1. Export applicant data from the EM application
From the EM Applications section, locate the Applications Grid
Select the Grid Customizer (the gear icon in the upper-right corner of the applicant table)
In the Grid Columns modal, drag the fields you want from Available Fields to Shown on Grid
Select Save to apply the fields to the grid. The required fields for import into Thalamus include:
AAMC ID
First Name
Last Name
Email
Select the applicants you want to transfer, individually or in bulk, using selection tools, tags, phases, or segments
Select Export at the bottom of the screen
In the export menu, select My Current View (X Columns) Tabular to export a CSV file
Select Download
Note: The file will process in a modal on your screen. You can close this message while the request processes in the background.
Once the file is ready, a modal will let you know it is available
Select the blue file name to download the file to your computer
Note: If you close the download window before saving the file, you can access it later from Activity/My Downloads (the fourth item on the main left menu bar) under the Downloads tab.
(Optional) Your program may keep track of applicants moved to Thalamus by creating a phase, segment, or tag.
Important: These steps must be completed to import applicants into Thalamus so they can be invited to interview. |
2. Export application PDFs
(Optional) Repeat the same steps as in Export applicant data as a CSV, above
In the export menu, select Default PDF Export PDF
Note: This step may take longer to process than a CSV export since PDF files are larger.
Once the file is ready, select the blue file name to download it to your computer
Note: The downloaded file is a zip file. You will need to unzip it to access the individual PDFs.
This process can be repeated as many times as necessary.
3. Export applicant photos
You can download applicant photos from either the EM application screen or an application PDF, then upload them into Thalamus.
Note: Applicants may also upload their own photo into Thalamus. Once uploaded, the photo will display for programs after the applicant is invited to interview.
4. Import applicants into Thalamus using a CSV
Use your exported CSV file to import applicants into Thalamus. Do not change the field headers.
At a minimum, each applicant must have:
AAMC ID
Email
First Name
Last Name
Important: Never make up an AAMC ID. The number must belong to the actual applicant. Sn incorrect ID can connect to another applicant's account and cause issues with both accounts. Contact the Thalamus Customer Care Team (customercare@thalamusgme.com) with any questions. For any applicant without an AAMC ID, leave that cell blank and contact Thalamus Customer Care with a copy of your CSV.
Navigate to the Applicants page
Select + Import
In the Import Applicants modal, select Choose File, select your CSV file, then select Open. The file will begin to upload automatically.
Once the upload completes, review the Applications Import Completion modal. It will display the applicants that will be imported and any that failed due to incorrect or missing data
Select Complete to finalize the upload
Important: If you do not select Complete, the upload will be lost.
To cancel the import at any time, select Cancel
Note: You can upload the same CSV file multiple times throughout the interview season, and applicants from prior uploads may remain in your master CSV file. No applicants will ever be duplicated or deleted.
5. Upload applicant documents
Applicants imported into Thalamus can have additional documents uploaded to their record. Documents can be assigned to one of two categories:
Application Document: Each applicant can have one application document. Program admins can manage these documents
Other Documents: Programs can upload multiple other documents for any applicant. Program admins can manage these documents
Note: Document visibility depends on role:
Program Director, Program Administrator, and Program Coordinator can view all documents
Program Interviewer can view all Application documents
Program Resident and Program Fellow cannot view any documents
Documents must be in PDF format
The Documents section is located in the Thalamus score drawer. You can open the score drawer in one of two ways:
Select the three-dot menu next to an applicant and select Score Applicant
In the Documents column of the applicants grid, select the + icon (scroll right on the grid; you may need to enable this column using the gear icon)
Once the score drawer is open:
Select the teal Add Documents button
Select Choose File and choose the file from your device. You can upload and assign multiple documents.
Select the document type: Application Document or Other Document
Select Add (#) Document
Note: To delete an uploaded document, select the red X next to the document.
6. Upload an applicant avatar or photo
On the Applicants page, select the avatar icon or initials next to the applicant's name
Select + Select File and choose the photo
Select Add avatar to save the photo, or Cancel to discard your changes
For additional questions or support, please contact our team by emailing customercare@thalamusgme.com.