Bulk importing candidates

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Available for User roles Super Admin
Admin, Team Member, and Limited Team Member, if granted permission
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The bulk import feature allows you to easily generate candidate profiles and opportunities in your Lever environment based on information in a templated CSV file. Readers of this article will learn about:

Before proceeding, note that the bulk importer does not support the ability to add candidates with resumes attached. If you require resumes to be attached to the profiles of candidates that you wish to bulk import, resort to one of the alternative methods for bulk importing candidates, described in the following help articles:

Accessing the bulk import tool

To access the bulk candidate import tool:

  • Navigate to the Candidates section of your Lever environment
  • Click the + Add candidate button next to the search bar in the platform header
  • Select Bulk Candidate Import
    • Super Admins will see this option by default. Admins, Team Members, and Limited Team Members will only see this option if the ability to bulk import candidates has been enabled for their user profile. To learn about configuring user permissions, refer our user management help article.

Menu extending from Add Candidate button in platform header; Bulk Candidate Import option is the third option in the menu.

Filling out the spreadsheet template

On the importer main page, you will find links to download a spreadsheet template, into which you will input information for the candidates you wish to import to Lever. You can download two versions of the spreadsheet template:

Template with instructions (file type: .xlsx)
This template contains instructions for filling out the spreadsheet including definitions of each field. If you download and fill out this version of the template, you must delete the additional tab and rows containing instructions and save the file as a .csv file before uploading it to Lever. We recommend using this template if you are bulk importing candidates to Lever for the first time.

Template with instructions; instruction rows and tab are outlined.

The rows and tab with instructions need to be deleted from this template before uploading.

Blank template (file type: .csv)
This template is designed to be used as is. Simply fill out the fields and upload the file. We recommend using this template if you are familiar with bulk importing candidates to Lever.

Guidelines for filling out the template

Bear in mind the following guidelines when filling out the template:

  • The 'Full Name' field is the only column that requires an input on the template in order for a candidate to be imported.
  • Column order does not matter.
  • Some fields on the template are dependent upon each other, meaning if one field has an input the other dependent fields must also have an input.
  • The uploaded template must be no larger than 1 GB in size.

Data field breakdown

Data fields on the template are divided into two types:

  • Contact fields - information specific to the candidate, regardless of the job(s) for which they are considered
  • Opportunity fields - information specific to a job for which a candidate is being considered

Depicted below is an example of how contact-level information and opportunity-level information is displayed on a single profile. To learn more, refer to our help article on understanding the difference between candidates and opportunities.

Candidate profile with contact and opportunities fields outlined and labelled.

Refer to the following table for definitions of each field in the template:

Field Description Format Example
Contact fields
Email Address Candidate's email address.  If an email address is already associated with the contact, this email address will be added as an additional email address for the contact. Use commas to separate multiple email addresses. email@provider.com
Full Name Candidate's first and last name. If a name is already associated with the email address, the name will not be overridden. If there is no name associated with the email address, the name will be added. Capitalization will be respected. Extra spaces before and after the name will be removed. Jane Doe
Location Candidate's address. Street address, city, state, zip code, country, and/or region will be accepted. If a location is already associated with the email address, the location will not be overridden. If there is no location associated with the email address, the location will be added. Capitalization does not matter. Extra spaces before and after the location will be removed. 123 Street Rd
City, State Zip

Phone

Candidate's phone number. If a phone number is already associated with the email address, this phone number will be added as an additional phone number for the contact. Only numbers and special characters will be accepted. Use commas to separate multiple phone numbers. Extra spaces before and after each number will be removed. 3109066761
Links Link(s) relevant to candidate (e.g. social profile, personal website, portfolio). If a link is already associated with the email address, this link will be added as an additional link for the contact. Use commas to separate multiple links. Extra spaces before and after each link will be removed.  linkedin.com/user
Company Name of candidate's current company. Capitalization does not matter. Extra spaces before and after each company are removed. Lever
Consent Status Specify if the candidate provided or revoked marketing consent through their application. If there is an input in this field, the 'Consent Update At' and 'Consent Expires At' fields must also have an input.

