HR recruiters now have the possibility to create multiple candidate profiles in their database by importing data from a CSV. file. You will find below the list of steps you need to follow to ensure your data import (Upload) goes smoothly.
1) PREPARE YOUR DATA:
A) MAKE SURE YOUR CSV. FILE INCLUDES THE FOLLOWING COLUMN FIELDS:
- First Name (in English)
- Last Name (in English)
- First Name (in Japanese)
- Last Name (in Japanese)
Since those fields are mandatory to create a candidate profile, you will need to make sure your CSV file includes at least those 4 columns (see example attached below).
⚠️ If you don't have the Japanese or English names available, please simply duplicate the columns so that you file looks as illustrated below. 🚨
B) KEEP YOUR DATA CLEAN AND ACCURATE:
- Always include a first and last name in both English in Japanese
- Always include a valid email address with the "@" mark
- Fix any potential "Mojibake*" (文字化け) appearing in the name and email related columns
Example: If, instead of "Hervé", the first name of a candidate appears as "Herv?", we recommend you to fix it and replace the "?" with "é" or at least "e" so that the candidate appears in your search results.
* Mojibake is the garbled or gibberish text that is the result of text being decoded using an unintended character encoding. The result is a systematic replacement of symbols with completely unrelated ones, often from a different writing system.
- Keep each column header short and in a single line and avoid line breaks (see example below).
- Avoid using a colon ( : ) at the end of your column headers.
- If you wish to import candidates' salary related information, please do NOT include the currency mark in your values. If a bonus amount is ¥1,000,000, your field should appear as 1,000,000 (without the ¥ mark).
⚠️ The candidate data (rows) from your CSV. file WILL NOT BE IMPORTED IF / WHEN:
1) A row in your file is missing the candidate name in English and/or Japanese.
2) A row in your file is missing a valid email address (e.g.: missing “@” mark).
3) A row in your file has a duplicated email address already in your Hireplanner database.
4) A row in your file is empty
C) LOOK OUT FOR POSSIBLE "DUPLICATES" IN YOUR FILE:
Please review the content of your CSV. file and make sure there are no duplicated candidate records.
⚠️ To avoid creating unnecessary duplicates, if your CSV. file contains a candidate email address that is already in your HirePlanner database, the candidate row from your CSV. filewill NOT be imported (since there is already a record available in the database).
If your CSV. file does not include any email address that are already stored in your HirePlanner database, the candidate rows from your CV. file will be imported into the system.
⚠️ Please understand that if your CSV. file includes candidate data (rows) WITHOUT any email address details (example: candidate from agency introductions), it is possible your import will create possible duplicates in your HirePlanner database.
In case of duplicates, please do not worry! You can always delete or merge duplicated candidate profiles later (Read more on how to merge duplicated candidate profiles).
D) YOUR SPREADSHEET MUST BE SAVED AS "CSV." FORMAT; OTHER EXCEL FORMATS WILL NOT BE COMPATIBLE.
⚠️ When saving your .CSV file, please use the format CSV UTF-8 when using Windows and CSV (Macintosh) when using a Mac or Apple device
2) START YOUR CANDIDATE DATA IMPORT
⚠️ RECOMMENDATION: Before getting started and uploading all your data at once, we advise you to RUN AT LEAST ONE OR TWO TESTS AND USE A CSV. FILE CONTAINING ONLY A COUPLE OF CANDIATES (1 or 2 rows).🚨
A) Click on the "CANDIDATES" tab on the top navigation bar and select "IMPORT CANDIDATES"
B) Drag and drop your CSV. file into the file upload area (see screenshot attached below).
C) Click on "NEXT" blue button to proceed to the next step.
3) MAP YOUR DATA WITH HIREPLANNER FIELDS
A) To import the data from your CSV. file, please select the column you wish to import (from your CSV. file) by selecting the HirePlanner fields (see drop down categories) that correspond with the column you wish to import.
B) If you do not wish to import a column data, please keep the drop down category set as "DO NOT IMPORT THIS COLUMN".
4) PROCEED WITH YOUR DATA IMPORT
A) Click on the "START IMPORT" button to perform your data upload.
B) Verify your data (candidate profile) have been added correctly by checking the latest candidate profiles created in the system.
C) Perform the import again (after you fixed your CSV. file) if you generated some errors.
D) If your test import is successful, you can go ahead and import a larger file with up to 100 rows (99 candidates ; 1 header)
Best of luck building your database and a strong candidate pipeline
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