If you’re recruiting and your candidate data is a mess, you’re not alone. Whether you’re coming from spreadsheets, a clunky old ATS, or a pile of resumes in your inbox, getting organized in Loxoapp can save you hours—and a few headaches. This guide is for anyone who wants to get their candidate info into one place, make it searchable, and actually use it (instead of fighting with it).
Let’s cut through the fluff and get your data working for you.
Step 1: Figure Out Where Your Data Lives (and What’s Worth Importing)
Before you even touch Loxoapp, take stock of what you’ve got. This is the least glamorous part, but it pays off.
- Spreadsheets: Excel, Google Sheets, or CSV files—these are easiest to import.
- Old ATS: Export your data if you can. Most systems let you dump to CSV.
- Email: If you’ve got resumes scattered in your inbox, consider forwarding them to a folder and dealing with them in batches.
- Random Docs/Folders: Avoid dragging over junk you’ll never use.
Pro tip: Don’t import garbage. If you haven’t touched a list in two years, maybe don’t bring it over. Bad data is worse than missing data.
Step 2: Clean Your Data Before Importing
Garbage in, garbage out. If you want Loxoapp to actually help you, spend 30 minutes cleaning up your data now.
- Remove duplicates: Two John Smiths with the same email? Nuke one.
- Standardize columns: Make sure columns like “First Name,” “Last Name,” “Email,” and “Phone” are labeled clearly.
- Fill in blanks: You don’t need every field, but at least make sure the basics (name, email, maybe phone) are there.
- Check file format: Loxoapp likes CSV and XLSX files best.
What doesn’t matter: Formatting. Bold text, pretty colors, or weird fonts don’t carry over. Focus on the info itself.
Step 3: Import Candidates into Loxoapp
Now you’re ready to actually get stuff into Loxoapp. Here’s how to do it without pulling your hair out.
3.1 Bulk Import via Spreadsheet
- Go to “People” in your Loxoapp dashboard.
- Look for an “Import” or “Add People” button (usually top right).
- Choose “Import from Spreadsheet” or similar.
- Upload your cleaned CSV/XLSX file.
- Map your fields: Loxoapp will try to match your columns to its own fields. Double-check. Fix mismatches (e.g., your “Cell” = Loxoapp’s “Mobile”).
- Start the import and wait. For big lists, this might take a few minutes.
What works well: The field mapping is straightforward, and you won’t lose data if you take your time here.
What to ignore: Don’t bother uploading resumes as file attachments for every single candidate—do it only for your current pipeline or hotlist. It clutters things up, and search works better with structured fields anyway.
3.2 Import from LinkedIn or Chrome Extension
Loxoapp’s Chrome extension can pull candidates directly from LinkedIn and other sites. It’s handy, but:
- Use it for one-offs or small batches.
- Don’t rely on it for bulk imports—it’s slower and sometimes buggy with large numbers.
Step 4: Organize Candidates with Tags, Stages, and Pipelines
You’ve imported candidates. Now make them findable.
4.1 Use Tags Wisely
Tags are your friend—if you use them well.
- Good tags: Skills (“JavaScript”), industry (“Healthcare”), location (“NYC”).
- Bad tags: “Needs call,” “Maybe,” or anything you’ll forget in two weeks.
Stick to a short list of tags. Too many and you’ll just create new chaos.
4.2 Assign Candidates to Pipelines
Pipelines are where you track candidates through each job or project.
- Create a pipeline for each open job.
- Drag and drop candidates to stages like “Screen,” “Interview,” “Offer,” etc.
Pro tip: Keep your pipeline stages simple. Five is usually plenty. If you add “Phone Screen #2” and “Reference Check Pending Maybe,” you’ll regret it.
4.3 Use Notes and Activities
- Notes: Log real conversations or key info. Avoid pasting entire emails—summarize.
- Activities: Use for tracking calls, emails, or reminders. If you’re forgetful, set reminders for follow-ups.
Step 5: Avoid Common Pitfalls
Some things sound good in theory but are a waste in practice.
- Don’t over-customize. Resist the urge to build 17 custom fields you’ll never fill in.
- Skip “complete data.” You’ll never have every field for every candidate. Focus on what matters: contact info, key skills, and basics.
- Don’t import junk resumes. If a resume is five years old and the candidate never replied, leave it out.
- Beware of bulk tagging. It’s easy to end up with a tag soup. Use tags for real filters, not as a dumping ground.
Step 6: Use Search and Filters to Actually Find People
All that organizing pays off when you need to find someone fast.
- Search by name, skill, or tag. Loxoapp’s search is solid if your data’s clean.
- Filter by custom fields or pipeline stage if you set those up.
- Save searches for common needs (“Top Java Devs in Chicago”).
What works: Search is fast and accurate—if you did your tagging and cleanup.
What doesn’t: If your data’s messy, no tool can fix it for you.
Step 7: Set Up a Simple Routine for New Candidates
Don’t fall back into chaos. When you add new candidates, follow the same steps:
- Add or import them right away.
- Tag, assign to a pipeline, and add key info.
- Set reminders for any needed follow-up.
If you let things pile up, you’ll be back to square one.
Pro Tips for Staying Sane
- Back up your data every few months. Exports are easy and give peace of mind.
- Review your tags and pipelines quarterly. Kill what you don’t use.
- Train your team—even if that’s just you and one other person. Consistency matters more than fancy features.
- Don’t chase every new integration. Focus on getting the basics right first.
Keep It Simple (and Iterate)
Recruiting software promises a lot, but most of the value comes from doing the basics well: clean imports, smart organization, and regular habits. Don’t sweat perfection. Get your data in, keep it simple, and tweak as you go. You’ll spend less time fighting your tools and more time actually recruiting.