The Applicant Import feature allows permitted system users to manually create new applicant profiles for any open position(s). This can be helpful in transitioning paper applications to digital, or to manually move an applicant from one position to another (as drag-and-drop between positions is not permitted).
Please note - bulk/mass importing of applicant profiles is not possible, all importing is done on an individual applicant basis and within individual Applicant Queues.
In Admin > User Roles, System Administrators may select which user roles can create applicant files. Check the user role you wish to update, then click Take Action > Edit > Applicant Processing, then switch the Import Applicants permission to the “On” position and click Save. System Administrators are permitted to import by default.
Importing/Creating an Applicant File
All applicant files must be associated with an open position (Posted or Paused); it is not possible to add applicants to Unposted or Archives positions.
To create an applicant file, you must have the applicant’s first name, last name, and email address (these are all required to create a base record).
If all basic information is available, begin by navigating to My Positions and click on the position title you wish to create an applicant file for and enter its Applicant Queue.
While in any Applicant Queue, click Take Action > Add Applicant to bring up the applicant creation form. Make sure no other applicants are selected before clicking Take Action.
The available fields are as follows (a red asterisk indicates a required field):
- First Name*
- Last Name*
- Address 2
- ZIP Code
- Alternate Phone
- Applicant Source*
- Original Application Date (date picker or manual date entry)*
- Resume (ability to upload, the max file size is 50MB)
- Other Files (A new applicant profile tab titled “Other Files” appears; max file size is 3MB)
After all fields have been completed, click Save to create the applicant file. If you wish to create multiple files in succession, click the Save and Add Another button to save your current applicant and clear the form allowing you to easily create additional applicants.
If an email address is entered that is already associated with an existing applicant, the applicant’s personal information will automatically be pre-populated into your form.
After the applicant file has been created, an activity will appear in the Applicant File activity stream only, indicating which user created the applicant file. Note: this entry will not appear in the activity stream on the Dashboard or Position Details.
The following applicant information will be automatically populated when the applicant file is created:
1. Application Type = Manual Addition
2. Stage = Stage 0: Received
3. Applied Date = Your receipt of applicant's information outside hiring system
4. Last Action Date = In-system file creation date ("Applied Date" and "Last Action Date" may differ)
5. Last Action = File Created
For every applicant file created, the position’s applicant count and query count increase by one.
Once An Applicant File is Created
The hiring system will automatically cross-reference the applicant’s email address and if a match is found, all of the applicant’s previous applications will be available within the “See other applications” link.
If the position the applicant was associated to contains any position elements, those element tertiary tabs will be grayed out within the applicant file.
Once an applicant file is created, the applicant can be fully processed including Hire and Reject actions, or conversely, a user can invite the applicant to complete a full application. Simply select the applicant from the Applicant Queue > Take Action > Invite to Job. This will bring up a prewritten email containing a link to the position. Once the email is received the applicant can click the link to complete the full application at which point their Application Type will change to “Full Application”.
Internal Picklist Options
We created two internal-only picklist options that can be applied to imported applicants. They are “Imported” and “Unknown.” The thinking behind this is you may not know the applicant’s source, but because it is a required field when creating applicant files, you may want to apply a source of “Unknown” or “Imported”. These sources can later be changed by the applicant on the Personal Information section of the application, should they return to complete their full application.