Monthly Data Backup

Trakstar Hire provides a monthly backup of all your candidate data. This is available as a zipped file containing a Microsoft Excel sheet and all resume files.

Steps to Enable:

  1. Click on the Settings icon on the lefthand side of your screen:
  2. Scroll all the way to the bottom of your page to find Data Backup:

  3. Check the box next to Enable Monthly Backups:
  4. Once enabled, it may take the system a day or so to generate the data. When it's ready, you can find it in this same location (Settings > Data Backup), and download the file by clicking the blue 'here' text:

Data in the Monthly Backup

When downloaded, the data backup will be in the form of a Zip file. Once unzipped, you will see two items in the main folder; 

  • An Excel spreadsheet with candidate application information
  • A folder titled Resumes, with all candidate resumes

Excel Spreadsheet

The Excel spreadsheet that is included in the Data Backup is identical to the Candidates Excel Report. You can learn about each data point in this Excel sheet here! The below image is an example of some of the data in the Excel sheet:

Resumes File

The Resumes file is organized by job opening. The 'others' folder includes candidate resumes that were not assigned to any particular job opening.

Within each job opening, there are folders for each hiring stage. Whichever stage the candidate was in at the time of the data backup being pulled is where their resume will be.

Frequently Asked Questions

If you aren’t finding your question or answer here, feel free to reach out to us at, and we’d be happy to help!

Can I customize what the data backup includes?
The system is hard-coded to pull all historical candidate data and resumes and there is not a way to just pull the resumes for one opening. However - because the file is organized by opening, you can click into that opening folder to view those resumes.

Will deleted candidates show in the data backup?
No, deleting a candidate's profile is a permanent action and cannot be undone. For this reason, we suggest "decisioning" or archiving a candidate, rather than deleting them!

What date range does the data backup pull from?
The data backup pulls all candidate resumes and application details from the beginning of your account, up until the day of the month that you enable the backup.
→ For example; if your very first candidate was February 1st 2021, and you enabled the backup on January 12th 2022, then every candidate between those two dates would appear in the data backup
→ The next month, you'd get all the same data as the previous month, in addition to any new candidates that populated between the prior and current data backup months

How do I sort or filter the data in the Excel file?
Once you download the Excel file, you can filter or sort the data in several ways that fit your needs. Here is how you can learn about filtering in Microsoft Excel.

What if I enable the backup, and it never populates a download link?
It may take a day or so for the system to build the backup. If you still don't see it, please contact us at!

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