Import Candidates (Talent)

Introduction

The Import feature in Evolve Recruitment Marketing (RM) allows you to upload and manage candidates collected outside the system, making them fully searchable and actionable within Evolve RM. Whether you're importing resumes from a career fair, a legacy ATS, or direct referrals, this tool simplifies both bulk and single candidate uploads with folder and job assignments.

The main use cases for importing candidates into Evolve RM include:

• Resumes collected from a career fair (either a list of candidates in a CSV form or resumes you add to a zipped file).
• A resume provided by a referring employee.
• A resume received via email or from another source.
• Candidates from another system not integrated with Evolve RM, perhaps a legacy ATS or CRM.
• Candidates sourced from the open web.

Importing allows you to create single candidates by uploading their resumes, manually entering their information, or multiple candidates from a CSV or a zipped file with resumes.

• Supported resume file formats include .doc, .docx, .pdf, .txt, .rft, or .html
• An imported file cannot exceed 20 MB
• CSV files should not have more than 50 thousand records

All imported resumes are added to the My Imports list linked to your user account. Candidates imported in bulk via a New Import are added to a list generated for that import.

The import function is available through the action menu in Import or can be located in Talent above any candidates list.

Audience

All Users

Optional Source Features

• The Enable Talent Network feature is required to see the Talent Network field.
• The View Audience Type feature is required to see the Audience Type field.
• The View Employment Life Cycle State feature is required to see the Lifecycle State field.
• The View Primary Brand feature is required to see the Primary Brand field.
• The View Primary Locale feature is required to see the Primary Locale field.
• Fields & Filters → Candidate Fields. If your company has custom fields defined, these fields will be available in the CSV Template.

Import Stages

CRM workflow stages can be configured during the import process. If CRM stages are not enabled for your account, please submit a Help Center ticket to request setup. NOTE: CRM Stages are not available on the All Imports list.

Import a Candidate

Navigate to the Talent tab, then select Import.

On the Import card, click the menu icon, then select either:

New Import – To add multiple candidates.

New Candidate – To add a single candidate.

NOTE: Evolve RM provides a standard CSV template to help you import candidates successfully. You can download the template from the New Import dialog. For best results, limit CSV files to 50,000 records. If you use a ZIP file, resumes should be in one of the following formats: .doc, .docx, .pdf, .txt, .rtf, or .html. PDF files must be text-based. The file size of the imported file cannot exceed 20 MB.

New Import CSV

Select the menu icon to import a CSV file or a zipped file containing multiple resumes, then click New Import. 

On the New Import pop-up, you can add the following information:

• Import Name – Enter a unique name for the import to identify it on the import list.
• File to Import - Select your CSV or ZIP file to upload. Ensure your CSV file is saved in UTF-8. NOTE: You can click Download CSV Template to use the provided template. The file size (ZIP or CSV) must not exceed 20 MB.
  • Zip file
    • A compressed file containing one or more resume files.
    • Each resume file should contain one candidate profile.
  • CSV file
    • The CSV file must be in a format supported by Evolve RM. You can download a CSV file template at any time from the New Import pop-up.
    • NOTE: If your company has custom fields configured for the candidates, those custom fields will be included in your CSV template.
    • Avoid importing the same file multiple times to prevent duplicate profiles. This will unnecessarily create duplicate profiles of the imported candidates.
• Audience Type - Optionally add candidates in this import to one or more audience types configured for your company. The field is displayed when the View Audience Type feature is enabled and you have the Change Audience Type privilege in Source.
• Lifecycle State and Effective Date - Optionally assign the candidates in this import to a lifecycle state configured for your company. An effective date of the change can be specified if needed. The field is displayed when the feature View Employment Life Cycle State is enabled, and you have the Change Lifecycle State privilege in Source.
• Primary Brand - Optionally assign the candidates in this import to a Primary Brand configured for your company. The field is displayed on the Other Fields tab when the feature View Primary Brand is enabled.
• Primary Locale - Optionally assign the candidates in this import to a Primary Locale configured for your company. The field is displayed on the Other Fields tab when the feature View Primary Locale is enabled.
• Folders - Optionally add candidates in this import to one or more folders. Click Add to Folders, enter the name of the folder, and select the one that matches. You can add multiple folders to the Folder list or click X beside a folder to remove it from the list.
• Jobs - Optionally add candidates in this import to one or more jobs. Click Add to Jobs, enter the name or external ID of the job, and choose the one that matches. You can add multiple jobs to the Job list or click X beside a job to remove it from the list.
• Talent Network - Optionally add candidates in this import to a Talent Network. If you choose this option, then the source chosen will be ignored, and the source of all candidates will be Talent Network. NOTE: Your company must have the Talent Network feature enabled.
• Tags - Optionally add one or more tags to the candidates in the import. Click +Add Tag, type the name of the tag, and choose the one that matches (or click Enter to enter a new/unique tag). You can add multiple tags to the tag list or click X beside a tag to remove it from the list.
• Source – Select the source of the candidates created with this import. The default source is Talemetry, but you can select a different source, such as a job board or an ATS, from the list. NOTE: The candidate’s source cannot be changed once the candidate has been created in Evolve RM.
• Notes - Enter a note that will be added to each candidate in the import.

Click Finish. A notification with a link to the corresponding import list will appear.

New Candidate

You can add new candidates to the system by uploading a resume or entering the data manually.

To add new candidates, select the menu icon and then click New Candidate. 

On the Add Candidate pop-up, you can add a candidate with or without a resume.

• Select Browse to select a resume, then click UPLOAD RESUME.
• Click Skip Upload to create a candidate without a resume. A blank profile will be displayed, allowing you to enter the candidate’s information manually. 

You can review and edit the details extracted from the uploaded resume or manually enter the information. During the import process, you can add the candidate to one or multiple folders and jobs, including notes and tags, and, if permitted, assign them an audience type and lifecycle state. Additionally, you can specify the candidate’s source during the import. 

NOTE: The candidate’s source cannot be changed once the candidate has been created in Evolve RM.

View Imported Candidates

Candidates imported into Evolve RM are searchable by all users, except when access to certain audience types or lifecycle states is restricted for specific user groups. By default, the All Imports list is displayed when you navigate to the Import module.

You can open a specific import by selecting the Import dropdown and searching by the import name.

You can manage candidates in Imports just as you would from the search results page; view profiles, send emails or texts, assign notes and tags, and add them to jobs or folders. As with the search results screen, you can perform actions on individual candidates or multiple records at once.