'Provided,' 'Revoked,' or left blank

Consent Update At The date/time the candidate's consent status was last updated. The year for the date must be greater than 1980. See 'Date/Time formatting' section below
Consent Expires At The date/time the candidate's consent status expires (or expired). The year for the date must be greater than 1980.  See 'Date/Time formatting' section below
Opportunity fields
Lever Posting URL The URL or GUID of the posting associated with the opportunity. The importer can recognize internal, external, active, and closed postings. If this field is left blank, a general opportunity will be associated with the candidate. If you wish to associate multiple opportunities with a single imported candidate, add one row to the spreadsheet for each opportunity (keeping the candidate's email the same in each row). The format of the URL does not matter, as long as it contains the GUID. The GUID is the string of characters that appears in the URL in the form: <8 characters>-<4 characters>-<4 characters>-<4 characters>-<12-characters> (e.g. 6360c75a-bfee-49b4-8a73-d8e3e4c9aff4)
Date Added The date/time the candidate was added to Lever. The year for the date must be greater than 1980. If left blank, the date of the import will be used. See 'Date/Time formatting' section below
Stage The stage in your pipeline to which the opportunity will be associated. If left blank, the opportunity will be associated with the 'New Lead' stage. Capitalization does not matter. Extra spaces before and after the stage will be removed. Must match name of stage currently in your Lever pipeline.
Origin The origin of the opportunity. If left blank, the opportunity will attributed to the origin 'Sourced.' Capitalization does not matter. Extra spaces before and after the stage will be removed. Applied, Sourced, Referred, Agency, or University
Owner

Full name or email address of the Lever owner that should be listed as the owner of the opportunity. If left blank, owner will be set as the user that ran the import. Capitalization does not matter. Extra spaces before and after the email address will be removed.

First Name Last Name or
email@provider.com
Sources Source(s) attributed to the opportunity. Use commas to separate multiple sources. Capitalization does not matter. Extra spaces before and after each source will be removed. If the listed source does not yet exist in your Lever environment, it will be created with the specified capitalization. LinkedIn, Indeed
Tags Tag(s) attached to the opportunity. Use commas to separate multiple tags. Capitalization does matter and new tags will be created if capitalization differs. Extra spaces before and after each tag are removed. Silver Medallist, C++
Referrer Full name of the referrer. Capitalization does not matter. Extra spaces before and after the name will be removed. First Name Last Name
Archive Reason If the opportunity associated with the imported candidate is meant to be archived, specify an archive reason. Capitalization does not matter. Extra spaces before and after the archive reason are removed. If there is an input in this field, the 'Archive Date' field must also have an input. Must match the name of an archive reason currently in use in your Lever environment.
Archive Date The date/time the opportunity was archived. The year for the date must be greater than 1980. See 'Date/Time formatting' section below
Note-0* The note you wish to attach to the opportunity. If there is an input in this field, the 'DateNote-0,' 'UserNote-0,' and 'IsSecretNote-0' fields must also have an input. N/A
DateNote-0 The date/time attributed to the note. The year for the date must be greater than 1980. See 'Date/Time formatting' section below
UserNote-0 Full name or email address of Lever user that wrote the note. Capitalization does not matter. Extra spaces before and after the email address will be removed. First Name Last Name or
email@provider.com
IsSecretNote-0 Specify if the note should be marked as secret. Capitalization does not matter. yes/no
*If you wish to add multiple notes, copy the columns 'Note-,' 'DateNote-,' 'UserNote-,' and 'IsSecretNote-' and append the next number in the sequence in the column header (e.g. 'Note-1,' 'DateNote-1,' 'UserNote-1,' 'IsSecretNote-1') repeating as needed. You can add a maximum of 100 notes per import.

 

The bulk import tool cannot be used to layer opportunity-level information onto existing opportunities. Lever will not merge opportunities with matching opportunity-level information upon import, which can result in the creation of duplicate opportunities.

Date/time formatting

The bulk import tool accepts a wide variety of date/time formats for time-based data fields. Expand the menu below to see examples of the accepted date/time formats.

