How to: Bulk Invite Candidates

This guide describes the steps for creating bulk invites for more multiple candidates. This content is intended for recruiters on the Karat platform.

The bulk invite feature allows organization users to invite up to 200 candidates to interview for a single role at once.

Find the bulk invite tool

1. Log in to the Karat platform.
2. Click Invite a New Candidate +  on the top left menu.
3. Click bulk invite on the very bottom of the “Invite New Candidate” page in the Karat portal.

Bulk invite

1. Choose a role for which you want to send bulk invites. Note: Bulk invites can only be sent for one role at a time.
2. Click Next.

1. Select a role stage. Indicate the stage where the candidates will be placed after the bulk invite.
2. Upload a CSV file with your candidate details.  Make sure your CSV file has these column headers:
   • candidate_fullname (required): The candidate’s full name.
   • candidate_email (required): The candidate’s email address.
   • recruiter_email (required): The email address of the recruiter inviting the candidate.
   • candidate_phone (optional): The candidate’s phone number.
   • follower_emails(optional): this column accepts a single email or multiple emails of other teammates who belong to your group. Delimit multiple emails with semicolons and no spaces, for example: [e-mail];[e-mail].
   • candidate_ats_url(optional): this column is only suggested on this screen if you already have a Karat ATS integration that consumes these URLs, for example: Lever.

candidate_fullname, candidate_email, and recruiter_email are mandatory columns and must be filled out.

1. You can also enter candidate details in Karat's template CSV file, which includes the correct headers and structure.

1 attachment

csv

Bulk_candidates_template.csv

0.3KB

https://slabstatic.com/prod/uploads/btbsp5oi/posts/attachments/vVfLwwmbUkZtF9rF7aM0lNQT.csv

Sample CSV (with errors) - We'll validate the file in the next step.

• Click Validate CSV to check file. Karat validates the following in your CSV file:
  • File is a CSV type.
  • Required headers are present.
  • Phone number format.
  • Recruiter email matches a recruiter account in Karat.
  • Email format is correct.

1. If your CSV file has errors, download the report to see the errors. 

Errors found in the CSV

1. Review any reported errors by clicking "download report" and opening the CSV.

Downloaded report

1. Fix any reported errors by adding missing information and adjusting data in unexpected formats directly in the downloaded file.

Same report after flagged errors have been fixed. This file may be re-uploaded without removing "status" and "data_issue" columns.

1. Re-upload the CSV file after the reported issues have been resolved and validate again.

1. Click Invite candidates to send the invitations.
   1. This may take a couple minutes depending on how many candidates are being invited.
   2. Once complete, you will see a confirmation screen.
   3. Optionally, download a report summarizing which candidates received invites.

Additional considerations

• Duplicate Prevention: The bulk invite tool automatically filters out candidates who have already been invited to the same Karat assessment to prevent spam.
• Self-Scheduling: All candidates invited through the bulk invite feature will be prompted to self-schedule their Karat interview.
• Recently Interviewed candidates: If your organization has the Recent Interview Warning setting enabled, candidates who have completed the same interview type within the last 6 months will be flagged automatically during the upload review. These candidates are separated into a "Recently Interviewed" section on the results screen. For each flagged candidate, you will see:
• The date they last completed this interview type
• A confirmation prompt: "Are you sure you want to make the invite?"

• You can choose to proceed or cancel for each flagged candidate individually. Candidates you confirm will move to Sent status along with the rest of the upload.

  → See: Settings: Recent Interview Warning for details on enabling this setting.