Overview
If you need to update interviewer data for multiple interviewers, rather than making changes individually you can use Gem’s import and export tools to make updates in bulk. These tools allow you to export your current list of interviewer data as a CSV, and then re-import an updated CSV with all of the changes you want to make. This article covers how to use both the Export CSV and Import CSV tools on the Interviewers page in Gem Scheduling.
Requirements
- Your team must use Gem Scheduling.
- You must have the Manage interviewers and training programs permission as part of your user role.
Use cases
Here are some examples of how and why you might find it useful to use the bulk import and export functionality for your interviewers.
- Bulk updating interview limits: For example, reducing a team's weekly limits ahead of a busy hiring period, without needing to edit each interviewer individually.
- Bulk re-tagging interviewers: Reorganising interviewer tags across a whole team.
- Auditing eligibilities: Getting a snapshot of who’s qualified for which interview panels, as part of planning or compliance reviews.
How it works
While the bulk import and bulk export options may appear as two separate tools, they can actually work in combination as a single export/import workflow. The recommended workflow is as follows:
- Export the current state of your interviewers list as a CSV file, choosing which columns you want to export.
- Make whatever changes you need to that CSV file.
- Import your amended CSV file into Gem.
- Gem performs a dry run so you can review the output and make any changes if required.
- Assuming you’re happy with the dry run, apply the changes.
Alternatively, you can import a CSV generated elsewhere, rather than exported from Gem. However, in that case please make sure your CSV uses the correct column names and data mapping (we recommend downloading an export CSV to use as a template).
The interviewer details which can be exported, edited, and re-imported include:
- Name (export only)
- Title
- LinkedIn URL
- Tags
- Eligibilities
- Trainee eligibilities
- Daily interview limit
- Weekly interview limit
Note that while you can export the Name field, if you include it on the import CSV, the system will not let you make any changes to it.
Export a CSV
Follow these steps to export your interviewer details as a CSV file.
- From the Interviewers page in Gem Scheduling, select the Export CSV button in the top-right corner of the page, to open the Export interviewers pop-up.
- The Export interviewers pop-up always includes a Recent section with details of the last three exports. Select Download CSV if you want to download any of the previous exports.
- If you want to generate a new export, choose which columns you want to include in your CSV. Note that Email is a required column, so is always included and can’t be removed.
- Select the Start export button to set the export running.
The export process runs in the background, so if it’s a large file you can continue working in Gem and come back to this pop-up when the CSV is available to download.
- When it’s available, the new export will display at the top of the Recent list. Select Download CSV to download the file.
Import a CSV
The import process is update-only, so it can’t create new interviewers or archive existing interviewers - it can only amend the details of what’s already in your system.
Prepare your CSV
Once you’ve saved a CSV file, you can open it in any spreadsheet application such as Microsoft Excel or Google Sheets.
Exported CSVs contain one row per interviewer. Here’s an example:
Follow these steps to update your CSV.
- Make sure you leave the column headers unchanged - these need to exactly match for the import to work.
Note that the Email column is required, as this is how Gem identifies each interviewer, and that any changes you attempt to make to the Name column will not be applied.
- Edit any of the values in the CSV that you want to update.
- If you don’t want to update a value, leave it unchanged.
- Save the file, making sure to keep it as a .CSV file.
Import your CSV
Once you’ve got an updated CSV, you can import it back into Gem. The import process involves two steps: a dry run, to validate the data and give you an opportunity to review it before changes are made, followed by applying the changes.
Follow these steps to import a CSV.
- From the Interviewers page in Gem Scheduling, select the Import CSV button in the top-right corner of the page, to open the Import interviewers pop-up.
- The Import interviewers pop-up contains a Recent section with details of the most recent CSV imports. Select Download report against any of these to download a CSV file with details of the import results.
Note that recent imports are labelled as either Awaiting reply - denoting that a dry run has been completed but the import not applied - or Completed - donating that the import has been applied.
- It also includes a rundown of the various Interviewer fields, including useful information about each field.
- Scroll down to the bottom of the Import interviewers pop-up to find the section where you can choose a file. You can either drag and drop a CSV here, or click to open a file picker and select the file you want to import.
- Select the Merge tags & eligibilities instead of replacing them checkbox if you want to add new tags and eligibilities to what already exists. If you’d prefer to overwrite the existing selections, leave this un-checked.
- Select the Validate (dry run) button to start the import process. At this point no changes will be made - instead, the system returns a report listing all of the changes that will be made if you go ahead and confirm the import.
The import process runs in the background, so if it’s a large file you can continue working in Gem and come back to this pop-up when the dry run report is available to download.
- When it’s available, the dry run report will display at the top of the Recent list. Select Download dry-run to download the file.
- We recommend checking the downloaded report to make sure that all of your changes have applied as you expected.
For each field, the report includes a (current) and a (new) column so you can clearly see what the original value was and what the updated value will be.
- If you’re not happy with any of the records in the report, select the Cancel import button, then go back and update your original CSV before performing another dry run.
- If you’re happy with the dry run report, go back to the Import interviewers pop-up and select the Apply import button.
The import process runs in the background, so if it’s a large file you can continue working in Gem and come back to this pop-up when the completion report is available to download.
- When it’s available, the new import will display at the top of the Recent list. Select Download report to download the file.
- Gem updates your interviewers with the changes, and refreshes the interviewer list on the Interviewers page.
Restore a previous export
If you ever need to revert back to an earlier version of your interviewer data, you can download a previous export file and re-import it.
- From the Interviewers page, select the Export CSV button.
- Choose one of the recent exports and select Download CSV.
- Check the downloaded CSV to confirm that you’re happy with the interviewer details.
- Select the Import CSV button from the Interviews page.
- Import the new CSV as a dry run.
- Download the dry-run report and confirm that the details are correct.
- Apply the import.
Additional resources
To learn more about managing interviewers in Gem Scheduling, check out the following resources.
- Gem Scheduling: Manage interviewers
- Gem Scheduling: Interviewer seats and interviewer pools
- Gem Scheduling: Manage eligibilities and tags
Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.