Unix ms timestamps

To generate a timestamp for a specific date, use this Unix converter. Input the date you wish to convert into the appropriate fields, click Human date to Timestamp and copy the value next to Timestamp in milliseconds:

Example of a date and time converted to a Unix timestamp in milliseconds

Date-only strings
  • 'M-D-YYYY',
  • 'M/D/YYYY',
  • 'M.D.YYYY',
  • 'M-D-YY',
  • 'M/D/YY',
  • 'M.D.YY',
  • 'YYYY-M-D',
  • 'YYYY/M/D',
  • 'YYYY.M.D',
Date and time strings with seconds
  • 'M-D-YYYY H:m:s',
  • 'M/D/YYYY H:m:s',
  • 'M.D.YYYY H:m:s',
  • 'M-D-YY H:m:s',
  • 'M/D/YY H:m:s',
  • 'M.D.YY H:m:s',
  • 'YYYY-M-D H:m:s',
  • 'YYYY/M/D H:m:s',
  • 'YYYY.M.D H:m:s',
Date and time strings without seconds
  • 'M-D-YYYY H:m',
  • 'M/D/YYYY H:m',
  • 'M.D.YYYY H:m',
  • 'M-D-YY H:m',
  • 'M/D/YY H:m',
  • 'M.D.YY H:m',
  • 'YYYY-M-D H:m',
  • 'YYYY/M/D H:m',
  • 'YYYY.M.D H:m',
Date, time, and time zone strings with seconds
  • M-D-YYYY H:m:s Z'
  • 'M/D/YYYY H:m:s Z',
  • 'M.D.YYYY H:m:s Z',
  • 'M-D-YY H:m:s Z',
  • 'M/D/YY H:m:s Z',
  • 'M.D.YY H:m:s Z',
  • 'YYYY-M-D H:m:s Z',
  • 'YYYY/M/D H:m:s Z',
  • 'YYYY.M.D H:m:s Z'
Date, time, and time zone strings without seconds
  • 'M-D-YYYY H:m Z',
  • 'M/D/YYYY H:m Z',
  • 'M.D.YYYY H:m Z',
  • 'M-D-YY H:m Z',
  • 'M/D/YY H:m Z',
  • 'M.D.YY H:m Z',
  • 'YYYY-M-D H:m Z',
  • 'YYYY/M/D H:m Z',
  • 'YYYY.M.D H:m Z',
Date and time strings with seconds and am/pm
  • 'M-D-YYYY H:m:s a',
  • 'M-D-YYYY H:m:sa',
  • 'M/D/YYYY H:m:s a',
  • 'M/D/YYYY H:m:sa',
  • M.D.YYYY H:m:s a',
  • M.D.YYYY H:m:sa',
  • 'M-D-YY H:m:s a',
  • 'M-D-YY H:m:sa',
  • 'M/D/YY H:m:s a',
  • 'M/D/YY H:m:sa',
  • 'M.D.YY H:m:s a',
  • 'M.D.YY H:m:sa',
  • 'YYYY-M-D H:m:s a',
  • YYYY-M-D H:m:sa',
  • 'YYYY/M/D H:m:s a',
  • 'YYYY/M/D H:m:sa',
  • 'YYYY.M.D H:m:s a',
  • 'YYYY.M.D H:m:sa',
Date and time strings without seconds with am/pm
  • 'M-D-YYYY H:m a',
  • 'M-D-YYYY H:ma',
  • 'M/D/YYYY H:m a',
  • 'M/D/YYYY H:ma',
  • 'M.D.YYYY H:m a',
  • 'M.D.YYYY H:ma',
  • 'M-D-YY H:m a',
  • 'M-D-YY H:ma',
  • 'M/D/YY H:m a',
  • 'M/D/YY H:ma',
  • 'M.D.YY H:m a',
  • 'M.D.YY H:ma',
  • 'YYYY-M-D H:m a',
  • 'YYYY-M-D H:ma',
  • 'YYYY/M/D H:m a',
  • 'YYYY/M/D H:ma',
  • 'YYYY.M.D H:m a',
  • 'YYYY.M.D H:ma',
Date, time, and time zone strings with seconds and am/pm
  • 'M-D-YYYY H:m:s a Z',
  • 'M-D-YYYY H:m:sa Z',
  • 'M/D/YYYY H:m:s a Z',
  • 'M/D/YYYY H:m:sa Z',
  • 'M.D.YYYY H:m:s a Z',
  • 'M.D.YYYY H:m:sa Z',
  • 'M-D-YY H:m:s a Z',
  • 'M-D-YY H:m:sa Z',
  • 'M/D/YY H:m:s a Z',
  • 'M/D/YY H:m:sa Z',
  • 'M.D.YY H:m:s a Z',
  • 'M.D.YY H:m:sa Z',
  • 'YYYY-M-D H:m:s a Z',
  • 'YYYY-M-D H:m:sa Z',
  • 'YYYY/M/D H:m:s a Z',
  • 'YYYY/M/D H:m:sa Z',
  • 'YYYY.M.D H:m:s a Z',
  • 'YYYY.M.D H:m:sa Z',
Date, time, and time zone strings without seconds with am/pm
  • 'M-D-YYYY H:m a Z',
  • 'M-D-YYYY H:ma Z',
  • 'M/D/YYYY H:m a Z',
  • 'M/D/YYYY H:ma Z',
  • 'M.D.YYYY H:m a Z',
  • 'M.D.YYYY H:ma Z',
  • 'M-D-YY H:m a Z',
  • 'M-D-YY H:ma Z',
  • 'M/D/YY H:m a Z',
  • 'M/D/YY H:ma Z',
  • 'M.D.YY H:m a Z',
  • 'M.D.YY H:ma Z',
  • 'YYYY-M-D H:m a Z',
  • 'YYYY-M-D H:ma Z',
  • 'YYYY/M/D H:m a Z',
  • 'YYYY/M/D H:ma Z',
  • 'YYYY.M.D H:m a Z',
  • 'YYYY.M.D H:ma Z',

