Monthly Data Backup

Overview

The Monthly Data Backup feature provides a monthly backup of all candidate data in your Trakstar Hire account. Each backup is delivered as a compressed (.zip) file containing:

• A Microsoft Excel spreadsheet with candidate application data
• A Resumes folder containing all candidate resumes

Enable Monthly Data Backups

To enable monthly backups:

1. Click the Settings icon in the left navigation menu.

   

2. Scroll to the bottom of the page and locate Data Backup.

   

3. Select Enable Monthly Backups.

   

4. Save your changes.

After enabling the feature, it may take up to one day for the system to generate your first backup.

Once the backup is available:

1. Return to Settings > Data Backup.

2. Click the available download link to download the ZIP file.

   

What's Included in the Backup?

After extracting the ZIP file, you'll find two items:

• An Excel spreadsheet containing candidate application information

• A Resumes folder containing candidate resumes

  

Excel Spreadsheet

The spreadsheet contains the same data as the Candidates Excel Report, allowing you to analyze candidate information outside of Trakstar Hire.

Resumes Folder

The resumes are organized to make locating files easier.

Folder Structure

• Top level folders are organized by job opening.
• An Others folder contains resumes that are not associated with a specific opening.
• Within each opening, resumes are further organized by the hiring stage the candidate was in when the backup was generated.

Frequently Asked Questions

Can I customize what is included in the backup?

No. The backup always includes all historical candidate application data and resumes. It cannot be limited to a single opening or a subset of candidates. Because resumes are organized by opening, you can easily locate resumes for a specific opening after downloading the backup.

Are deleted candidates included?

No. Deleted candidates are permanently removed and are not included in monthly backups.

If you want to retain candidate records without keeping them active in your hiring process, consider moving candidates to a decisioned state or archiving them instead of deleting them.

What date range does the backup include?

Each monthly backup includes all historical candidate resumes and application data from the beginning of your account through the date the backup is generated.

For example:

• If your first candidate was added on February 1, 2021, and you enabled monthly backups on January 12, 2022, the first backup would include every candidate added during that period.
• Future monthly backups include all previously backed-up data plus any new candidates added since the last backup.

Can I sort or filter the Excel spreadsheet?

Yes. After downloading the spreadsheet, you can use Microsoft Excel's built-in sorting and filtering tools to organize the data as needed.

What if the download link doesn't appear?

The initial backup may take approximately one day to generate after the feature is enabled.

If the download link still does not appear after that time, contact hire@trakstar.com for assistance.