After signing a contract with nCore HR, you can import your candidate database collected on a previously used system into nCore HR.
Some default nCore Datasets are supported during the import: CV, residence address, phone number, notes, gender, date of birth.
The import action is carried out by nCore specialists, who will need to be provided with the import file structured as described below:
- The data to be imported must be collected in a .csv file separated by semicolon ( ; ), in separate columns, text separator " '';
- All candidate information must be placed on a single line, and each candidate must appear on no more than one line;
- The file must contain the candidate's first name, surname, email and date of application;
- The date of application determines the date from which to calculate the data retention period (required by GDPR regulations). It is advisable to indicate the actual date of acquisition of the data or the last interaction with the candidate and, in the event that you do not have this information, you must still indicate a date (also "now") from which the retention period begins (We recommend that you contact your legal advisor to better understand how best to handle data in compliance with the GDPR during import);
- All candidates will be imported within a self-created archived position. To import candidates within different positions, you must first create the corresponding positions and then move them to 'Archived' (once the import is finished, they can be moved from 'Archived' to 'Open'). In the latter case, in addition to creating the position, the position title must be indicated in the import file in the 'Position' column. NB: the title indicated in the file must be identical to the archived position in question;
- All custom datasets already existing in nCore HR (if already present in the import node) can be added to the columns. Any datasets not present that are added will be created automatically upon import;
- For all datasets, there must be one column per field (e.g. to import the telephone number, there must be one column for the country code and one column for the number);
- In the country column, enter the country code (e.g., "IT" for Italy, "USA" for the United States). Full country names are not allowed;
- If the imported data is mapped from an nCore HR Dataset using selection options, the values entered in the import file must match the available choices in the nCore Dataset. For example, if the values to be mapped are "A," "B," or "C," the .csv file must contain one of these options; therefore, the value "D" will be considered an error. If multiple selection is allowed, values must be saved in the following format: ["A","C"];
- To import CVs, the relevant files must be provided to the nCore technical team. The file names, including extensions, must be entered in the import file.
Important note: The standard data limit for CVs is 10 GB. For larger volumes, please contact your sales representative; - It is not possible to upload photos in the dedicated candidate profile field in nCore HR. However, they can be uploaded as files in a specially created Dataset;
- Once the import is completed, nCore HR retains the imported data (CSV and CVs) on local machines for one week and in S3 buckets for one month. After these periods, the imported data will be deleted. Subsequently, the data will only be available within the platform.
Important note: Each file can only be imported once. Multiple uploads of the same file or updates to already imported information will not be performed.