1. UNDERSTANDING DATA INSIDE VINCERE
⛔️IMPORTANT: You need to be an Admin to perform data import.
Before you prepare your spreadsheets for import, it’s best you understand how data is organised in Vincere. Follow the recommended order of importing the various record types into Vincere, starting with Companies > Contacts > Jobs > Candidates > Applications.
In Vincere, data is divided into several categories and each category will have its own individual fields related to it:
Companies represent organisations. These can be organisations you’ve worked with or have yet to work with.
DATA IMPORT PRE-REQUISITE: NONE. We recommend that the first spreadsheet that you import into Vincere is your Companies.
Contacts are your clients. People that give you jobs to fill: e.g Hiring managers, HR managers. Every Contact is working at a Company, so when you add a Contact it has to be related to a Company. This is why you should import your Contacts after your Companies spreadsheet.
DATA IMPORT PRE-REQUISITE: You must import Companies data first, before you can import Contacts.
*NOTE - Contacts uploaded will not have any address linked, you will need to manually attach / link the Work address (pulled from the company location address*
Candidates are people that you place into jobs. They are tracked in the Candidate pipeline (Applicant Tracking System - ATS) through the recruitment stages from Shortlist to Placements.
DATA IMPORT PRE-REQUISITE: NONE. You can import your Candidate records as a standalone import.
Contacts give us jobs. We then place Candidates into these Jobs. Each Job has to be related to a Contact and, therefore, a Company upon creation. A Company and a Contact can have multiple jobs associated to them. If you have Jobs data, you can import this but you first need to import the Companies and Contacts that relate to each jobs.
DATA IMPORT PRE-REQUISITE:
1. Company data must already be imported
2. Contact data must already be imported
Application represents Job Application which what links the Candidate to a Job. One candidate can have multiple job applications. One job can receive multiple job applications from multiple candidates. When Candidate is shortlisted to a job, that means the connection between Candidate and a Job is the Job Application sent for that particular job.
DATA IMPORT PRE-REQUISITE:
1. Jobs data must already be imported
2. Candidates data must already be imported
For import, we recommend that you use a spreadsheet without any formulas.
IMPORTANT NOTE: You can only import 1 category of data set at the time. So you can only import Company list, Contact list, Candidate list or Job list once at a time. You cannot import all category of data set all at the same time. Applications can only be until the OFFERED stage. Placements should be done manually from the Vincere app itself.
2. IMPORT SEQUENCE & IMPORT TEMPLATES
If you'd like to import Candidates into the system, just go ahead and import them. There are no prerequisites prior to importing your Candidates. However, if you'd like to import data related to Jobs, Contacts or Companies, the fool-proof sequence is to import Companies, followed by Contacts > followed by Jobs > and lastly Application data.
Use our easy-to-use import templates to help prepare all your data for import. This makes the data import process a whole lot easier and fuss-free - we promise.
Download Candidate Import Template
Download Company Import Template
Download Contact Import Template
Download Application Import Template
3. WHERE IS THE DATA IMPORT TOOL?
Click on Settings > Data Import
4. HOW TO IMPORT?
Pre-requisite: CSV Comma Delimited file.
Vincere can support ad-hoc data import from CSV file. So if you have Excel file of your Candidates records, you can convert them to CSV Delimited file by selecting Save As > Save as Type > CSV (Comma Delimited) in your Excel program.
Step 1: Click From CSV.
Step 2: Select the type of data that you are going to import and click Upload a File.
Click Upload a file and select the file you wish to import.
Step 3: Mapping
The above screen is where you map the columns in your spreadsheet to the different fields in Vincere. Simply drag and drop the fields on the right, to the corresponding spreadsheet columns on the left. Mandatory fields are highlighted in orange.
You can use the search function to quickly find the field you’re looking for.
Once completed, hit Next
You'll notice that you have different categories of different types of data (Company, Contacts, Jobs, Candidates.). These all have their own individual fields you can map content from your spreadsheet onto.
Please note that you're only able to map one category at a time. This means that if your spreadsheet contains fields for multiple categories, you can't map them all at once.
So if you're mapping Candidate fields now, you have to finish the import first and then come back to the data import tool again and use the same spreadsheet again to map Company fields.
Step 4: Preview and finish
Vincere has an anti-duplication algorithm that will find matching records.
Duplicate records will be skipped during import and available as a file for you to download.
- Candidate Duplicates: Based on primary email field
- Company Duplicates: Company name or external ID
- Contact Duplicates: Primary email or external ID
- Job Duplicates: (Jobs name + start date + contact ID) OR external ID
This is also where you can review the mapping you’ve done. This page shows you how your data will appear after the import.
Once you’ve previewed your import, select Start import.
Once you’re import has completed, you will see the status FINISHED
5. SKIPPED FILES
Skipped files are the record that are not imported to the system due to some issues.
Whenever you do a data import and skipped files are detected, Vincere will organise it into a CSV file for you to download. So you could review it, make an adjustment to the file and you can re-import it.
Click on Details to download the file.
You can download the file any time to review. From there, you can make the edits you need, and the import the file into Vincere to complete your import. This makes it very easy to ensure all your data makes it into the system.
6. UNDO IMPORT
If you ever need to undo your import and start over, you can choose to revert it any time within 48 hours of its initial import with the Revert button.
Once the data import has been successfully finished, the Undo button will be shown. In any case you would like to undo the data import and remove all imported records, you could do so by clicking on this button. It will only remove all records that are associated with the particular import file. This way, if you made a mistake on the field mapping and you want to re-do the import, you could do so.
7. RESUME IMPORT
When your import attempt has failed. You will see that the status of the import is marked as Incomplete. This means the process of data import has been stopped and no data has been imported due to some underlying data or mapping issues. After reviewing the detail, you could resume the data import again by clicking on the resume button. If you click this, you will be able to re-map the imported file and revert any issues that you have found until you could import your data successfully.
Resume Button will only be displayed to all incomplete data import.
8. DELETE IMPORT HISTORY
When you want to clear the list of Import History, you can delete each entries on the import history by clicking the Delete button. Delete button will be shown to the Incomplete attempts of the data import only. And if you click, it will not delete any records from your system. Instead, it would only delete the entry from the list so you can clear all the incomplete history.
NOTE: If you're getting skipped error messages it would be good to check if these candidates already exist inside Vincere. They could be sitting in the 2nd step of the two-step Candidate deletion process. More info on this here. Simply clear out these Candidates from admin settings and you'll be able to proceed with the upload.
If you get stuck or need some more help please feel free to reach out to us.