Import vacancies from a spreadsheet to set up recruitment quickly, avoid manual data entry and keep vacancy details consistent. The same import also updates vacancies you’ve already added, which is useful when moving from another applicant tracking system.
⚠️ Every imported vacancy is created as a Draft. Nothing appears on your careers site until you open each vacancy yourself. This lets you check everything before publishing.
Before you start
Create departments, locations and work types first. The import matches the values in your file against what already exists and never creates new ones. A row with a department, location or work type that doesn’t exist will fail.
Make sure your pipelines exist. Every vacancy goes on your default pipeline unless the file names another one.
Create vacancy tags first in Settings → Recruit → Vacancy tags if you want to add tags.
Import candidates afterwards. Adding candidates to vacancies is a separate import, Candidate applications. Run it after the vacancies are in.
Prepare your file
Download the template and use it as a reference. You can upload .csv or .xlsx files.
Fill in one row per vacancy.
Required columns
Title — the job title, up to 100 characters
Job description — the vacancy text
Number of positions — how many people you’re hiring, from 1 to 999
Work type — for example Full-time or Part-time, as it exists in PeopleForce
Department — a department that already exists
Location — a location that already exists
These six are required for updates too. To change just one field on existing vacancies, export them, edit that column, and import the whole file back.
Optional columns
ID — the PeopleForce vacancy ID, to update an existing vacancy
External ID — your own reference, for example from your previous system
Pipeline — the name of an existing recruitment pipeline
Hiring lead — the person’s email address or employee ID. If it’s empty or not found, the vacancy goes to whoever ran the import.
Division — a division that already exists
Legal entity — shown only if your account has more than one
Position — a position from your job catalog
Job level — a job level that already exists
Min base compensation / Max base compensation — whole numbers, without spaces or commas
Currency — a three-letter code such as
USD,EURorPLNPriority —
low,normal,highorurgentRecruitment starts on / Recruitment ends on — the hiring dates
Tags — existing vacancy tags, separated by commas
Skills — key skills, separated by commas, as free text
Any custom vacancy fields you’ve created are also available.
💡 Tips for a clean import
Copy pipeline names exactly. A misspelled pipeline makes the row fail, and it isn’t highlighted in the preview.
Tags must match exactly, including capital letters. Tags that don’t match are skipped.
Use email addresses for the hiring lead if your employee IDs are plain numbers, to avoid matching the wrong person.
Import the file
Go to Settings → Import and select Vacancies.
Upload your file and click Next.
Check that each column is matched to the right field. Map any missing ones by hand. You can’t continue until all six required fields are mapped. Click Next.
Review the preview. Most invalid values are highlighted in red. Fix them in your file and upload it again.
Click Import.
Update existing vacancies
A row updates an existing vacancy when its ID or External ID matches one in PeopleForce. Without either, every row creates a new vacancy.
The External ID match is case-sensitive.
req-004andREQ-004are treated as different vacancies.Empty optional cells change nothing. Only cells with a value are updated.
Tags are replaced, not added. A cell with tags becomes the vacancy’s full tag list.
⚠️ Changing the pipeline moves existing candidates without warning. Candidates in a stage that also exists in the new pipeline stay in it, and everyone else moves to the first stage.
Track import history
Go to Settings → Import and open the History tab.
The table lists every import you’ve run: the file name, import type, who uploaded it and when, its status and the total number of records.
Click ⋯ next to an import and choose:
Download to get the file that was imported
View logs to see which records were imported or updated, along with detailed error messages
💡 If some rows weren’t imported, open the logs, fix the errors in your file and import it again.