Relevant for: Recruiters
How do I import data from another ATS into Leapsome?
Go to 'Settings' > 'Integrations and imports' > 'Import data' and import your spreadsheets in this order: 'Recruiting openings', 'Recruiting jobs', 'Recruiting job postings', and 'Recruiting candidates & applications'. Then import CVs and other files as a ZIP archive with 'Recruiting documents'.
Imports bring your openings, jobs, postings, candidates, applications, stage history, archive reasons, and documents from your previous ATS into Leapsome. Every import checks and previews your file before anything is saved, so you can fix problems first. Imports also match records on the IDs from your old system. This means you can correct a file and import it again without creating duplicates.
Table of Contents:
- When should I import recruiting data?
- What should I prepare before importing?
- How to import openings, jobs, postings, and candidates
- How to import CVs and other documents
- How do I check the results of an import?
- Who can import recruiting data?
When should I import recruiting data?
- During implementation, when you move from your previous ATS to Leapsome
- Later on, e.g., to import applications you received outside Leapsome
- To add historical data for your recruiting analytics or to reach out to past candidates again
What should I prepare before importing?
- Activate Recruiting and set up at least one evaluation process. Without one, imported applications have no stage. To learn more, see Activating Recruiting.
- Add any missing candidate sources and archive reasons in 'Settings' > 'Recruiting' > 'Recruiting fields'. Values that don't match an existing option are flagged during the import.
How to import openings, jobs, postings, and candidates
- Go to 'Settings' > 'Integrations and imports' > 'Import data' and choose a recruiting import under 'Type of import'.
- Click 'Download template', fill it in, and click 'Upload file'.
- Map your columns and review any flagged values. The import wizard explains each column.
- For candidates and applications, use 'Match stages' to map each stage from your old system to a stage in the job's evaluation process. You can also leave a stage unmatched.
- Review the summary of new, updated, and unchanged records and confirm. The import then runs in the background.
When you import candidates and applications, keep in mind:
- Rows that share a candidate ID become one candidate with several applications.
- Status values from your old system are translated into Leapsome statuses, e.g., "Offer accepted" becomes Hired, and "Rejected" ends the application.
- Ambiguous date formats and ratings outside a 1 to 5 scale are flagged for you to fix. Leapsome doesn't guess or rescale them.
Note: Applications without a matched stage appear in the pipeline's "No stage" column.
How to import CVs and other documents
- Under 'Type of import', choose 'Recruiting documents' and upload a ZIP archive.
- Choose how files are identified: by file or folder name, using the application ID, candidate ID, or candidate email. Then choose whether the files are attached to the candidate or to the application.
- Review which files are ready, which need your input, and which will be skipped. Resolve unmatched files or skip them.
- Confirm the import. No files are attached until you confirm.
Files in a sub-folder named "resume", "resumes", "cv", or "cvs" are imported as CVs. Files in other sub-folders are imported as additional documents.
Note: Documents are only matched on exact IDs or email addresses, never on similar names. This way, a CV is never attached to the wrong person.
How do I check the results of an import?
Go to 'Settings' > 'Recruiting' > 'Import history'. Here, you can see every recruiting import, what it changed, and any rows that need your attention. Fix those rows in your file and import it again. For answers to common questions, see Recruiting imports and migration FAQ.
Please note: The 'Applicant Tracking System (ATS) integrations' in 'Settings' > 'Integrations and imports' sync new hires from an external ATS into the Leapsome HRIS. They don't move data into Recruiting. To migrate your recruiting data, use the imports described in this article.
Who can import recruiting data?
- Admins can run recruiting imports and see 'Import history' once Recruiting is activated.
- Imports aren't available while you're logged in as another user (impersonation), because they write candidate personal data in bulk.