After you have started using TalentLyft, and you are going through the implementation process, there is one thing to keep in mind, and that is the data migration of your old candidate database.
NOTE: This isn’t necessary, but it will enable you to keep your old candidates and import them to TalentLyft.
There are three ways of importing your old data:
Uploading candidates' CVs directly into TalentLyft
This is the easiest way if it is available. This option can be used if you have a folder of CVs, which you can easily import to TalentLyft. When uploading CVs, TalentLyft will parse your candidates’ CVs and will create candidate profiles and applications. This option can be done in bulk, up to 50 CVs at a time.
Using our API
This option will be the most time-consuming for you, but you will have the most freedom when importing your old data. You can import even the smallest bit of information about your old candidates. API docs are here.
Importing candidate data using a CSV file
You will need to make a CSV (Comma Separated Values) file containing the candidate details and a ZIP archive with the same candidates’ CVs. Once you have done that, contact us and send us the files to upload them into TalentLyft.
Data migration is currently provided for different applicant tracking systems. To facilitate this migration, a complete well-structured export of your job and candidate data must be provided. Contact your previous ATS to request important information about your data export, such as how to obtain it, what data it includes, and how long it will take to receive it.
Importing candidate data using a CSV file
Mapping your data
Before you start compiling the data and filling in the CSV file, you will need to map your existing data. Select which information you would like to import into TalentLyft and determine in which column that value will go in the CSV file.
How to fill your CSV file
The CSV file opens in Microsoft Excel, and all you need to do is enter the information about the candidates you want to import.
NOTE: You can find our import CSV file template here. Please note that you must download the file first, in order to fill it out.
The first cell of each column contains instructions on which information you need to enter and how. After you hover your mouse cursor over the first cell, the explanation box will appear.
The following fields are available for you to fill in:
First Name - candidate's first name
Last name - candidate's last name
Job Title – current position of the candidate you wish to import
Email – candidate's contact email address
Phone – contact phone number of the candidate
Address – candidate's address
Job – to which job, that you have created in TalentLyft, you want to import the candidate
Stage – to which stage of the hiring pipeline for the selected job you wish to import the candidate. If the candidate is disqualified, enter the stage in which they were disqualified.
Disqualified – is this candidate disqualified or still active. Enter TRUE or FALSE.
DisqualifiedAt – the date (YYYY-MM-DD) when the candidate was disqualified.
Disqualified Reason – reason for the disqualification if the candidate is disqualified.
Created – when was the candidate created (YYYY-MM-DD), date when they applied.
Summary – candidate summary. A short description of the candidate.
Note – which information would you like to keep regarding this candidate, but can’t write anywhere else.
Skills – skills that a candidate possesses that can be useful, and you want to keep
Tags – values that can distinguish one candidate from another. Something specific that can help you search and filter candidates easier
Cover Letter – candidate’s cover letter text
SourceType - a source of the application that you want to import. The list of available source types can be seen if you hover over the SourceType header of the CSV template.
SourceSubType - depending on the SourceType, you will need to enter additional information regarding the source of the application. If you hover your mouse cursor over the SourceSubType header of the CSV template, you will see what you need to enter, depending on different SourceTypes.
Resume – the name of the candidate’s resume file. Please note, the value that you enter here needs to match the CVs name in the ZIP file.
File – the name of the candidate’s file. It can be an additional certificate or some other document that you wish to save for this candidate.
NOTE: When filling in the Resume field, keep in mind, the information you enter here needs to match the name of that candidate’s CV that you added to the ZIP archive.
The most important thing when saving your CSV file is to save it in UTF-8 format. That way, TalentLyft will be able to recognize all the characters.
Creating a ZIP archive with candidates’ CVs
Put together all the CVs that you want to match with the candidates added to the CSV file, put them in the same folder, and archive them into a ZIP file.
The supported resume file types are: .pdf, .doc, .docx and .txt.
NOTE: The name of the CVs has to match the name of the candidate's Resume field in the CSV file.
Sending us the data
Once you have compiled all the data, created a CSV file and a ZIP file for your candidates’ CVs, send it to us to import the data to TalentLyft. You can contact us via email, or if it is a larger file, upload it somewhere and send us the link.
NOTE: When importing your old candidates and their data, we need to import them to a job in TalentLyft. When sending us the data, please specify to which job you want us to import those candidates.
Importing candidate data from Legacy ATS
1. Request your full data export from your legacy ATS
NOTE: Any data created in your legacy ATS after the data export has been created will not be included in the migration and will have to be manually added to Track if you would like to retain this information.
2. Please get in touch with our Customer Success team to start the data migration process.
Reviewing the imported data
To ensure all the data is imported correctly after our Customer success team imports the requested job and candidate information, please review the information.
If there are any issues with the imported data, contact our Customer Success team.