This article explains how you can add existing candidate data to Personio by importing an Excel file or using CV parsing. Alternatively, candidates can be entered into the system manually. Learn more about How to Transfer Applications into the Personio Recruiting Tool.
You can now find and download import templates directly in Personio. Click Import and choose the import type to see the relevant template.
You need to have administrator rights to import candidate data.
Bulk import with an Excel template
A bulk upload of existing candidate data allows you to import the data for any number of candidates into Personio via an Excel file. Personio automatically creates candidate profiles after import and assigns them to the relevant jobs. This saves you a great deal of time and effort, especially when working with large data sets. To do an import, proceed as follows.
1. Record the candidate data in the Excel template
First, prepare the import file as described below.
- Navigate to the Imports section of your Personio account.
- Select the file type Recruiting applications and download the Excel template.
- Open the Excel template and enter your candidate data into the appropriate columns.
▶︎ Mandatory columns: first name, last name, email, job, status
▶︎ Recommended columns: recruiting channel, application date [format: DD.MM.YYYY], application tags
▶︎ Optional columns: disqualification date [format: DD.MM.YYYY], disqualification reason, disqualification note, comments, birthday
You can also add other custom candidate attributes such as salary expectations or the earliest possible start date to the Excel file.
For a successful upload, these candidate attributes need to be created in Personio first.
- Check that your data is complete and free of errors. It is particularly important that your candidate data is formatted correctly and contains the same names as set up in Personio.
2. Import the Excel file into Personio
Import the candidate data once you have completed all preparatory steps. To do so, proceed as follows:
Navigate to the Imports section of your Personio account.
Select the file type Recruiting applications.
Click on Upload file and select the file to import. Personio supports imports using the file formats .csv, .xls or .xlsx.
In Configure columns, assign the columns of your Excel file manually to the corresponding attributes stored in Personio if needed.
The terms Stage and Status are both used to indicate the stage a candidate is currently in within the recruiting process. However, during the upload of candidate data, you need to select the attribute Status in order for the upload to work correctly.
In Preview import, review your import data.
If you notice any errors, you can simply cancel the import and correct them in the Excel sheet and start with step 1. If you experience errors during the import, take a look at our troubleshooting article on imports in the Help Center.
If the data is correct, click Import.
We are happy to assist you in importing your data. If you are planning to do an import and need our assistance, you can contact our service team through the Find Answers section in Personio via Help > Support and Updates > Find Answers.
Bulk importing candidates using CV parsing
You can also use CV parsing to simultaneously extract information from up to 25 candidate resumes and automatically enter it into Personio.
You can find a detailed guide to manually creating one or more candidate profiles using CV parsing in our Help center article CV Parsing: Manually Creating Candidate Profiles From Resumes.