When you join Teamtailor as a customer, you can import your existing job and candidate data into your account. This data can come from a previous ATS or from a spreadsheet you’ve created manually.
This article covers cases where Teamtailor handles the import on your behalf. If you’d like to perform the import yourself using the API, read more here.
Start the import process
Before starting the import process, please inform your point of contact at Teamtailor that you’re interested in importing data.
If you’re already a customer with a dedicated Customer Success Manager, they’ll be your point of contact through the process.
If you’re not yet a customer, or if you’ve signed but don’t have an assigned Customer Success Manager, please contact the Sales representative you’ve been in contact with for further assistance.
If you’re unsure who to reach out to, please contact our support team, and we will help you locate them.
We offer two different types of imports, which will affect both the price and time taken to complete the import:
Standard Import
A standard import requires using the Teamtailor Standard Import Template CSV file. Whether your data comes from a previous ATS or a manually created file, it needs to be entered into our template following the provided format.
Since the fields available for import are fixed, you should review them before requesting an import. This method does not allow any customization.
You can watch a video on how to fill in the template here:
The main advantages of this method are that it is free, fast, and efficient.
The standard waiting time for standard imports is 2-3 weeks
Custom Import
A custom import is required when the data you need to import falls outside the scope of a standard import.
This method allows greater flexibility, including the ability to add extra data fields and control exactly where your existing data is placed within Teamtailor. To ensure a successful import, a mapping document is required. Please note that Teamtailor only accepts files in CSV format.
You can watch a video on how to create your mapping document here:
There is a cost associated with this method, so please contact us for a quote.
If you’re already a customer with a dedicated Customer Success Manager, they’ll be your point of contact through the process.
If you’re not yet a customer, or if you’ve signed but don’t have an assigned Customer Success Manager, please contact the Sales representative you’ve been in contact with for further assistance.
If you’re unsure who to reach out to, please contact our support team, and we will help you locate them.
The expected waiting time for this method is approximately 6 weeks
Identify and manage imported data
Imported candidates in Teamtailor will appear under the Candidates tab and also within the relevant jobs under the Jobs tab if this has been filled out prior to the import.
Imported jobs
When jobs are imported into Teamtailor, they will automatically have Archived as job status and a import tag. The creation date will reflect the date the import was completed. These jobs can be found in your Jobs tab.
Imported candidates
Imported candidates will, by default, have the Sourced candidate status and an import tag. Standard fields such as name, email, phone number, resume, and LinkedIn profile will appear in the candidate card fields. Any additional data will either be added as Comments or custom fields, depending on the type of import.
If a candidate is linked to a job that already exists in Teamtailor, they will also appear under that job in the Jobs tab.
Manage duplicate candidates
If the imported data contains candidates who already exist in your Teamtailor account, duplicates will be added as separate profiles. You can merge these profiles manually to designate the primary candidate and maintain a clean database.
Permission settings for imported candidates
When importing candidates, you can request new permissions to store their candidate profiles. Since all imported candidates are added as Sourced, it’s essential to configure the Collect permissions for sourced and referred candidates settings.
Please note that for Standard imports, the candidate’s creation date will reflect the date Teamtailor runs the import. As a result, your permissions settings will be applied based on this date for all candidates imported as Sourced.
If you choose a Custom import and provide your own creation date field, the permission settings will apply to that date instead of the import date.
After the import is complete, you can choose to reach out to your candidates either manually or automatically.
Request permission manually
This process allows you to manually send an opt-in or opt-out email to the imported candidates. For this method:
Choose the Immediately option for how long you will store the candidate's data before the system acknowledges that the permission is missing. This means that as soon as the import is completed, your imported candidates will get the privacy status Permission missing.
Don't tick the box to automatically ask for permission to keep information (opt-in). It should look like this:
Go to your Candidates tab, filter by tags, and select 'Import':
Bulk-select these candidates and choose the Data retention option through the action menu.
Choose whether to send an opt-in or opt-out email. You can edit the opt-in email for sourced and referred candidates in your Collect permission settings and the opt-out email in the Manage collected permission settings.
Request permission automatically
This process allows you to automatically trigger an opt-in email to be sent to the imported candidates. For this method:
Choose how long the candidate’s data will be stored before the system detects missing permission and triggers the opt-in email. Options include: Immediately, 30 days, 90 days, or a custom expiration from the candidate’s creation date.
If you import a candidate creation date, that date will be used to calculate when the opt-in email is sent.Tick the box to automatically request permission to store the candidate’s information. The email will be sent according to the timeframe you selected.
Edit the template to match your tone and include all relevant information. The email will then be sent based on your chosen time frame.
Please make sure your email templates are optimized for future candidates. This should be done after completing the permission requests for imported candidates, whether you choose to use an opt-in or opt-out email.
Are you already using Teamtailor when performing the import?
If so, we recommend updating the Collect permissions for sourced and referred candidates settings. This allows you to manage permission requests manually during the import period and ensures that you can control the content of the opt-in email sent to imported candidates, separately from candidates who are sourced or referred into the system.