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Candidate, Contact & Company Data Upload

Easily bulk upload candidate, contact, and company data to Firefish. 

 

Uploading your candidate, contact, and company data in bulk can save valuable time when getting started with Firefish or updating large records.

This guide explains the different upload options available, which templates to use, and the mandatory fields required to ensure a successful import. You’ll also learn how to securely send your data to the Firefish Support Team for processing, and what to expect throughout the upload and validation process.

 

Upload Process 

To complete a Bulk Upload of Data to Firefish, follow the below steps: 

  1. 1. Download copies of the Candidate, Contact and Company Template documents as required 

  2. Follow the steps below to add your data into our Template format

  3. Request a link to Sharefile to transfer your data through our Onboarding or Support team
  4. Our team will then log your upload request with our data team 
  5. If there are any issues with the data provided at this point, we'll let you know and chaat you through correcting this. 
  6. Our data team will upload the data to your live Firefish database. 

 

Check out the template documents here: 


Candidate Upload

To bulk upload candidate data, use the Candidate Upload Document provided by Firefish. Ensure all required fields are filled to avoid errors during processing.

Contact Upload

For uploading contacts, complete the Contact Upload Document with accurate and complete information. This ensures that your records integrate seamlessly into Firefish.

Company Upload

Use the Company Upload Document to submit company records. Double-check details to prevent duplicates or missing data.

Which Fields Are Mandatory?

For each record, you must provide:

  • Name – Candidate, Contact, or Company full name.

  • Email Address – Required for Candidates and Contacts to prevent duplicate records.

Uploading Data from Your Previous Supplier

To ensure your existing data is uploaded correctly into Firefish, you’ll need to use our standard upload templates. These templates provide the required structure and field names that Firefish recognises during the import process.

Before sending us your data, make sure to rename your column headers so they exactly match the ones in the template – this helps avoid delays and ensures a smoother upload.

Once we’ve received your file, we’ll run a validation check and provide you with a report highlighting any records that couldn’t be uploaded, along with the reasons why (such as missing mandatory fields or mismatched column names). You can then correct and resubmit any flagged data if needed.

CV-Only Upload

If uploading CVs without a spreadsheet, ensure each file is named in the format "FIRSTNAME SURNAME" (e.g., Louise Cunningham). Incorrectly named files may lead to unusable records.

Additional requirements:

  • CVs will be checked against existing records to prevent duplication.

  • All CVs must be in a single Zip folder with no subfolders.

  • Supported formats: .docx, .doc, .pdf, .rtf.

Sending Firefish Your Data

Firefish does not accept data via email. Instead, Support will set up a ShareFile folder for secure transfer. Once uploaded, notify your Success Champion or Support Team.

Completed upload templates will undergo a data integrity check, which can take up to 3 weeks. You may need to adjust your upload before it is accepted by our Data Team. Once the finalised upload templates are accepted, the Support Team will confirm a timeframe for processing and will confirm once the upload has been completed.

For any questions, reach out to Firefish Support