How to prepare and import the candidates CSV file
File template, required columns, column matching, candidate type and source.
Updated on Oct 12, 2026
You can upload a list of candidates from a file into a campaign. Here you'll find how to prepare the file and how to match the columns. For the full flow and uploading CVs, see Import candidates: upload CVs or a CSV file.
Where to find it: Campaigns → open the campaign → Import candidates → Import data only (CSV)
Before you start
- Accepted formats: CSV or XLS ("Upload CSV or XLS file").
- The name and phone_number columns are required: they must be there and must be filled in.
- Write the number with the international prefix (e.g. +39 for Italy).
- Start from the template: in the import window, click Download our .csv template.
Steps
- Open the campaign and click Import candidates.
- Choose Import data only (CSV).
- Import CSV step: upload the file.
- Match columns step: check that each column in the file is matched to the right field. If you don't need a column, use Ignore column.
- Complete import step: choose the candidate type (Applicant or Prospect) and, if you want, the Source.
- Confirm the import.
Good to know
- Applicant: replied to a job ad or applied.
- Prospect: a contact who may be interested (e.g. from a job fair or an internal database).
- The Source customizes the first message candidates are contacted with. The source name is for internal use only: the candidate doesn't see it.
- After the import, the candidates appear in the Candidates tab and the agent starts the WhatsApp conversation.
- Klaaryo has no daily conversation limit: Meta's (WhatsApp) sending limits apply, and they differ for each customer based on how the number has been used. To find out yours, contact your Klaaryo representative.
- Previous imports are in Import history.
Common issues
The import doesn't complete. The name or phone_number columns are missing, empty or not matched. Check the Match columns step.
I uploaded from Google Sheets and I see strange characters. Download the sheet in CSV format first, then upload it.
Some candidates aren't contacted. Check that the numbers are correct, with prefix and without duplicates. Also check that the campaign isn't Paused.
The columns aren't recognized. Start from the template and don't change the column names.
Related articles
- What you can do from a campaign's menuThe actions in a campaign's "…" menu: collaborators, edit, test, pause, status lock, archive and delete.
- How a candidate in several campaigns worksThe order in which the agent contacts people who apply to several positions, the timing for moving on, and how answers are remembered.
- How to set up a campaign's interviewsChoosing how candidates are invited to the interview (automatic, manual, no interviews) and managing the campaign's interview managers.
- How to create a campaignCreate a new campaign starting from a job role or setting up questions and criteria by hand.
- How to manage a campaign's candidatesFilter and search candidates, change their status, see CV and conversation, and use the chat's quick actions.
- How to change a campaign's settingsWhat you can change in the blocks of a campaign's Settings tab: setup, information, conversation, locations, context, interviews and collection.
- What a campaign is and how it differs from a job roleWhat a campaign is for, what it contains, its statuses and the difference from job roles.
- How to test a campaign before launchReceive the campaign's conversation on WhatsApp as a candidate would, to check questions, filters and messages.