ApplySift

How to export applicants from Greenhouse to a spreadsheet

Greenhouse has no export button on the candidate list either. The route is the Essential candidate report, which you generate from a filtered candidate list and receive as an Excel file by email. It carries name, every phone and email on the profile, the job applied for, stage, status and application date.

Steps

  1. Open Jobs, pick the job, and open its Candidates tab. (For several jobs at once, click Candidates in the top navigation instead and filter by job there.)
  2. Set the filters in the left panel. By default the list shows only active applications on open jobs; if you want to screen everyone who applied, add the filters that include rejected applications, and closed jobs if the posting has closed.
  3. Click Generate Report at the top of the list.
  4. Choose Email as XLS, then Email Export. The file arrives in your inbox. (View in App shows the same rows on screen but leaves out custom fields.)
  5. Open the XLS in Excel, Numbers or Google Sheets and save it as CSV. ApplySift reads CSV only.

Who can run it: a Job Admin who can view and edit candidates and prospects, on the Core, Plus or Pro plans. Saving or scheduling the report needs Plus or Pro, but a one-off run does not.

The 1,000-row limit

An Essential candidate report stops at 1,000 applications. A busy remote posting can pass that in a week. If the count on the Candidates tab is higher, run the report more than once with a narrower filter each time: by application date range, or by stage, so that each run is under the limit. You can upload each file separately to ApplySift, or paste them together into one CSV first so that shared phones and mailboxes across the whole pool are caught.

What the columns look like

Greenhouse splits what other systems keep in one column. Expect First name and Last name rather than a name column, and up to five phone columns (Phone (mobile), Phone (home), Phone (work), Phone (other), Phone (Skype)) and three email columns (Email (home), Email (work), Email (other)). The job is in Applied for and the date in Application date. ApplySift recognises this layout and uses the first filled phone and email on each row.

What the export does not include

Résumés and attachments; referral answers; and, in the on-screen version, custom candidate fields. None of these matter for screening the contact details.

Then

Upload the CSV to ApplySift. The Greenhouse headers are recognised automatically, so there is nothing to map.