Once you have access to your Vincere site, you can start adding data to your system. However, if you already have existing data, you can import it in the system through our professional services team, or you can also do it yourself by using the CSV import tool.

Things to take note of about Importing to CSV

CSV will only import Simple data
You will need to download and use the provided template to complete the import
These templates will contain the only fields that you can import in Vincere using this method
There is a template for each entity. (Company, contacts, jobs, etc.)
This method does not offer Geo-tagging options for records
This method does not add country codes to phone numbers
This method does not import Industries and functional expertise, as well as their sub menu information
The import process will only create new records. It will not update existing records in the system
It is necessary to import the files in the correct Sequence (For CRM: Company > Contacts > Jobs, For ATS: Candidates > Application)- Ensure that CSV files are encoded in UTF-8 to prevent issues with special characters during data imports.

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:

What do you need to get started

Basic to intermediate knowledge on using Microsoft Excel or Google Sheets
Access to Microsoft Excel or Google Sheets
An editable copy of the data you want to import via CSV
The Vincere CSV import template (Available in this guide)
Add your data to the file you copied

Importing your CRM Database in Vincere

Step 1. Importing Companies

Go to the Company template in the guide tab and input your data
Refer to the Company fields tab on what fields you can import and what data is needed for each field

Mandatory fields:
company-externalId
company-name
Once you have completed the data, go to file > Download and click CSV
Go to your Vincere site and click on Settings > Data import
Click on the Start button under Import to CSV
Select Company Entity and click upload
Select the file you downloaded
Map the fields. By double-clicking the fields on the right or dragging it to the correct field on the left. (If you're using the correct template, the fields should be mapped out correctly.)
Click on Next
Check the preview if the data is correct then click Start Import
Click Yes to confirm
Wait for the import to finish.

Step 2. Importing Contacts

Make sure that the company/companies you want to upload contacts to, are already uploaded in the system via CSV
Go to the Contact template in the guide and input your data
Use the External ID of the companies to relate/link the contact to the correct company### Best Practices:

Use External IDs: Ensure that either the External ID or Company Entity ID is utilized to link contacts to the correct companies. If the External ID was not uploaded during company import, manually assign them before uploading contacts to avoid linking errors.
Avoid Duplication of Linking Fields: Do not use both Contact-Company External ID and Company Entity ID simultaneously in the same row of the CSV as this can create conflicts.

Refer to the Contact fields guide on what fields you can import and what data is needed for each field Mandatory fields: contact-companyId contact-externalId contact-lastName
Once you have completed the data, go to file > Download and click CSV

<br> 6. Go to your Vincere site and click on Settings > Data import 7. Click on the Start button under <b>Import to CSV</b> 8. Select Contact Entity and click upload 9. Select the file you downloaded 10. Map the fields. By double-clicking the fields on the right or dragging it to the correct field on the left. (If you're using the correct template, the fields should be mapped out correctly.) 11. Click on Next 12. Check the preview if the data is correct then click Start Import 13. Click Yes to confirm 14. Wait for the import to finish.

IMPORTANT:

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. ### Troubleshooting Tips:
Stuck Imports: If the contact import stalls (e.g., at 10%), check if the CSV file encoding is set to UTF-8 and ensure mandatory fields are formatted correctly.
Use and Save: Re-save your CSV file before re-uploading to resolve formatting glitches.
Browser Cache: Clear your browser cache or use an incognito window for smoother performance.

Step 3. Importing Jobs

Make sure that the contact/s you want to upload jobs to, are already uploaded in the system via CSV
Go to the Job template and input your data
Use the External ID of the companies to relate/link the contact to the correct contact
Refer to the Job fields guide on what fields you can import and what data is needed for each field

Mandatory fields:
- position-contactId
- position-externalId
- position-title
Once you have completed the data, go to file > Download and click CSV
Go to your Vincere site and click on Settings > Data import
Click on the Start button under Import to CSV
Select Job Entity and click upload
Select the file you downloaded
Map the fields. By double-clicking the fields on the right or dragging it to the correct field on the left. (If you're using the correct template, the fields should be mapped out correctly.)
Click on Next
Check the preview if the data is correct then click Start Import
Click Yes to confirm
Wait for the import to finish.

IMPORTANT:

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.

Step 4. Importing Candidates

Go to the Candidate template tab in the guide and input your data
Refer to the Candidate fields tab in the guide on what fields you can import and what data is needed for each field

Mandatory fields:
candidate-externalId
candidate-email
candidate-firstName
candidate-Lastname
Once you have completed the data, go to file > Download and click CSV
Go to your Vincere site and click on Settings > Data import
Click on the Start button under Import to CSV
Select Candidate Entity and click upload
Select the file you downloaded
Map the fields. By double-clicking the fields on the right or dragging it to the correct field on the left. (If you're using the correct template, the fields should be mapped out correctly.)
Click on Next
Check the preview if the data is correct then click Start Import
Click Yes to confirm
Wait for the import to finish.

Step 5. Importing Applications

Make sure that the candidate/s and job/s you want to upload applications to, are already uploaded in the system via CSV
Go to the application template tab in the guide and input your data
Use the External ID of the candidate and job to relate/link the application to the correct candidate and job
Refer to the Application fields tab in the guide on what fields you can import and what data is needed for each field.
Once you have completed the data, go to file > Download and click CSV
Go to your Vincere site and click on Settings > Data import
Click on the Start button under Import to CSV
Select Application Entity and click upload
Select the file you downloaded
Map the fields. By double-clicking the fields on the right or dragging it to the correct field on the left. (If you're using the correct template, the fields should be mapped out correctly.)
Click on Next
Check the preview if the data is correct then click Start Import
Click Yes to confirm
Wait for the import to finish.

IMPORTANT:

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.

Import status: