PRACTICAL GUIDES FOR INDEPENDENT HEADHUNTERS
Import candidate lists and resumes into an AI workspace
A useful candidate import preserves the person, the original material and the context behind the record. In Hirelix, upload your files and tell the assistant what to save. Start with a representative sample, inspect the result, and then continue with the remaining material.
Key points
- Bring files you are authorized to use; exporting a list does not transfer an entire ATS setup.
- Keep original CVs, profile links and dated notes associated with the correct person.
- Check saved, unresolved and failed items separately before relying on the imported records.
Which candidate files can you bring?
Hirelix accepts candidate lists in CSV, TSV or XLSX format, resumes such as PDF or DOCX, and ZIP archives of candidate files. Files are limited to 50 MB each. A successful upload makes a file available to the assistant; it does not by itself mean that every row has become a saved candidate or that every document was readable.
For a spreadsheet, useful columns include a name, a profile URL or existing identifier, email when known, current role and company, source, and notes. These are suggested fields, not a mandatory import schema. Keep fields you do not know empty. Preserve information in its original language rather than guessing a translation for a title or employer.
Keep the evidence that makes a record useful later
A name and title are rarely enough to revisit a relationship. Keep the original CV filename, the source of a profile, the date of a conversation and the actual note. A candidate’s current interest, permission to share and possible availability are separate facts. Do not collapse them into a single ‘active’ label.
If you exported from another recruiting system, bring the notes and files that the next assignment needs. An exported candidate list is not an automatic synchronization of application stages, access permissions, audit history or email accounts. Hirelix does not promise an automatic ATS connection; work from the files and records you actually provide.
Start with a small sample and a clear instruction
Choose several rows that represent the real material: a complete profile, one with missing fields, and a person with more than one source document. Include a job description if you want to compare people after saving them. Explain which files are candidate records, which are notes, and whether a spreadsheet contains more than one sheet you want processed.
For an illustrative example, a fictional recruiter could supply a candidate list, two CVs and a call-note document. Ask the assistant to save the profiles and attach the right original materials, while retaining unknown availability as unknown. This tests whether the imported records are usable for your work; it is not evidence of a particular import speed or guaranteed completion rate.
Resolve identity conflicts without losing facts
The same name does not establish the same person. Two different email addresses may belong to one person, while two people may share a name and employer. When identity is ambiguous, inspect the underlying sources before deciding whether records should be combined. Do not treat a missing identifier as permission to guess.
A newer file can also disagree with an older CV about an employer, title or date. Retain the source and its date, and decide what should become the current saved fact. Asking the assistant to analyze a discrepancy is different from authorizing it to replace a record. Give an explicit saving instruction when that is what you want.
Check the saved records before scaling up
Read the assistant’s result and inspect several saved candidates. Check names, contact fields, source links, original CVs, note dates and any reported conflicts. Distinguish the number of input rows from the number of people saved: duplicate records, non-candidate rows or unresolved items can make those counts different.
Next, ask a question that requires an actual imported note or CV and inspect the cited material. File availability, record persistence and later retrieval are different checks. If the assistant reports a partial result, continue from the unresolved items instead of assuming that repeating the whole import is harmless. Once the sample is satisfactory, use the same clear scope for the remaining files.
A request you can adapt
Replace the placeholders with your own role, people and authorized materials.
Save the candidate profiles, original resumes and dated notes in these files to my workspace. Preserve source filenames and existing dates. Do not infer missing contact details, merge ambiguous identities or overwrite conflicting facts. Report what was saved and what needs my decision. Keep the work internal and do not contact anyone.
This is an illustrative instruction, not a customer result or a guarantee of a particular answer. Check the evidence and saved results before using them. Read the product scope and Privacy Policy before providing candidate material.