Candidate Ingestion
Streamline your hiring process by bulk uploading candidate resumes and data!
The candidate ingestion feature allows you to efficiently upload multiple candidate resumes (PDF) and candidate data (CSV) files directly into your interview agents. This allows you to quickly populate your candidate pipeline and trigger automated screening processes.
What is Candidate Ingestion?
Candidate ingestion is HeyMilo's bulk upload system that enables you to:
Upload PDF resumes for automatic parsing and candidate profile creation
Import CSV data with candidate information and contact details
Trigger automated workflows to begin the interview process
Integrate with your existing recruitment workflow
This feature is perfect for recruiters who receive large volumes of applications or want to migrate existing candidate databases into HeyMilo.
Accessing the Ingestion Page
To access the candidate ingestion feature for any interview agent:
Step 1 Navigate to your workspace
Step 2 Select your interview agent from the dashboard
Step 3 Click Add Candidates
Step 4 Select "Ingest Candidates" from the dropdown menu
Step 5 You'll be redirected to the ingestion page for that agent
Understanding the Ingestion Interface
The ingestion page consists of two main sections:
The upload area where you can drag and drop or select files for processing.
A comprehensive table showing all uploaded documents, extraction status, and candidate profiles.
Bulk Upload Process
Supported File Formats
The ingestion system supports:
PDF files
CSV files
ZIP files (containing PDFs or CSVs)
Step-by-Step Upload Process
Step 1 Prepare your files in the supported formats (PDF, CSV or ZIP)
Step 2 Access the upload section on the ingestion page
Step 3 Drag and drop files into the upload area, or click to browse and select files
Step 4 Review file details including name and size
Step 5 Choose how you want to process the files:
Upload and Ingest (automatic ingestion)
Upload Only (manual review before ingestion)
Step 6 Monitor progress in the extraction results section below
Upload Requirements
PDF requirements: Text-based PDFs work best (avoid scanned images)
CSV format: Include headers with standard fields like name, email, phone, etc.
API key: Automatically generated and configured for your workspace
File size limits:
Up to 10 files per upload
Up to 50MB per file
Extraction Results Management
Understanding Extraction Status
Each uploaded document shows one of several status indicators:
Processing: File is being analyzed and parsed
Success: Extraction completed successfully
Failed: Extraction encountered errors
Viewing Candidate Profiles
For each successfully processed document, you can:
Expand document details to see individual candidate profiles
Review extracted information including name, and contact details
Check extraction quality and completeness
Monitor ingestion status for each profile
Managing Extracted Profiles
The extraction results interface provides several management options:
👤 Individual Profile Actions
Ingest Profile: Add a specific candidate profile to the interview experience
Delete Profile: Remove unwanted or duplicate profiles
View Details: Examine extracted candidate information
👥 Bulk Operations
Select Multiple Profiles: Use checkboxes to select candidates
Bulk Ingest: Add all selected candidate profiles to the interview experience
Bulk Delete: Remove multiple profiles at once
Filter Results:
Status (Processing, Success, Failed)
File Type (PDF, CSV)
Results per page (5, 10, 20, 50)
Webhook Integration and Ingestion
Understanding Webhooks
When you ingest candidate profiles, HeyMilo automatically:
Create candidate records in your interview agent
Populate candidate information from extracted data
Trigger automated workflows like email invitations
Update candidate status in your dashboard
Ingestion Process
Click "Ingest Selected" or use bulk actions
Monitor webhook status in the results table
Verify candidates appear in your main candidate dashboard
Check for any failed ingestions and retry if needed
Automatic vs Manual Ingestion
Automatic: Profiles are ingested immediately when using Upload and Ingest
Manual: Profiles are extracted only when using Upload Only and must be manually ingested later
API Key Management
Most users never need to manage API keys manually, this is handled automatically by HeyMilo.
