Use bulk invitation to invite a large number of candidates to a vacancy in a single action. You upload a CSV file containing candidate details and the platform processes the file, validates each row, and sends invitations to eligible candidates.
Before you begin
- The vacancy must be configured for Direct Invitation and set to Open. See Inviting Candidates for setup instructions.
- You must have recruiter, account admin, or super user permissions.
- The registration email template for the vacancy must be enabled in the relevant language.
- Prepare a CSV file using the template provided in the invitation form (see Prepare your CSV file step below). The file must not exceed 100 rows.
Inviting Candidates in Bulk Steps
Open the bulk invitation form
- Go to the Candidate Overview page
- Select Invite candidate(s)
Select "Bulk Invite" when prompted to choose an invitation method
Select a vacancy. The list displays only Open vacancies configured for Direct Invitation that you have access to. Vacancies are listed alphabetically. Use the search field to filter by name.
Select a location and a language for the invitation. The candidates will be invited to the location that is selected from the location picker. If the vacancy has no location, then the location picker will not be visible.
Candidates will receive their invitation email in the selected language.
Prepare your CSV file
- Download the CSV template from the invitation form. The template contains the required column headers to help structure your file correctly.
- Complete the file. First name, Last name and Email address are required for each row.
- Save the file in CSV format.
💡 Tip Do not rename the column headers in the template. The platform matches columns by name and will return an error if headers are missing or do not match exactly.
Upload and validate the file
- Upload your CSV file by selecting it from your device and click on Proceed. The platform will then begin processing the file.
- Review the validation summary. Once processing is complete, a summary appears showing how many candidates are ready to be invited and highlighting any issues found in the file. See examples in "Status Examples" table below of status you might see.
- If blocking errors are present, you must correct the file and re-upload it before you can proceed. Non-blocking warnings and information messages do not prevent you from continuing.
- Download the error report if blocking errors are present. The report is your original CSV file with an additional column explaining the issue for each affected row. Correct the identified rows and re-upload the file.
💡 Tip If you re-upload a new file, all validation results are cleared and the new file is processed from the start.
Confirm and send the invitations
- Review the confirmation screen. It shows the vacancy name, location, language, and the number of candidates ready to be invited.
- Select Invite candidates to send the invitations. It may take a few minutes for all candidates to appear in the candidate list.
⚠️ Important You cannot run two bulk invitation batches for the same account at the same time. If a batch is already in progress, wait for it to complete before uploading a new file.
What happens next
Eligible candidates receive a personalized invitation email with a unique access link. This link expires after 24 hours. After it expires, the candidate can still request a one-time password to access their assessment.
Invited candidates appear in the candidate list with a status of In Progress, Not logged in yet. Candidates who were skipped due to a non-blocking condition (already in progress, reapply rules) do not receive a new invitation.
Viewing invitation details on the Candidate Detail Page
The Candidate Detail Page displays the following information for invited candidates:
Invited by — the name of the recruiter or admin who sent the invitation
Invited on — the date and time the invitation was sent
This information reflects the original invitation only and is not affected by any subsequent status changes for the candidate.
Frequently asked questions
How many candidates can I include in a single bulk invitation?
Each CSV file can contain up to 100 rows. If you need to invite more candidates, split them across multiple files and upload each one separately.
Can I include candidates from different locations in the same file?
No. A location is selected for the entire batch before uploading the file. All candidates in the file are invited to the same vacancy and location. If you need to invite candidates to different locations, use separate files for each location.
What reapply rules apply during a bulk invitation?
The reapply rules configured on the selected vacancy apply to each candidate row individually. Candidates who are not eligible based on those rules are shown as warnings in the validation summary and are skipped during invitation. Candidates who are eligible to reapply are included, and you are informed that a new assessment record will be created for them.
Can I re-upload the same file to send reminders?
Yes. If you upload the same file again, the platform re-validates each row against the current candidate status. Candidates who have not yet started their assessment or have not completed it yet, will receive a new access link.
Why do some candidates not appear in the list after the bulk invitation completes?
It may take a few minutes for all candidates to appear after a large batch is processed. If a candidate is still missing after several minutes, check whether they were listed in the validation summary as skipped due to a non-blocking condition.
Table
Below are some examples of statuses you might see in the validation summary, depending on the content of your file:
Status Examples | |||
|---|---|---|---|
| Status | What it means | Action required | Example |
| Ready to invite | The candidate record is valid and the candidate is eligible. | None. | |
| Blocking error | A required field is missing, the email format is invalid, or there are email duplicated rows. | Download the error report, correct the file, and re-upload. | |
| Previously invited, started the assessment, not completed the assessment yet (info) | The candidate was already invited but has not yet started their assessment. Re-inviting will send them a new access link. | Review before proceeding. | |
| Completed — reapply conditions not met (warning) | The candidate has already completed the assessment and is not yet eligible to reapply. They will be skipped. | No action needed. | |
| Completed — reapply conditions met (warning) | The candidate is eligible to reapply. Proceeding will create a new assessment record for them. | Review before proceeding. | |