Uploading your candidate, contact and company data to Firefish is a simple process, here's some information to help you get your data ready for uploading.

Firefish Candidate Data Uploads

Firefish Contact & Company Data Uploads

Bulk uploads

The minimum number of records for a bulk upload is 100. To do this, we recommend you use Firefish Standard Upload Sheets/

We have 3 standard spreadsheets available. All you have to do is add in your candidate, contact and company data.

Please remember to include your company name in the file name when sending any upload documents to us.

Which fields are mandatory?

Please ensure you fill out all of the following fields in your spreadsheet:

  • Name - For each record you are updating, you must include either the Candidate, Contact or Company's full name.

  • Email address - For Candidate and Contact uploads, this is mandatory if you want us to be able to find and locate any potential duplicates that would be uploaded as part of your data upload as if this field is not populated then you may be adding potential duplicate records onto Firefish.

  • Legal Compliance Basis - For the Candidate uploads, we need to know the compliance status you would like these candidates to be set at, a user to be recorded against the action and the date of agreement. You can select from: Verbal Consent, Written Consent, Legitimate Interest or No Consent Given. You can find out more about Managing your Candidate Compliance here.

  • Marketing Preferences - For the Candidate and Contact uploads, we need to know if you require these Candidates or Contacts to be opted into SMS Marketing, Email Marketing or Both. We also require a user against the action and the opt in date for the records to be opted in. If no Marketing is required, simply fill out the marketing as No.

Each column relates to a specific field within Firefish. For that reason, additional columns should not be added without first checking that it is possible for that information to be uploaded.

Whilst you do not have to populate every column, the more information you are able to provide at the more valuable your searches will be from the moment your data is uploaded!

All of the data required for upload must be one sheet, and cannot be spread across multiple sheets.


Uploading Data from Your Previous Supplier

You can use the above standard upload sheets to view the format that your data should follow for uploading. Where possible, you should rename the columns on your current data sheets to match, which will ensure these are uploaded to the correct field. We will upload the data that we are able to and a report will be provided detailing the data that it hasn't been possible to upload, i.e., if there's no equivalent field in Firefish.

Contact your Success Champion for more information.


CV-Only Upload

If you would like to upload CVs without a spreadsheet, these CVs must be named in the format "FIRSTNAME SURNAME" (e.g. Louise Cunningham), as the file name is used to create the record in Firefish. If a CV is named differently to this, the exact file name will be uploaded and your candidates will not be searchable by name on the database.

For example, a file named 1234 LCCV will have a Firefish record of First name: 1234 Surname: LCCV.

If you are uploading CVs that are in First Name, Surname format. We will run a search against your current data and only create new records for Persons that do not already exist in your data.

We will then provide you will a list of CVs that matched a record within Firefish based on First Name and Surname. These will not be uploaded as part of the CV Upload.

All of the CVs required for upload must be supplied in one Zip folder, with no sub-folders.

The following document types are supported;

Microsoft Word (*.docx, *.doc)
Adobe PDF (*.pdf)
Rich Text Format(*.rtf)

It is your responsibility to ensure that your data is correct. We will check over the data when received and advise if any changes are required. Once the data has been uploaded, it cannot be undone.

Once you have your data ready, find out how to send your data to Firefish.

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