow Stage | Optional | Defaults to "New Applicant" if not specified. |
| Address Line 1 | Optional | |
| Address Line 2 | Optional | |
| City | Optional | |
| State/ Province/ Region | Optional | Full name or two-character ISO code (US/Canada). |
| Postal Code | Optional | Supports up to a 9-digit Zip Code (ex. 11111-2222). |
| Country | Optional | Must be entered as a two-character ISO code (e.g., "US"). Case-sensitive. |
| Application Date | Optional | Recommended format: MM/DD/YYYY. Defaults to the date of import if unspecified. |
| Gender | Optional |
Supported Values
|
| Race/Ethnicity | Optional |
Supported Values
|
| Disability Status: Pre-Offer or Post-Offer | Optional |
Supported Values
|
| Veteran Status: Pre-Offer or Post-Offer | Optional |
Supported Values
|
| Candidate Source | Optional |
Supported Values 3rd-Party Job Boards and any created Custom Sources. |
| Workflow Stage | Optional | The stage names presented If unspecified, the system will apply the default workflow stage of New Applicant. |
| Consider for Future Requisitions | Optional | Supported Values: Yes or No. If not provided, the system will apply the default value of Yes. |
| Notes | Optional |
Appears in the candidate’s profile. Multiple note columns can be used. |
| Custom Field | Optional |
Candidate custom fields that are of the Multiple-Select type are not supported for import. You can import data for Single Field, Text Field, and Single Select types. |
Bulk Import Candidates
Ensure your import file is formatted correctly before proceeding. Once imported, you have 72 hours to undo the import; after that, it becomes permanent.
The Candidate Import tool is only available to users with the Recruiter user permission. Please contact your organization's ClearCompany Administrator if you're unsure of your permission levels.
Organizations can download the CSV file Candidate Import Template and use it as a starting point or create their own.
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Column Headers:
- A row of column headers is optional but recommended for a simplified review process.
- When creating your column headers, names do not have to conform to the ClearCompany naming convention but it is recommended to increase efficiency and reduce possible errors when importing.
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If a field is left blank that is required, users will have to complete the field when"editing" the data, or it will be an invalid record and will appear with an error, and the record will not be imported.
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Data Review:
- Ensure the minimum required fields are filled out for each row of candidates. Review the Supported Candidate Data Fields table for this list of required fields.
- Ensure data in the file meets any formatting requirements, such as the Application Date listing in US format (MM/DD/YYYY). Formatting requirements are also listed above in the Supported Candidate Data Fields table.
- We require exact matches for column data. While the column header will still match via the “fuzzy” match feature we require exact matches on data. If an exact match is not found, we will fall back to the default or leave the field blank. You will also have the option to match your data during the upload process. So you don't need to do a ton of work to clean things up ahead of time, we will tell you where we didn't match and what you have to fix.
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Save the File:
- Spreadsheet files can be saved in CSV, XLS, or XLSX format.
- CSV files can be up to 1GB in size and XLS/XLSX files must be smaller than 10MB.
- For uploading to a single requisition navigate to Tools > Recruiting > Requisitions. Select the requisition and navigate to the Candidate's tab.
- For uploading to multiple requisitions navigate to Tools > Recruiting > Candidates.
- Click Add Candidates > Bulk Upload Using CSV File.
- Click Next: Upload File.
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Click Upload file to choose the CSV, XLS, or XLSX file from your device, or drag and drop the file directly into the outlined box on the page.
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Once uploaded, users will see the content which will need to be reviewed and edits can be made. Users can add, edit, or remove data as needed to ensure accuracy. When you're ready, proceed to the next step to map each column to its corresponding field.
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Review the automated column matches found by the system. On the left is a list of the column names from your import file and on the right (the Template fields list) is the corresponding ClearCompany field.
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If a ClearCompany field was not automatically assigned, you'll see a Search or Select menu appear. Open the menu and select the correct field that aligns with the column in your file. Fields that have been identified as close matches will appear under the Recommended section of the menu.
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Repeat this step until all columns have a corresponding ClearCompany field listed. Click Continue.
- On the Review and Finalize page, you'll be presented with a preview of your import file, and any data errors will be highlighted in red and listed on the Error tab.
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Hover over the red field to view the exact reason for the error. For example, an invalid phone number will be flagged
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To resolve an error, click into the field and clear or retype the correct information.
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Click Submit to continue the import process.
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Review the summary of the candidate details that will be imported into the chosen requisitions. Near the top of the page will list the number of rows anticipated to import successfully, followed by the number of rows that may fail to process due to data issues.
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If satisfied with the preview, click Submit to Add Candidates. If edits are needed, click Start Over. You'll be brought back to Step 3, selecting the import file. Repeat the steps as needed.
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Finally, review the summary of the candidate details that will be imported into the chosen requisitions. Near the top of the page will list the number of rows anticipated to import successfully, followed by the number of rows that may fail to process due to data issues.
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If satisfied with the preview, click Submit to Add Candidates. If edits are needed, click Start Over. You'll be brought back to Step 3, selecting the import file. Repeat the steps as needed.
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The system will process the import and display a confirmation message.
You will receive an email with a summary if any candidates fail to import, the email will include a link to your Secure File Center within ClearCompany that includes a file of the data that couldn't be imported.
Users can select Manually Enter Data. This provides an embedded workbook where users can complete the spreadsheet in the available window. This allows organizations to use the pre-defined column headers to enter candidate information.
- The embedded workbook includes the column headers needed for a successful import.
- The spreadsheet can be downloaded.
- Fields will populate based on ClearCompany Data, for example, requisitions and hiring workflows can be selected.
- To manually enter data:
- Navigate to Tools> Recruiting> Candidates> Add Candidates> Bulk Upload Using CSV File.
- Click Upload File.
- Click Manually Enter Data.
- Click on a cell to start adding information. When done click Submit.
- Review the summary, when done click Submit to Add Candidates.
- Navigate to Tools> Recruiting> Candidates> Add Candidates> Bulk Upload Using CSV File.
Import History
You have up to 72 hours to undo an import. Follow these steps to undo an import:
- Navigate to Tools>Recruiting>Candidates>Add Candidates>Bulk Upload Using CSV File.
- Click View Import History on the top-right.
- In the Import History screen, you will see all the imports that have been done, as well as the status of when they were completed, if they are processing, and the number of candidates.
- On the left-hand side, you can check the box of the candidate import you would like to undo.
- You will receive a message alerting you that this cannot be undone and the number of candidates that will be deleted. Check "I Understand.." and Delete Candidates.
- You will receive a success message alerting you that those candidates have been deleted. While the success message appears it might take a while to actually delete the candidates.
Alternatively, if your organization has a large set of candidate data with file attachments please contact your ClearCompany representative to inquire about our paid import services.
Frequently Asked Questions FAQs
No, once progressed through a stage of the import tool, you must cancel the import in order to edit a previous stage.
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