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Uploading CSVs to Gem Projects

Gem enables you to import candidate lists into a Gem Project by using our project import feature. The below video demonstrates how to upload CSV files to Gem:

 

A step-by-step guide to uploading a CSV to Gem

  1. Prepare your CSV: Ensure that your candidate list is saved in .csv format
  2. Navigate to the Project you want to upload the list to, or create a new Project if needed
  3. Upload the CSV: Click on the “Options” dropdown and select “Upload CSV.” Then choose the CSV file you wish to upload.

  1. 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.

  1. Skip header row if your CSV has column names (First name, Last name, Company, etc.) in the first row. Check the box beside “Headers in first row” to ensure Gem skips this row during the import.
  2. Decide whether to use Data Refresh to 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.
  3. Decide on overwriting data: 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. 
  4. If you want Gem to autofill email addresses, check the option to have Gem search and attach email addresses based on public LinkedIn URLs
  5. Upload the CSV: Once everything looks correct, click “Upload.” Do not leave or refresh the page while the upload is in progress to safeguard against import failures.
  6. Confirm successful import: 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:

  1. 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.
  2. Prepare data. Organize all prospective candidate data in your spreadsheet before importing. This will save time during the upload process.
  3. Create custom fields in Gem first: Create all custom fields you have in your spreadsheet in Gem prior to uploading the CSV. (Profile name → Team Settings → Customization → Custom fields → + New custom field) Tip: Select “Allow anyone to add options” to capture any missing values when initially creating the custom fields.

  1. 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.

 

➡️ Next, you’ll learn about Gem Sequences!

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