Automatic API Key Setup
The ingestion system automatically handles API key management:
Auto-generation: Creates API keys for your workspace if none exist
Key reuse: Uses existing valid API keys when available
Security: Keys are scoped to your specific workspace and posting
URL key extraction: Automatically retrieves webhook URLs for ingestion
Troubleshooting API Issues
If you encounter API-related errors:
Check workspace permissions - ensure you have admin access
Verify posting status - the interview agent must be active
Review error messages - look for specific API key or URL key issues
Contact support if problems persist [email protected]
Best Practices for Successful Ingestion
✅ File Preparation
Clean PDF files: Ensure resumes are text-based, not scanned images
Standardized CSV format: Use consistent column headers and data formats
File organization: Group related candidates in single uploads when possible
Quality check: Review files before upload to avoid processing errors
✅ Workflow Optimization
Batch processing: Upload multiple files at once for efficiency
Monitor progress: Check extraction status regularly during processing
Quality review: Examine extracted data before triggering ingestion
Selective ingestion: Only ingest high-quality, relevant candidates
✅ Data Management
Regular cleanup: Remove failed or duplicate extractions
Status monitoring: Track ingestion success rates and identify issues
Backup important data: Keep original files as backup
Document your process: Maintain consistent upload and review procedures
Monitoring and Analytics
📊 Extraction Statistics
The ingestion page provides key metrics:
Total profiles extracted: Count of all candidate profiles processed
Ingested profiles: Number of candidates successfully added to your agent
Processing jobs: Active extraction tasks in progress
📊 Performance Tracking
Monitor your ingestion performance by tracking:
Upload success rates: Percentage of files processed successfully
Extraction quality: Completeness and accuracy of parsed data
Ingestion efficiency: Time from upload to candidate availability
Error patterns: Common issues to address in future uploads
Troubleshooting Common Issues
⚠️ Upload Problems
File won't upload
Check file format (PDF, CSV or Zip only)
Verify file size is under limits
Ensure stable internet connection
Try refreshing the page and uploading again
Upload fails repeatedly
Check file corruption or formatting issues
Verify workspace permissions
Contact support with specific error messages
⚠️ Extraction Issues
Poor extraction quality
Use text-based PDFs instead of scanned images
Ensure clear, standard resume formatting
Check for unusual fonts or layouts
Consider manual data entry for problematic files
Missing candidate information
Review original file for completeness
Check if data is in non-standard formats
Verify CSV column headers match expected fields
Consider supplementing with additional data sources
⚠️ Ingestion Failures
Webhook errors
Check API key validity and permissions
Verify posting is active and accessible
Review error logs for specific issues
Retry ingestion after resolving underlying problems
Candidates not appearing
Confirm ingestion was triggered successfully
Check candidate filters in your main dashboard
Verify webhook completion status
Allow time for processing and database updates
Pro Tip: Start with a small batch of high-quality files to test your ingestion workflow before processing large volumes of candidates.
Integration with Your Hiring Workflow
Pre-Ingestion Setup
Before using candidate ingestion:
Configure your interview agent with appropriate questions and scoring
Set up email templates for candidate outreach
Prepare your candidate review process for the influx of new profiles
Test the workflow with a small sample of candidates
Post-Ingestion Activities
After successful ingestion:
Review candidate profiles in your main dashboard
Trigger interview invitations for qualified candidates
Monitor completion rates and candidate engagement
Analyze results to refine your ingestion criteria
Workflow Automation
Consider automating parts of your ingestion process:
Scheduled uploads for regular candidate batches
Automatic ingestion for high-quality extractions
Email triggers for newly ingested candidates
Status notifications for completed processing
Advanced Features
🔍 Filtering and Search
The extraction results interface supports:
Status filtering: Show only processing, successful, or failed extractions
Type filtering: Separate PDF and CSV processing results
Search functionality: Find specific candidates or documents
Date sorting: Organize by upload or processing time
👥 Bulk Operations
Efficiently manage large candidate volumes:
Select all: Choose entire pages of results
Filtered selection: Select based on status or criteria
Batch processing: Perform actions on multiple items simultaneously
Progress tracking: Monitor bulk operation completion
📄 Data Export
Export candidate data for external use:
CSV export: Download candidate information in spreadsheet format
Filtered exports: Export only selected or filtered candidates
Status reports: Generate processing and ingestion summaries
Integration data: Prepare files for ATS or other system imports
Success Tip: The most effective ingestion workflows combine automated processing with selective human review to ensure quality while maintaining efficiency.
Ready to Start Ingesting Candidates?
Now that you understand the complete candidate ingestion workflow, you're ready to start uploading and processing candidate files. Begin with a small test batch to familiarize yourself with the process, then scale up to handle your full candidate pipeline efficiently.
The ingestion feature integrates seamlessly with the rest of your HeyMilo workflow, from initial upload through final candidate selection and hiring decisions.
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