The KeldairHR import features allow permitted system users to manually import jobs and applicants in bulk using CSV files. This process helps transport data when migrating from an external system or transitioning paper applications to your digital ATS. Import streamlines account setup and migration by using your pre-existing records so your system will have more complete records for recruiting and reporting.
Import Permissions
Account Administrators are the only users with permission to initiate and complete an Import.
Other user roles can be granted permission to view and interact with imported Applicant Files if the Imported Applicants Access permission in Visibility is checked. This permission grants access to all Imported applicants site-wide and cannot be limited on a job-by-job basis.
Import File Preparation
Importing jobs and applicants can be completed only by using CSV files. While creating your import file, it is recommended you review your existing system data for the import to include the exact name on your spreadsheet or create a new entry if needed. This will align the data when going through each step of the Import Wizard or Import Job List.
Import File Requirements
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- Must be a CSV file with headers.
- It is recommended to match the headers and system data on the CSV file identically to the hiring system fields for a straightforward import.
- Certain fields require data to be specifically formatted, such as dates.
- External IDs are recommended for all imported records for reporting and appending data if needed.
- If required columns are not included on the CSV the system will not allow you to complete the import.
Job List CSV File Import
Job List CSV Header | Field | Example | Notes |
---|---|---|---|
Import Job Name | Required | HR Coordinator | This is the Job Title to which imported applicants can be assigned. |
Department | Required | Human Resources | Departments in the file that do not exist in your system at the time of importing will prompt you to match to an existing one. |
Location | Required | Store 102 | Locations in the file that do not exist in your Org Chart at the time of importing will prompt you to match to an existing one. |
Job Open Date | Optional | 1/1/2021 | Numeric date format: MM/DD/YYYY |
Job Close Date | Optional | 6/30/2021 | Numeric date format: MM/DD/YYYY |
External Job ID | Optional | 123Abc | Unique job ID provided by a previous system or assigned on your CSV at the time of import. |
Sample Job List CSV File
Applicant CSV File Import
Applicant CSV Header | Field | Example | Notes |
---|---|---|---|
First Name | Required |
Jane |
|
Last Name | Required | Jones | |
Email Address | Required | name@super.com | A valid email address is required in the format of text@domain.com. |
Job Title | Required | Super Hero | Job Title (ID) form the Import Job List tab. |
External Job ID | Optional | 123Abc | The unique job ID provided at the time of importing jobs. |
Applied Date | Optional | 2/15/2021 | Numeric date format: MM/DD/YYYY |
External Applicant ID | Optional | 1A2b3C | Unique job ID provided by a previous system or assigned on your CSV at the time of import. |
Sample Applicant CSV File
Import Wizard
Importing applicants will create a basic Applicant File that can be associated with a job from the Import Job List. You must have imported jobs first before you can import applicants. The Import Wizard will walk you through the process of importing applicants.
- To create an Applicant File, you must have prepared the Applicant CSV File with the required and optional applicant information needed to create a basic record.
- If the jobs have not been added to your hiring system, begin by Importing Job Lists first and then return to the Import Wizard.
- If the jobs have already been imported into your hiring system, from the menu select Admin > Import >Import Wizard to begin the applicant bulk import process.
- Click UPLOAD FILE, select the file location on your device, and choose your CSV import file using your computer's dialog box.
- Review the chosen File Name for accuracy and confirm by clicking Open.
- STEP 1: Map Applicant Columns
- ATS Fields are the Required (*) and Optional fields needed to create an imported Applicant File.
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First Name*
- Last Name*
- Email Address*
- Job Title*
- External Job ID
- Applied Date
- External Applicant ID
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- The CSV Fields will be populated automatically when your CSV file is prepared with headers that match identically to the ATS Fields.
- If the headers of your CSV file are not an exact match or are duplicated, use the drop-down to select a corresponding column in your CSV file to match to the ATS Fields.
- The Example data column will display a preview of the first row of your selected CSV file data.
- Click CONTINUE to proceed to Step 2 of the Import Wizard.
- ATS Fields are the Required (*) and Optional fields needed to create an imported Applicant File.
- STEP 2: Map Jobs
- The Import File Value shows the unique jobs titles from your uploaded CSV.
- The Maps to... column will be populated automatically with existing Imported Job Titles when your CSV file data has been prepared identically to match.
- If the CSV file data is not an exact match, use the drop-down to select a corresponding Job Title from your previously imported jobs.
