Overview
Gem enables you to import candidate and prospect lists into a Gem Project by using our Project import feature. The below video demonstrates how to upload CSV files to Gem:
Requirements
- You must have access to the Project you’re transferring candidates to.
Upload a CSV to Gem
- Prepare your CSV: Ensure that your candidate list is saved in .csv format.
- Navigate to the Project you want to upload the list to, or create a new Project if needed.
- Upload the CSV: Select the Options dropdown and then Upload CSV. Then choose the CSV file you wish to upload.
- Preview the import: Gem will display a preview of the import. Check that the spreadsheet columns are correctly mapped to Gem fields (if the titles match exactly, Gem will auto-map them). Check for any unmapped fields to ensure they won’t be left out during the import.
- Headers in first row: If your CSV has column names (First name, Last name, Company, etc.) in the first row, you can check this box to ensure Gem skips the first row during the import.
- Use Data Refresh to periodically update profile fields: Gem’s Data Refresh feature automatically pulls the latest available data from public sources, ensuring your candidate profiles stay up-to-date. Checking this box may overwrite values in your CSV, both now and in the future, as new information becomes available.
- Overwrite fields if prospect already in Gem: Determine whether you want to overwrite existing fields for candidates already in Gem (e.g., name, company, school). Checking this option will update those fields with data from your CSV. Otherwise, Gem will only populate those fields if they are empty or if the candidate doesn’t yet exist in the system.
- Find email addresses: Check this option if you want Gem to automatically search and attach email addresses based on public LinkedIn URLs.
- Instantly enrich this data with your Data Refresh credits: Check this box if you need to enrich the candidate data in cases where you have limited data for the candidates. Please keep in mind that your dataset includes a LinkedIn Profile URL for each candidate. Each team has 1,000 data refresh credits to use each month.
- Once everything looks correct, select the Upload button. Do not leave or refresh the page while the upload is in progress to safeguard against import failures.
After the import is complete, Gem will display a banner at the top of the Project showing how many candidates were successfully imported.
Best practices for uploading CSVs to Gem
Here are some helpful tips for uploading candidate CSVs into Gem:
- Split large batches: If you’re uploading over 10,000 candidates, break the CSV into smaller batches. Organizing by candidate details like role or department can provide a better structure. If you take this approach, consider creating separate Projects for each role or department.
- Prepare data: Organize all prospective candidate data in your spreadsheet before importing. This will save time during the upload process.
- Create custom fields in Gem first: Create all custom fields you have in your spreadsheet in Gem prior to uploading the CSV. See our Custom Fields in Gem article for details of how to do this. Tip: Select Allow anyone to add options to capture any missing values when initially creating the custom fields.
- Match Gem field names: Ensure that your spreadsheet column names align as closely as possible with Gem’s field names. This minimizes the chances of errors and missing information during import.
Managing duplicates in imported data
Gem helps prevent duplicates by automatically merging imported candidates with those already in your Gem prospect database (the platform matches candidates based on email or LinkedIn URL, and merges them accordingly). If Gem cannot find an email or LinkedIn URL match, it will flag potential duplicates through a name match, but it won’t automatically merge them.
Importing candidates directly into jobs
When moving from your old ATS to Gem, you can import candidates directly into specific jobs using the Import applications from CSV function against an individual job, mitigating the need for a full migration.
There are two ways of doing this:
- In the Talent pipeline section of a job with no current candidates.
- From the Add application dropdown of any job.
In the talent pipeline section
If a job has no candidates, you’ll see Import candidates from a CSV file as one of the options in the Talent pipeline section:
From the Add application dropdown
In any job, select Add application at the top of the screen and you’ll see Import applications from CSV as one of the dropdown options:
Process
Whichever option you choose, you can import a CSV with the following fields:
You can use this spreadsheet as a template for importing candidates from a CSV file.
NOTE: we support file sizes up to a maximum of 10MB.
Once you’ve uploaded one or more files you can map your data’s headers against Gem fields, then go ahead and import the data.
While the import is running, you’ll see a progress window at the bottom-right of the screen, which will then provide an overview of the import once completed.
Any errors that occurred during the import process will be detailed here.
If you’re importing a large file you can minimise the progress window, leave it running and continue with your work.
Current limitations
At present the following limitations apply to importing applications from CSV:
- Only the columns included in the example spreadsheet are currently supported.
- Import preferences (e.g. “overwrite existing fields”, “toggle email finding”, “toggle data refresh”) are not supported yet.
Additional resources
Related articles
- Gem Projects Overview
- Create a Project in Gem
- Create and manage Project fields
- Sharing Gem Projects
- Transfer candidates between Gem Projects
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.