Importing your data

You can bring data into Kepler three ways: a white-glove migration handled by our team, the self-serve CSV importer, or — for candidates specifically — bulk CV upload with AI parsing (see Adding candidates from CVs).

Option 1 — Assisted migration (recommended for switching ATS)

Our team can migrate your candidates, clients, contacts, jobs, notes and activity history from your existing ATS. Kepler's flexible data model means custom fields from your old system can map across too. Contact our team to discuss supported source systems, scope, pricing and timing — book a call to start a migration.

Option 2 — CSV import

Each record type has its own importer. Open the record list (for example Candidates), click the arrow beside the Add button (for example Add candidate) and choose Import from CSV — or navigate straight to /candidates/import, /contacts/import or /companies/import. The Add candidate dialog also has an Import from CSV link.

The importer has four steps: Upload file, Map columns, Review and transform and Review plan.

Step 1 — Upload file

Drop your file in the Upload CSV file card. The first row must be column headers. Exports from spreadsheets or other CRMs work as-is.

Step 2 — Map columns

Kepler suggests destinations for your columns. Review each suggestion against the sample values, then use the dropdown to change its destination or skip the column. If suggestions are unavailable, map the columns manually. Columns you leave unmapped are skipped.

• You can map into existing custom fields or choose Create new field. If new attributes are proposed, review their names, types and options in Confirm workspace changes, then choose Create attributes and continue. This creates workspace attributes before the records are imported. If you lack permission, ask an admin to create the fields or map to existing ones. See Custom fields.
• A per-field value preview shows how your data will land, so you can spot formatting problems before importing.

Step 3 — Review and transform

Check your rows exactly as they'll be created, with a coverage indicator for how much of the file was parsed cleanly, and clean up any values that need adjusting before the import runs.

Step 4 — Review plan

The final plan shows how many records are new, how many match existing records as duplicates, and how many rows are invalid — and lets you choose how duplicates should be handled before you start the import. Choose the policy that matches what you intend to change:

• Fill in blanks (default) — adds missing information and keeps existing values.
• Replace values on N existing records — CSV values replace existing values where they differ. Review the conflicting rows before choosing this; Kepler asks you to confirm.
• Review conflicts — decide how to resolve each conflicting row yourself.
• Skip duplicates — leaves matching existing records untouched.

Run the import once the mappings, new fields and duplicate policy look right. The importer shows progress and a result summary.

After the import: fill the gaps

The summary offers Search the web for LinkedIn profiles for the new records that came without one. It's free. For candidates it starts on its own when Search the web for LinkedIn when a candidate is added is on in Settings → Enrichment (it is by default): sure matches are added with Undo, and the rest wait on each record for you to pick. Finding work emails and mobile numbers uses enrichment credits and is offered separately.

Option 3 — Bulk CV upload (candidates)

Have CV files rather than a spreadsheet? Open Add candidate and, under Upload CV, drop or browse for your CVs — PDF, DOC, DOCX or TXT, up to 10 MB each and up to 500 files at a time. Kepler reads them in the background and adds each one as a candidate automatically; only CVs that need a decision — a possible duplicate, a missing name or contact details — wait for you in the same dialog. A spreadsheet dropped here is sent to Import from CSV instead. See Adding candidates from CVs.

Candidates added this way without a LinkedIn URL get the same free LinkedIn search once their CV has been read. The searches keep running after you close the dialog.

Good hygiene for imports

• Use one CSV per record type (companies, then contacts, then candidates).
• Include an email column wherever you have one — email is the key Kepler uses to match records to synced conversations and to deduplicate.
• Keep dates in a consistent format (ISO YYYY-MM-DD is safest).