How to Import Leaver (Churn) Data via flat-file

Leaver data collection can be collected via flat-file data transfer.
Clients can automate this through their ATS reporting system or any other data export service, with files transferred to Sapia.ai on a regular schedule via sFTP.

For sFTP setup instructions, refer to: https://help.sapia.ai/en/articles/12394560-importing-data-via-sftp

CSV Specification

Column Header	Required?	Description
`externalTenantID`	Optional	This value is provided by Sapia.ai and remains constant across all records.
`externalApplicationID`	Optional/Required	The `externalApplicationID` is sent to Sapia.ai through the assessment integration with your recruitment system. Note: that this field may have a different name in your HCM system (e.g., "Application Number", "Job Application ID", "Candidate Application Reference", "Candidate Token", "Assessment ID", etc.). To identify which field in your HCM corresponds to the `externalApplicationID`: Log in to Sapia.ai's TalentHub Locate a candidate or an application record Note the `External Application ID` value displayed Search for this same value in your ATS/HCM system to identify the source field name
`externalCandidateID`	Optional/Required	Format: `String` The `externalCandidateID` is sent to Sapia.ai through the assessment integration with your recruitment system. To identify the value corresponds to the `externalCandidateID`: Log in to Sapia.ai's TalentHub Locate a candidate or an application record Note the `External Candidate ID` value displayed Search for this same value in your ATS/HCM system to identify the source field name
`endDate`	Required	Format: `yyyy-MM-dd` The employment termination date (resignation, contract end, or employment conclusion).
hiredDate	Optional	Format: `yyyy-MM-dd` The date the candidate/employee was initially hired for the position.
`comment`	Optional	Format: `String` Free-text field for additional information about the employment termination or leaver circumstances.
`sapiaApplicationID`	Optional/Required	Format: `String` The `sapiaApplicationID` is sent via integration back to your recruitment system (if available(. Note: that this field may have a different name in your HCM system (e.g., "Assessment ID", "Vendor Application ID", "Receipt ID", etc.) To identify which field in your HCM corresponds to the `externalApplicationID`: Log in to Sapia.ai's TalentHub Locate a candidate or an application record Note the `Application ID` value displayed Search for this same value in your ATS/HCM system to identify the source field name
`candidateEmail`	Optional/Required	Format: `String`

Important Notes

Column Order and Headers

Column headers and their order do not need to match this specification exactly. Sapia.ai supports flexible field mapping during setup, so your CSV columns can be mapped to the correct fields in Sapia.ai's configuration.

Data Identifiers

Sapia.ai uses the following logic to match records in your file:

Option 1: Application-based matching (recommended)

Provide either externalApplicationID or sapiaApplicationID
When using application IDs, externalCandidateID and candidateEmail are optional

Option 2: Candidate-based matching

Provide either candidateEmail or externalCandidateID (without application IDs)
Sapia.ai will match the record to the candidate's most recent assessed job application

Note: If you provide application-level identifiers (externalApplicationID or sapiaApplicationID), they will take precedence over candidate-level identifiers for more precise matching.

Importing Data via sFTP (for integrated customers)

List of Harvest API permissions

How to Obtain Outcome Data Status via-flat-file Integration for Dayforce

How to Obtain Demographics Data via flat-file Integration for Dayforce