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Easily upload your existing data into Vincere using simple CSV files. Whether you're migrating from another platform or uploading spreadsheets, this guide walks you through importing Companies, Contacts, Jobs, Candidates, Applications, Tags, and more.
What You Need Before You Start
✅ File Format Required:
All data must be in CSV (Comma-Separated Values) format.
How to Convert to CSV?
Excel: File → Save As → CSV (Comma delimited)
Google Sheets: File → Download → Comma-separated values (.csv)
⭕ General CSV Import Rules
Only simple data can be imported.
You must use the provided CSV templates — each entity has a specific template.
You can’t add custom fields beyond those in the template.
External IDs are required to link records across entities.
Geotagging and phone number country codes are not supported.
Importing creates new records — it does not update existing ones.
You must follow the correct order when importing (e.g., Company → Contact → Job).
📝 Notes: Please note that this is a process that will be performed by yourself or your team.
Our customer support team will not be able to perform this import process for you. If you need or require a professional team to perform the import process, you can fill up our professional services form to receive a quote below:
⭕ Importing Companies
To import Companies into Vincere, follow the steps below:
Fill in the Company Template with your data.
Check the Company Fields Guide to ensure correct formatting.
Download the sheet as CSV (File > Download > CSV).
Go to Vincere: Settings > Data Import > Start > Company > Upload.
Map the fields (auto-maps if template is correct).
Click Next, then check the preview.
Click Start Import, then Yes to confirm.
Import begins.
🤔 FAQs for Import Companies:
🤔 FAQs for Import Companies:
Q1: What happens if my company data already exists?
Answer: CSV import only creates new records — it will not update existing data. These records will be skipped
Q2: What if my company data is skipped?
Answer: Check that mandatory fields (Company External ID, Name) are filled in correctly.
Q3: Where can I find the External ID for a company?
Answer: If importing for the first time, create the External ID. If linking to existing records, check the CSV file used to create them or use the Record ID
Q4: Can I use the Record ID as the External ID?
Answer: Yes, you can use Record IDs to link imported data to existing entity records.
⭕ Importing Contacts
To import Contacts into Vincere, follow the steps below:
Ensure Companies are Uploaded First via CSV.
Fill in the Contact Template with your data.
Use External IDs to link contacts to the correct companies.
Refer to the Contact Fields Guide for correct formatting.
Download the sheet as CSV (File > Download > CSV).
Go to Vincere: Settings > Data Import > Start > Contact > Upload.
Map the fields (auto-maps if using the correct template).
Click Next and review the preview.
Click Start Import, then Yes to confirm.
Import begins.
📝 Notes: You can't import and link contacts to companies created via Quick add and Velocity.
You can only import contacts to companies created via CSV import. If a contact is linked to a company that has been skipped, the linked contact will be skipped as well.
🤔 FAQs for Import Companies:
🤔 FAQs for Import Companies:
Q1: What if the contact doesn’t link to the company?
Answer: Ensure the Company External ID matches the one in the company file.
Q2: Can I update a contact using CSV import?
Answer: No — CSV import creates new records only.
⭕ Importing Jobs
To import Jobs into Vincere, follow the steps below:
Ensure Contacts are Uploaded First via CSV.
Fill in the Job Template with your data.
Use External IDs to link jobs to the correct contacts.
Refer to the Job Fields Guide for correct formatting.
Download as CSV (File > Download > CSV).
Go to Vincere: Settings > Data Import > Start > Job > Upload.
Map the fields (auto-maps if using the correct template).
Click Next and check the preview.
Click Start Import, then Yes to confirm.
Import begins.
📝 Notes: You can't import and link Jobs to contacts created via Quick add and Velocity.
You can only import contacts to companies created via CSV import. If a job is linked to a contact that has been skipped, the linked job will be skipped as well.
🤔 FAQs for Import Jobs:
🤔 FAQs for Import Jobs:
Q1: What happens if the contact ID is missing?
