The candidate import lets you add a large list of candidates in one go, for example a sourcing list, an agency shortlist or data from your previous recruitment system. You can also use it to update candidates who are already in PeopleForce.
Before you begin
Check your access. You need access to the Import setting (administrators have it by default).
Know what the import does and doesn't do. It adds candidates to your candidate database only. To add candidates to a vacancy and a pipeline stage, use the separate Candidate applications import afterwards.
Prepare your file
Download the template and use it as a reference. You can upload .csv or .xlsx files.
Add one row per candidate and one column per piece of information. Only Full name is required, all other columns are optional.
Your column names don't have to match exactly. During the import, PeopleForce matches them automatically where it can, and you can match the rest manually.
Available columns
Column | What to enter |
Full name | Required. The candidate's full name |
An email address. Must be unique for each candidate | |
Phone numbers | One number, or several separated by commas |
Current position | The candidate's current job title |
Location | Where the candidate is based |
Source | Where the candidate came from. |
Job level | For example Junior, Middle, Senior. A new job level is created if it doesn't exist |
Desired base compensation | A whole number without decimals or separators, for example 45000 |
Resume | A link to the candidate’s CV. PeopleForce downloads the file and attaches it. The link must open without signing in. |
Currency | A three-letter code, for example USD or EUR |
Skills | Skills separated by commas |
Links | One or more links separated by commas |
LinkedIn URL / Facebook URL | A profile link, added to the candidate's links |
Telegram username | The candidate's Telegram handle |
Tags | Tags separated by commas. The tags must already exist in PeopleForce |
Notes | Text that is added as a note on the candidate |
Date of birth | A date |
Gender | The gender as used in your account |
Recruiter | The employee ID of the recruiter who owns the candidate |
Added | The date the candidate was originally added |
Last contacted | The date you last contacted the candidate, for example by email, call or interview. After the import, it updates automatically when you email the candidate, schedule an interview or send an offer |
ID | The PeopleForce candidate ID |
External ID | The candidate's ID from your previous system |
⚠️ Important: Use the date format set in your account (Settings → General). Dates in other formats may be marked red in the preview.
Check for duplicates
PeopleForce checks whether each candidate already exists, in this order:
ID
External ID
Email
Phone number (if Detect duplicates by phone number is on in Settings → Features; it's on by default for newer accounts)
If a match is found, the existing candidate is updated instead of creating a new one. If nothing matches, a new candidate is created. So if a candidate's email or ID in your file doesn't match the one in PeopleForce, you'll get a duplicate.
Import the file
Go to Settings → Import.
Select Candidates.
Upload your file and click Next.
Check that each column is matched to the right field. Match any remaining columns manually, then click Next.
Review the preview:
Cells with invalid data are shown in red. Fix them in your file and upload it again.
The Action column shows what will happen to each row: Insert creates a new candidate, Update changes an existing one.
Click Import.
Check the results
After you click Import, you'll see the History tab. The import runs in the background, so refresh the page until the status shows Imported.
To see details, click the menu at the end of the row:
select View logs. The log shows each row with its result (Created, Updated or Error) and the reason for any errors, for example Email is invalid.
select Download to get a copy of the file you imported. This is useful if you need to check what was uploaded or fix the file and import it again.
Your imported candidates are in Recruitment → Candidates.