Importing Data
You have the ability to import data in bulk using a CSV or Excel file. We only support importing data for the following entities currently:
Candidates
You have the ability to import data to the default system fields listed below for each entity. Each field has instructions on the type of field as well as examples on how the data should be formatted. There is also a sample CSV template you can download that has all of the default fields listed.
Custom Fields: You do have the ability to import custom fields as well. Be sure to first create the custom field in the database. Once you do, you'll want to ensure each of your rows in your CSV file have a value for that custom field
Scroll down to the bottom for a detailed video walkthrough of how to import data
Click here to download a CSV Template File for Candidates
Scroll down to the bottom for a detailed video walkthrough of how to import data
To successfully import candidates into the StaffUp app database by following a structured process.
Prepare CSV File:
- Download the template provided in the helpdesk article with column header names.
- Ensure all necessary candidate information is included in the CSV file.
Check Lookup Values:
- Verify that lookup values such as industry, position, specialties, status, app status, and groups are present in the database.
- Add any missing lookup values in the admin settings under classifications if needed.
Initiate Import Process:
- Open the StaffUp app and navigate to Admin Settings.
- Click on Import Data and select the entity (candidates) you want to import.
- Click on Import Candidates to proceed.
Upload CSV File:
- Choose to Upload File and select the prepared CSV file for import.
- Review the mapping of fields from the CSV file to destination fields in the system.
Verify Data Mapping:
- Confirm that all fields are correctly mapped, especially for lookup values and formatting.
- Adjust any mismatches or missing mappings as necessary.
Import Data:
- Proceed with the import process and allow the system to calculate and import the data.
- Address any invalid entries highlighted by the system, such as incorrect phone numbers.
Finalize Import:
- Resolve any issues with invalid data by correcting them in the CSV file or database.
- Import valid candidates into the system and wait for the process to complete.
Review Imported Candidates:
- Check the candidate section to ensure all imported candidates are listed correctly.
- Allow some time for the system to process the imported data fully.
- Ensure all lookup values are present in the database before importing candidates.
- Verify the accuracy of data mapping to prevent errors during the import process.
- Address any invalid data entries promptly to avoid issues with the import.
- Organize and prepare the CSV file with all required candidate information beforehand.
- Double-check the mapping of fields to ensure a smooth import process.
- Monitor the import progress and handle any errors or invalid data promptly for a successful import.
Link to Loom
https://www.loom.com/share/43ef9951691d405ab3b2d84c210a62e6
Candidates
You have the ability to import data to the default system fields listed below for each entity. Each field has instructions on the type of field as well as examples on how the data should be formatted. There is also a sample CSV template you can download that has all of the default fields listed.
Custom Fields: You do have the ability to import custom fields as well. Be sure to first create the custom field in the database. Once you do, you'll want to ensure each of your rows in your CSV file have a value for that custom field
Scroll down to the bottom for a detailed video walkthrough of how to import data
Candidates
Click here to download a CSV Template File for Candidates
| System Fields | Instructions | Example |
|---|---|---|
| First Name | Letters Only | Bryan |
| Last Name | Letters Only | Wilson |
| Properly Formatted Email Addresses Only | name@name.com | |
| Phone | Properly Formatted Phone Numbers, including area code | 208-555-1212 |
| Address Line 1 | Letters & Numbers Only | 123 West StaffUp Avenue |
| Address Line 2 | Letters & Numbers Only | Suite 456 |
| City | Letters Only | Boise |
| State | Full Name of State (not abbreviation), Letters Only | Idaho |
| ZipCode | Numbers only, 5 digits | 80126 |
| LinkedIn Profile | Properly Formatted LinkedIn URL with prefix | https://www.linkedin.com/in/bryanmwilson |
| Pay Rate | Numbers Only, NO special symbols (ie: $) | 35 |
| Pay Rate Type | Only accepts the following values: Hourly, Annual | Hourly |
| Employment Type | Only accepts the following values: W2, 1099 | W2 |
| Job Type | Only accepts the following values: Temp, Contract, Full Time | Temp |
| Industry | Only accepts known values for 'Industry' lookup in your database. Limited to single value | Dental |
| Position | Only accepts known values for 'Position' lookup in your database. Limited to single value. | Dental Hygienist |
| Specialties | Only accepts known values for 'Specialties' lookup in your database. Limited to single value. | Orthodontics |
| Status | Only accepts known values for Candidate 'Status' lookup in your database. Limited to single value. | New |
| App Status | Only accepts the following values: Pending, Approved. Limited to single value. Only set to Approved if Industry & Position values are complete | Approved |
| Groups | Only accepts known values for Groups in your database. Limited to single value. Best practice is to create a group and map it for every import | New |
Step by Step Guide for Importing Candidates
Scroll down to the bottom for a detailed video walkthrough of how to import data
Objective:
To successfully import candidates into the StaffUp app database by following a structured process.
Key Steps:
Prepare CSV File:
- Download the template provided in the helpdesk article with column header names.
- Ensure all necessary candidate information is included in the CSV file.
Check Lookup Values:
- Verify that lookup values such as industry, position, specialties, status, app status, and groups are present in the database.
- Add any missing lookup values in the admin settings under classifications if needed.
Initiate Import Process:
- Open the StaffUp app and navigate to Admin Settings.
- Click on Import Data and select the entity (candidates) you want to import.
- Click on Import Candidates to proceed.
Upload CSV File:
- Choose to Upload File and select the prepared CSV file for import.
- Review the mapping of fields from the CSV file to destination fields in the system.
Verify Data Mapping:
- Confirm that all fields are correctly mapped, especially for lookup values and formatting.
- Adjust any mismatches or missing mappings as necessary.
Import Data:
- Proceed with the import process and allow the system to calculate and import the data.
- Address any invalid entries highlighted by the system, such as incorrect phone numbers.
Finalize Import:
- Resolve any issues with invalid data by correcting them in the CSV file or database.
- Import valid candidates into the system and wait for the process to complete.
Review Imported Candidates:
- Check the candidate section to ensure all imported candidates are listed correctly.
- Allow some time for the system to process the imported data fully.
Cautionary Notes:
- Ensure all lookup values are present in the database before importing candidates.
- Verify the accuracy of data mapping to prevent errors during the import process.
- Address any invalid data entries promptly to avoid issues with the import.
Tips for Efficiency:
- Organize and prepare the CSV file with all required candidate information beforehand.
- Double-check the mapping of fields to ensure a smooth import process.
- Monitor the import progress and handle any errors or invalid data promptly for a successful import.
Link to Loom
https://www.loom.com/share/43ef9951691d405ab3b2d84c210a62e6
Overview Video for Importing Candidates
Updated on: 30/10/2024
Thank you!