Answer: The job will not be imported. The Contact ID is mandatory.
Q2: Can I import a job without a contact?
Answer: No — the contact must be created first.
⭕ Importing Candidates
To import Candidates into Vincere, follow the steps below:
Fill in the Candidate Template with your data.
Use the Candidate Fields Guide for formatting help.
Download as CSV (File > Download > CSV).
Go to Vincere: Settings > Data Import > Start > Candidate > Upload.
Map the fields (auto-maps with the correct template).
Click Next and review the preview.
Click Start Import, then Yes to confirm.
Import begins.
🤔 FAQs for Import Candidates:
🤔 FAQs for Import Candidates:
Q1: Can I create a new candidate and job at the same time?
Answer: No — candidates and jobs must be imported separately.
Q2: Can I geotag a candidate record?
Answer: No — CSV import does not support geotagging.
⭕ Importing Applications
To import Applications into Vincere, follow the steps below:
Ensure Candidates and Jobs are Uploaded First via CSV.
Fill in the Application Template with your data.
Use External IDs to link to the correct candidate and job.
Refer to the Application Fields Guide for correct formatting.
Download as CSV (File > Download > CSV).
Go to Vincere: Settings > Data Import > Start > Application > Upload.
Map the fields (auto-maps with the correct template).
Click Next and check the preview.
Click Start Import, then Yes to confirm.
Import begins.
📝 Notes: You can only import applications and link them to candidates and jobs created via CSV import
If an application is linked to a candidate that has been skipped, the linked application will be skipped as well.
🤔 FAQs for Import Applications:
🤔 FAQs for Import Applications:
Q1: What if I get an error during import?
Ensure all record owners exist in Vincere.
Check for mandatory fields and valid formats.
Remove special characters and extra rows.
⭕ Importing Tags (Industry, sub-industry)
To import Tags (Industry, sub-industry) into Vincere, follow the steps below:
Create Industries & Sub-Industries first (click here for steps).
Open the Industry Template.
In Column 1, enter the entity type (see Tag Fields for options).
Get the Record ID or External ID of the record to tag.
Enter the Industry and Sub-Industry in the last two columns.
Go to Vincere: Settings > Data Import > Start > Application > Upload.
Map the fields (auto-maps with the correct template).
Click Next and check the preview.
Click Start Import, then Yes to confirm.
Import begins.
📝 Notes: If you will be using the Entity ID (record ID) column, you won't need to use the External ID column and Vice versa.
You will need to create the Industry and subindustry in Vincere before importing for this to work
🤔 FAQs for Import Tags:
🤔 FAQs for Import Tags:
Q1: Can I add multiple tags to a record?
Answer: Yes — add a new row with the same record ID for each new tag.
⭕ Importing Functional Expertise and Sub Functional Expertise Tags
To import Functional Expertise and Sub Functional Expertise Tags into Vincere, follow the steps below:
Create Functional & Sub-Functional Expertise first (click here for steps).
Open the Functional Expertise Template.
In Column 1, enter the entity type (see Tag Fields for options).
Get the Record ID or External ID of the record to tag.
Add Functional Expertise and Sub-Expertise in the last two columns.
Go to Vincere: Settings > Data Import > Start > Application > Upload.
Map the fields (auto-maps with correct template).
Click Next and review the preview.
Click Start Import, then Yes to confirm.
Import begins.
📝 Notes: If you will be using the Entity ID (record ID) column, you won't need to use the External ID column and Vice versa.
You will need to create the Industry and subindustry in Vincere before importing for this to work
⭕ CSV Import Best Practices
✅ Keep it simple. Don’t overcomplicate with too many fields.
✅ Maintain a master file. Keep all your CSVs organized for reference.
✅ Check skipped file reports. They show why records failed to import.
🤝 Need Help?
This is a self-service process.
Support cannot perform the import for you.
Want help from experts? 👉 Request a Quote for Professional Services
Now you're ready to take full control of your data in Vincere.
Happy importing! 🤩