 

For any date/time strings that specify a time zone, the time zone must be written in GMT time zone format. For example, to specify a time stamp in the PST time zone, it would be written as '12.12.2020 21:34:12 -07:00' where '-07:00' is the GMT equivalent of PST. If the time zone is not specified in a time-based data field, the time zone will default to that of your computer's current location.

Running the import

Once you have filled out the template, you will be ready to begin the import process. There are two phases to the process:

  • Phase 1: Upload - the CSV template is loaded into Lever
  • Phase 2: Import - candidate profiles and opportunities are generated based on the information in the CSV template

Uploading the CSV template

To upload the CSV template, you can drag it into the upload field or click Upload file and select the file from your desktop.

Bulk Importer main page

During the upload phase, Lever will check for any errors with the spreadsheet itself. At this point, Lever is not analyzing the contents of the cells in the spreadsheet - it is simply checking for errors with the file and the columns within. If there are any errors found during the upload phase, they will be listed above the file upload field. Below is a list of the upload errors you may encounter:

List of upload errors
  • No File
  • File Type - will appear if the uploaded spreadsheet is not a CSV file type
    • If you downloaded the template with instructions, make sure that you saved it as a CSV file type after filling it out.
  • Missing 'Full Name' Column - this is the only required column in the template
  • Duplicate Columns - will appear if there is more than one column with the header 'Full Name' in the uploaded template
  • Invalid Columns - will appear if there are any unrecognized column headers in the template
    • Refer to the table above for a list of all recognized column headers.
  • Dependent Column Errors - will appear if dependent columns for the 'Consent Status,' 'Archive Reason,' and/or 'Note' columns have not been filled out
    • If the 'Consent Status' field has a value, the corresponding cells in the 'Consent Status Updated' and 'Consent Status Expires At' columns must also have values.
    • If the 'Archive Reason' field has a value, the corresponding cell in the 'Archive Date' column must also have a value.
    • If the 'Note' field has a value, the corresponding cells in the 'DateNote,' 'UserNote,' and 'IsSecretNote' columns must also have values.
  • Missing Serialization for Notes - will appear if the 'Note' column headers have not been numbered correctly (e.g. Note-0, Note-1, Note-2, etc.)

Importing the template

Once any upload errors have been resolved, click the Start Import button to initiate the import phase. During import, Lever will analyze the contents of each cell in the spreadsheet and map the information accordingly. As the file is being imported, you will see a count of rows from the file that have been successfully imported as well as a count of those that have been found to contain errors.

Bulk Import progress page

When the import is complete, you will have the option to download a CSV containing all rows in which errors were found. Alongside each row, you will find an error message informing you of which cell in the row contains the error as well as how to fix it. This file will be available for 30 days following the initial import attempt. Download the CSV of rows with errors, resolve the errors, and re-upload that spreadsheet into the bulk import tool.

Import summary, close up on count of rows with errors and button to download rows with errors.

Expand the menu below to view the list of row import errors.

List of row import errors
  • 'Consent Updated At' must be before 'Consent Expires At'
  • 'Date Added' must be before 'Archive Date'
  • Archive reason or ID not recognized - the value must match an archive reason currently in use in your Lever environment
  • 'Origin' name not recognized - the value must match one of Lever's pre-defined origins: Applied, Sourced, Referred, Agency, or University
  • 'Owner' must be email address of active Lever user
  • 'Stage' name or ID not recognized - the value must match a stage in your Lever pipeline; Super Admins can confirm stage names by navigating to Settings > Pipeline and archive reasons > Pipeline stages
  • 'Archive Date' format not recognized - refer to the accepted date/time formats listed above
  • 'Consent Expires At' format not recognized - refer to the accepted date/time formats listed above
  • 'Consent Status' not recognized - must be either 'Provided,' 'Revoked,' or left blank
  • 'Consent Status Updated' format not recognized - refer to the accepted date/time formats listed above
  • 'Date Added' format not recognized - refer to the accepted date/time formats listed above
  • 'Email Address' format not recognized - must be in 'email@provider.com' format
  • 'Phone' contains invalid characters - only numbers and special characters are allowed in this field
  • Invalid 'Lever Posting URL' - check to make sure the URL and/or GUID have been input correctly. If using the full URL, it must contain the GUID (e.g. 6360c75a-bfee-49b4-8a73-d8e3e4c9aff4)
  • 'Archive Date' is missing
  • 'Archive Reason' is missing
  • 'Consent Expires At' is missing
  • 'Consent Status' is missing
  • 'Consent Status Updated At' is missing
  • Missing required value for 'Full Name'
  • 'DateNote-0' format not recognized - refer to the accepted date/time formats listed above
  • 'Note-0's group has to have a number as an index - make sure there is a number appended in the column header (following the dash) for each Note-related field in the group.
  • 'IsSecretNote' must be True or False - if the 'Note-0' field contains a value, the corresponding cell in the 'IsSecretNote' column must have a value of 'yes' or 'no'
  • 'UserNote-0' must be email address of active Lever user
  • 'Note-0' is missing note contents
  • 'DateNote-0' is missing date of note
  • 'UserNote-0' is missing user information

As the import is running, you can navigate away from the bulk import tool and continue to work elsewhere in Lever. When the import is complete, you will receive an in-app notification as well as an email.

Example of an import completion email

You can cancel an in-progress import at anytime by clicking the Cancel Import button on the import progress page. If you navigated away from the import progress page, you can revisit the import status via Settings > Candidate Import History and cancel the import from there. Any candidates that had been imported prior to the cancellation will remain in your Lever environment. Refer to the Import Summary to review which candidates were imported before the cancellation. If you need assistance undoing a bulk candidate import, please contact Lever Support.

There can only ever be one import running at a time in a Lever environment. If a user attempts to initiate an import while another import is already in progress, they will be informed as such and prompted to try again later.

Close up of modal in Lever reading 'Import in progress, try again later'

All successfully imported candidates will have a unique tag applied to their opportunities, so you can easily trace opportunities that came from a specific bulk import. Clicking the View Opportunities button on the Import Summary will open a view of your pipeline and archive filtered for opportunities with that specific import tag.

Close of up import summary showing count of succesfully imported rows, their opportunity tag, and a button to view opportunities.

Reviewing import history

You can review the historical record of all bulk candidate imports by navigating to Settings > Candidate Import History. This page is visible to any user in your Lever environment that has the ability to run bulk imports.

Candidate Import History page in Settings

The Import History page shows all completed, cancelled, and failed bulk candidate imports. It also shows in-progress imports, so you and your team members can monitor their status and plan their own imports accordingly. You can view the runtime for each import, to get a sense of how long each import takes on average relative to the number of candidates imported. Opening an entry in the list will reveal its Import Summary, from which you can view details pertaining to the import including the user that ran the import, when it was run, how long it took to complete, successfully imported candidates, and any rows from the file that failed to import.

Import Summary page

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