There are a number of ways to import candidates into the database; either from a CV via our CV import mailboxes, manually via Create or even via our candidate portals, where candidates can register online.
However, sometimes none of these are suitable options - maybe you are migrating data from another platform or have gathered sign up data from a recruitment fayre etc, so a CV isn't available. The Candidate Import tool enables you to create new records from a CSV import.
This can be found within the Import/Export menu on the main menu bar.
Selecting this option will open the Candidate Import tool.
📌 Note you cannot use the Import Candidates tool to import CVs into Eploy, only Candidates and Applications.
When using the Import tool you'll be taken through five steps:
Step 1 - Upload Data
The first step is to upload your data.
On this first page you can download a sample XML or CSV file which contains all importable fields within the Candidate Record.
You'll need to update this spreadsheet with the data you want to import. You don't have to fill in every field, but there are a few that must be filled in for the import to work:
Cand_Email, Cand_First_Name and Cand_Surname are required to be able to create a Candidate
Create_Application, VacApp_ApplicationStage, VacApp_VacancyID, VacApp_App_Date and VacApp_ApplicationStatus are required to create an Application
You're welcome to delete any columns you're not using.
Having populated and saved the XML or CSV file, upload it here and click Continue.
📌 Note prior to uploading, please ensure you delete the second row of the template - this contains help text which might be mis-interpreted by the import tool and may cause errors, especially if that field contains validation within Eploy (e.g. email address).
Step 2 - CSV Validation
At this stage of the process the Import Tool will review the data you have uploaded.
It will list all fields that will be imported and flag any that contain errors. You will not be able to proceed until your imported data contains no errors. If there are errors, update your data to be imported and click Restart to start again.
If there are no errors, click Continue.
Step 3 - Missing Options
If your data includes references to drop down lists, e.g. Preferred Location, the tool will check to ensure all entries match the options currently available within that drop down list.
If your data includes an option that isn't found within the system, the tool will flag this to you.
This import tool can only create Candidates, not add items to drop down lists, so the options you have included must match exactly with what is already found within that drop down list.
You'll either need to update the drop down lists or correct the data in your import before you can proceed.
🤓 Tip - you can update drop down lists without having to close the import too. Click Drop Down Admin within the tool to open the drop down lists page within your main Eploy window - make your edits then, once done, return to your import window and click Refresh. Eploy will check the data again and, if no errors are found this time, you'll be able to proceed.
Step 4 - Existing Candidates
The tool will now run a standard duplicate check to flag any Candidates on your import that are already on your system.
As a default it will check by email address only, but you can ask it to check based on email address and name.
If duplicate records are found there is the option to view the record.
Select an option from the How to handle matched records list, then click Continue.
Step 5 - Summary and Import
On the summary page you'll be told how many Candidates will be created and how many will be skipped.
Click Import to carry out the import.
Once the import has completed, click Finish. This will close the tool and take you to the Imports / Exports screen within your main Eploy window and list candidates created and skipped.
🤓 Tip you'll likely now want to send an Activate Profile email to your newly created candidates. To do this click Go To Candidates - this will take you to the Candidate Grid and list the candidates created. You can then select and send an email.