This article walks you through the full CSV import process in Vincere, from preparing your files to uploading and reviewing your data. Following the correct import order ensures your records link together properly in the system.
⚠️ Important: Records must be imported in the correct hierarchy order. Importing out of sequence will cause records to be skipped.
Import Your Data to Vincere Using CSV
Vincere's CSV import follows a strict hierarchy to ensure records are linked correctly. You must import in this order:
CRM records: Company → Contacts → Jobs
ATS records: Candidates → Applications
📌 Note: We strongly recommend using the Vincere CSV templates as they are pre-formatted to auto-map fields during the import process.
Key Terms to Know
Before you begin, familiarise yourself with these terms:
Term | Definition |
External ID | A user-created alphanumeric value that identifies a record uniquely and links records together. Not the same as a system-generated ID in Vincere. |
Mandatory field | A required column in your CSV. If a mandatory field is empty, that row will be skipped during import. |
Skipped file | A downloadable report of rows that failed to import, with error codes explaining why. |
Import Status Definitions
Status | Meaning |
Finished | The CSV has completed importing. |
Incomplete | The import was cancelled mid-process by the user. |
Reverted | The user clicked Undo, reversing the import. |
Available Actions
Action | When it appears |
Undo | Available when a CSV status is Finished. Removes all imported data from the system. |
Resume | Available when a CSV status is Incomplete. |
Delete | Available when a CSV status is Incomplete or Reverted. |
Step 1: Create the Company CSV
Companies have no prerequisites — they are always the first records you import.
Mandatory fields: company-externalId, company-name
company-externalId | company-name |
COMP001 | Anaheim Electronics United Kingdom |
COMP002 | Anaheim Electronics Singapore |
📌 Note: If a company has multiple branches, include the branch name alongside the company name to prevent rows from being skipped.
Step 2: Create the Contact CSV
Contacts must be linked to an existing company using the company's external ID (contact-companyId). You must complete the company import before importing contacts.
Mandatory fields: contact-companyId, contact-externalId, contact-lastName
contact-companyId | contact-externalId | contact-lastName |
COMP001 | CONT001 | Wright |
COMP002 | CONT002 | Corlett |
📌 Note: If a contact is linked to a company that was skipped during import, that contact will also be skipped.
Step 3: Create the Jobs CSV
Jobs must be linked to a contact using the contact's external ID (position-contactId). You must complete the contact import before importing jobs.
Mandatory fields: position-contactId, position-externalId, position-title, contract-length
position-contactId | position-externalId | position-title | position-headcount |
CONT001 | JOB001 | Engineer | 3 |
CONT002 | JOB002 | Researcher | 1 |
Step 4: Create the Candidate CSV
Candidates belong to the ATS structure and have no prerequisite records. However, a valid and unique email address is required for each candidate, as it acts as their unique identifier in Vincere and prevents duplicate records from being created.
Mandatory fields: candidate-externalId, candidate-email
candidate-externalId | candidate-email |
CAN000 | |
CAN001 |
📌 Note: If a candidate does not have an email address, you can use a placeholder email.
Make sure each placeholder is unique, follows standard email format (e.g.
name@domain.com), and ideally includes the candidate's ID or name to help with identification. Replace placeholder emails with real addresses as soon as they are available.
Step 5: Create the Application CSV
Applications depend on both job and candidate records. Both must be imported before you can import applications.
Mandatory fields:
application-positionExternalId,application-candidateExternalId,application-stage,application-date
application-positionExternalId | application-candidateExternalId | application-stage | application-date |
JOB001 | CAN000 | SHORTLISTED | 20/01/2020 |
JOB002 | CAN001 | FIRST_INTERVIEW | 02/02/2020 |
Upload and Review Your CSV in Vincere
Once your CSV files are ready, follow these steps to import them into the system.
Go to Settings, then click Data Import, then select Import from CSV.
Click on the entity you want to import — start with Company if this is your first import.
Upload your CSV file, then review the field mapping screen. If you used the Vincere template, all fields should be auto-mapped automatically.
If you did not use the template, manually match each field in your CSV to the corresponding Vincere field.
Check for the confirmation message: "All mandatory fields were picked up in field mapping. Your data is qualified to import now." If this appears in green, click Next.
Review a preview of your data on the next screen, then confirm the import to begin.
📌 Note: Any duplicate rows detected during the review step will be skipped automatically.
Review and Fix Skipped Records
Not every import will be perfect on the first attempt. If any rows could not be imported, Vincere will generate a skipped file report.
Go to Settings, then click Data Import, then select Import History.
Click Details next to the relevant import to see how many rows were imported and how many were skipped.
Click on the file's name to download to retrieve the skipped file report. The report includes error codes explaining why each row failed.
Correct the errors in your CSV, then re-import the skipped rows following the same steps above.