- Follow these steps to import additional jobs, update your CSV file, and restart the import process.
- Click CONTINUE to proceed to Step 3 of the Import Wizard.
- STEP 3: Complete Import
- Click CONTINUE to complete the Import Wizard and import the selected list of applicants.
- An on-screen notice will confirm your job import was successfully queued, and the status in the Import History tab will show as Processing. The status will change to Completed when the entire import has finished.
- All successfully imported applicants will now appear in the Imported Applicants tab of Talent.
- To view the list of all imported applicants, select Talent > Imported Jobs from the menu.
See more about working with imported applicants.
Import Job List
To import applicants, you must first have imported jobs to which they can be assigned. Use the Import Job List to take the data from your CSV file of jobs and convert them into job records.
- From the menu select Admin > Import >Import Job List.
- Click +ADD NEW IMPORT JOB.
- Click UPLOAD FILE, select the file location on your device, and choose your CSV import file using your computer's dialog box.
- Review the chosen File Name for accuracy and confirm by clicking Open.
- STEP 1: Map Job columns
- ATS Fields are the Required(*) and Optional fields needed to create an imported job record.
- Import Job Name*
- Department*
- Location*
- Job Open Date
- Job Close Date
- External Job ID
- The CSV Fields will be populated automatically when your selected CSV file is prepared with headers that match identically to the ATS Fields.
- If the headers of your CSV file are not an exact match or are duplicated, use the drop-down to select a corresponding column in your CSV file to match to the ATS Fields.
- ATS Fields are the Required(*) and Optional fields needed to create an imported job record.
-
- The Example data column will display a preview of the first row of your selected CSV file data.
- After reviewing all columns, select CONTINUE to proceed with the import process.
- If the CONTINUE button is not activated, you are most likely missing a required column from your CSV file.
- STEP 2: Map Departments
- The Import File Value is the department field contained on your import CSV.
- The Maps to... column will be populated automatically with existing departments when your CSV file data has been prepared identically to match.
- If the CSV file data is not an exact match, use the drop-down to select a corresponding department from your Organization.
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-
- You can add a Department by following these steps, updating your CSV file and restarting the import process.
- Select CONTINUE to proceed with the import process.
-
- STEP 3: Map Locations
- The Import File Value is the location field contained on your import CSV.
- The Maps to... column will be populated automatically with existing locations when your CSV file data has been prepared identically to match.
- If the CSV file data is not an exact match, use the drop-down to select a corresponding location from your Organization's Org Chart.
- You can add a Location by following these steps, updating your CSV file and restarting the import process.
- Select CONTINUE to proceed with the import process.
- STEP 4: Complete Import
- Click CONTINUE to complete the job import.
- An on-screen notice will confirm your job import was successfully queued, and the status in the Import History tab will show as Processing.
- From the Import History tab, refresh the browser, and the status will change to Completed when the entire import has finished.
- To view the list of all previously imported jobs, select Jobs > Imported Jobs from the menu.
- You can filter the list of Imported Jobs by Location or Department, sort columns by clicking on the header, or search by Job Title.
Import History
The Import History tab shows all imported lists - both jobs and applicants. Clicking the Import File name will initiate a download of the file.
- Import ID: The ID created when the import is initiated.
- Import File Name: The name of the selected import file.
- Type: The system import type, which can be either Applicant or Job.
- Import Date: The date the import was initiated.
- Number of records: The rows of data included on the CSV import.
- Imported by: The name of the user who imported the file.
- Status: The stage of the import: Queued, Processing, Completed, or Failed.
Import FAQ
What can you do with an imported applicant file?
Imported Applicant files are modeled after existing Applicant Files; however, they are considered historical records and therefore do not have full functionality.
Imported Applicant Files will have limited functions compared to those originally received by your KeldairHR hiring system, but you will be able to send messages, add comments, review resume/attachments, add an overall score for later searching, etc.
Can I import applicants to active jobs that are currently posted?
At this time, it is not possible to add applicants to active positions in your My Jobs tab or Archived positions. Imported applicants must be assigned only to jobs on the Import Jobs List. If an imported applicant is a good fit for an open position, you can use the Job Invite feature to request they put in a new application.
Are there limits on the size of imports or a maximum number of records for any single import?
Yes, the maximum number of records for an import is 10,000 records. For data imports greater than 10,000 records, multiple imports of less than the maximum record limit may be initiated.
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