The Data Import tool allows Agencies to efficiently onboard core data such as Candidates, Clients, and Contacts — especially useful when acquiring another business with existing base data.
⚠ Important: If your Agency uses a third-party CRM (not FastTrack Recruitment Manager), do not use the Data Import feature. Your CRM integration should be used instead to maintain accurate record creation in FastTrack360.
📌 Note: The Data Import tool supports up to 5,000 rows per import file. To import more, contact Support to discuss your requirements. Importing large data sets may temporarily affect system performance.
Available Data Types
You can import data into the following record types:
Skill Groups.
Skill Types.
Skill Keywords.
Skill Keyword Synonyms.
Parent.
Client.
Client Contacts.
Cost Centre.
Contract Job Order.
Temporary Job Order.
Permanent Job Order.
Candidate.
Candidate Skills.
Candidate Work References.
Security and Access
⚠ Important: You must have Administrator access to assign permissions for Data Import.
Go to Recruitment Manager, then click Maintenance.
Assign the Data Import security permission to the user’s security role.
Data Import does not apply Data Group restrictions to import templates. Users with Data Import access can assign data group items (for example, Office Code) for any active office, regardless of their own Data Group permissions.
Import Data
Follow these steps to migrate data into FastTrack360:
1. Download the Import Template
Go to Recruitment Manager, then click Maintenance.
Click Download Template and select a location to save the file.
📌 Note:
If you use Internet Explorer, the browser may automatically insert “Copy of” into the file name. Remove this text before uploading.
When using Chrome, pop-ups may be blocked. If this occurs, click the pop-up icon and select Always allow pop-ups…, then click Done.
2. Add Data to the Template
Open the saved Excel template and enter data row by row.
Review the column headers to confirm:
Field Type (e.g., text, number, date).
Mandatory fields.
Maximum field lengths.
Ensure all data follows the required format. Some fields are conditionally mandatory — for example, a field may be mandatory only when T Sheet Frequency = “Weekly”.
🤓 Tip: Follow a “measure twice, cut once” approach to minimise errors before import. Correcting invalid data later can be time-consuming.
3. Import the Data File
Go to Recruitment Manager, then click Maintenance.
Select Import Data, then upload the completed data file as prompted.
📌 Note:
File names cannot exceed 50 characters.
The Maximum Data Import Row Limit is displayed under Maintenance > Data Import.
If the file exceeds the limit, you’ll receive a hard warning. Reduce the rows and retry.
Importing large files may affect system performance. Run imports after hours whenever possible.
Monitor Import Progress
When a file is uploaded, it appears in the batch list with the initial status Queued.
Status | Description |
Queued | File waiting to process. |
Processing | File currently importing. |
Success | All rows successfully imported. |
Success (with Error) | Import completed with some failed rows. |
Error | Import failed due to data issues. |
Fatal | System error occurred during import. |
Review and Correct Errors
When rows contain errors, download the Error Report from the batch list.
Open the file to view an added column describing each error.
Correct the data based on the provided error messages.
Save the amended file and re-upload using the Import Data process.
📌 Note: The Error Report uses the same format as the original template.
Post-Import Adjustments
When records are created through Data Import, system-level defaults are not automatically applied because the background import bypasses standard creation logic.
Follow these steps to review and apply any missing default settings after import:
Go to Maintenance, then click General Items.
Click Pay/Bill Settings, then select Timesheet Details.
Review the default values that normally apply when creating records manually.
Manually update these fields in the imported records where required.
This step ensures all records maintain consistent Pay/Bill configuration even when imported via Data Import.
💡 Best Practices
Test imports using a small dataset before performing large-scale uploads.
Always validate mandatory fields and field formats before importing.
Schedule imports outside business hours to reduce performance impact.
Retain a copy of all import templates and error reports for audit purposes.
Regularly review security roles to ensure only authorised users can import data.
🤔 FAQs
Q1: What should I do if my file exceeds the 5,000-row limit?
Answer: Split the data into smaller files or contact Support to request a higher limit.
Q2: Why are my default settings not applied after import?
Answer: The Data Import process bypasses record creation logic, so system defaults must be manually added post-import.
Q3: Can I import data from my third-party CRM using this tool?
Answer: No. Use your CRM integration to sync data instead of using the Data Import feature.