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How to Upload Candidates Using CSV

This guide explains how to invite candidates to interviews using the bulk invitation feature. You can efficiently invite multiple candidates by uploading a CSV (a spreadsheet file you can create in Excel or Google Sheets) with their information.

Step-by-Step Process

1. Prepare Your CSV File

Your CSV file must contain this required column:

  • email - Valid email address

Optional columns:

  • first_name - Candidate's first name
  • last_name - Candidate's last name

Example CSV format: 

email,first_name,last_name
john.doe@example.com,John,Doe
jane.smith@example.com,Jane,Smith
alex.johnson@example.com,Alex,Johnson

2. Access the Invitation Manager

  1. Go to your opening in the platform → Click on Applications
  2. Click on the "Invite Candidates" button on the right side (or in the centre of the screen if inviting candidates for the first time)
  3. A page/form will open for the invitation manager

Invite Candidates Button

Click the "Invite Candidates" button to access the invitation manager

3. Upload Your CSV File

CSV Upload Interface

You can upload your CSV file by:

  • Drag & Drop: Drag your CSV file directly into the upload area
  • File Selection: Click "Select File" to browse and choose your file

4. Data Validation & Processing

The system automatically validates your data:

  • Email Validation: Checks for valid email format
  • Duplicate Detection: Identifies duplicate email addresses
  • Data Completeness: Verifies required fields are present

Validation Warning Example

5. Configure & Download

  1. Preview: Review candidate list and validation status

  2. Set Time Windows (Optional): Click the "Set Time Window for Invitations" checkbox to configure when interviews become available to candidates and when invitation links expire. Leave unchecked for immediate activation with default expiration.

    • Start After: Sets when candidates can begin accessing their interview links
    • End Before: Sets when invitation links expire and become inaccessible

    Set Time Windows

  3. Process: Click "Upload Candidate" to generate links

  4. Download: Get CSV file with candidate application links for email distribution

For Large Uploads

Process candidates in batches of 200-300 for optimal performance.

Troubleshooting Guide

Invalid CSV format error

Solution: Save file as CSV, not Excel (.xlsx). Ensure comma-separated values with proper headers.

Email column not found

Solution: Rename your email column to exactly email (lowercase) in the first row.

Invalid email format errors

Common Issues: Missing @ symbol, spaces, invalid domains (.con vs .com), special characters Solution: Review and correct flagged email addresses or remove invalid entries.

Duplicate email detected

Meaning: Same email appears multiple times. The system processes only the first occurrence. Solution: Remove duplicates before uploading.

Missing required fields

Solution: Check for empty cells in email, first_name, or last_name columns. Fill missing data or remove incomplete rows.

Upload/processing failures

Solutions:

  • Check internet connection
  • Split large files into smaller batches (100-500 candidates)
  • Close file in Excel/Sheets before uploading
  • Try different browser or refresh page
  • Test with smaller file first (5-10 candidates)

Support and Additional Resources

Need help with candidate uploads? We're here to assist you.

Email Support: support@recruit41.com - Get expert help with technical issues or questions about the upload process.

Related Documentation: