Recruiting imports and migration FAQ

Relevant for: Recruiters

Table of Contents:

1. Who can import recruiting data, and where?
2. In which order should I import?
3. Which files are supported?
4. Can I import a file again to fix errors?
5. Why were my jobs and postings imported as drafts?
6. Why do imported candidates show "No stage" or can't be moved?
7. Which date and number formats can I use?
8. Why was a row rejected?
9. Why are hiring team members, teams, or locations missing?
10. How do I import resumes and other documents?

1. Who can import recruiting data, and where?

Admins run recruiting imports themselves. Go to 'Settings' > 'Integrations and imports' > 'Import data', and under 'Type of import', choose 'Recruiting openings', 'Recruiting jobs', 'Recruiting job postings', 'Recruiting candidates & applications', or 'Recruiting documents'. Imports matter most when you set up Recruiting, but you can also use them later, e.g., for applications you received outside Leapsome. Not all data types can be imported. You find the results in 'Settings' > 'Recruiting' > 'Import history'.

For the full steps, see Importing data and migrating from another ATS.

2. In which order should I import?

Import openings first, then jobs, job postings, candidates & applications, and documents last. Later files link to earlier ones by ID. If a linked record doesn't exist yet, the row is imported without the link and flagged. Import the missing data, then import the file again to add the links.

3. Which files are supported?

Excel or CSV files of up to 64 MB. Split larger files. Each import also has a row limit, e.g., 100,000 rows for candidates & applications. Very wide candidate files can reach a data size limit earlier. Documents are imported as a ZIP file of up to 4 GB.

4. Can I import a file again to fix errors?

Yes. Records are matched on their ID column, so importing a file again updates existing records instead of creating duplicates. 'Import history' lists the rows that need your attention for each import, marked 'Not imported' or 'Imported, needs review'. Fix them and import the file again.

5. Why were my jobs and postings imported as drafts?

Imported jobs always start as drafts, and imported postings are never added to your career portal. You always publish them yourself in Leapsome. The warning lists what's missing to publish, e.g., a team, location, open opening, hiring team member, or evaluation process. Jobs or postings imported as closed are hidden by the default filters. Change the status filter to see them.

6. Why do imported candidates show "No stage" or can't be moved?

The row had no stage, or the stage name didn't match a stage in the job's evaluation process. If the job has no evaluation process, its applications can't move through the pipeline. Add an evaluation process to the job and import the file again.

7. Which date and number formats can I use?

Dates: your company's import / export date format, or YYYY-MM-DD. Leapsome reports unclear dates instead of guessing. Amounts: plain numbers without currency symbols or thousands separators. Currencies: three-letter codes, e.g., EUR. Pay intervals other than hourly, monthly, and annual are converted to an annual amount and flagged.

8. Why was a row rejected?

A candidates & applications row needs a candidate email or Candidate ID. Rows without a Job ID only update an existing candidate. IDs must be unique per row, and a candidate can only have one open application per job. Job posting titles must be unique.

9. Why are hiring team members, teams, or locations missing?

Team and location names must match existing records exactly. Hiring team members must be active users identified by their email, and their hiring team role must exist in your company.

10. How do I import resumes and other documents?

Use the 'Recruiting documents' import and upload a ZIP file of the document export from your previous ATS. Choose where the ID is read from (file or folder name), which ID it is, and whether files are added to the candidate or the application. Files in a resumes folder become resumes, and other files become additional documents. Nothing is added until you confirm.