How to bulk-organise job posts from recruiters

When recruiters send roles in batches (a list in an email, a PDF, a LinkedIn message), the fastest reliable system is a spreadsheet with one row per role. Then decide what, if anything, goes into a tracker.

HireWire · last reviewed 2026-10-14

Step 1: one row per role

Don’t paste a whole recruiter email into one cell. Split it so each role gets its own row, even if the same recruiter sent five roles. That makes sorting, de-duplicating and following up possible.

Step 2: use these columns

Header row to copy:

Date received,Company,Role,Location,Working arrangement,Salary min,Salary max,Currency,Pay period,Job URL,Recruiter,Source email subject,Status,Next action,Follow-up date

Keeping Salary min, Salary max, Currency and Pay period in separate columns is what makes pay comparable later. A cell reading “£60–70k + bonus” can’t be sorted or filtered.

Step 3: clean duplicates

Recruiters often send the same role, sometimes from different agencies. Before you act on anything:

1. Sort by Company, then Role.
2. Look for the same company and a near-identical title, for example “Senior Data Engineer” and “Data Engineer (Senior)”. Keep the row with the most information, and note the other recruiter in the Recruiter cell.
3. Be careful with two agencies submitting you to the same role. It can disqualify you at some employers. Pick one and tell the other.
4. In Google Sheets, Data → Data cleanup → Remove duplicates on Company + Role catches exact matches. Near-matches need a manual pass.

Step 4: work the list

Sort by Follow-up date each morning. Add a filter view for Status = Interested or Applied. Use conditional formatting to highlight follow-up dates in the past.

Step 5: only bulk-import into a tracker with a documented import

If you want these rows in a tracker app, check that the tool documents its import: the accepted file type, the required columns and how duplicates are handled. Importing into an undocumented format can quietly drop fields or overwrite existing records. Test with three rows first.

Where HireWire fits

HireWire doesn’t have a spreadsheet or bulk import, and it can’t add roles by hand. It tracks postings that appear on its 55 public feeds. So for recruiter-sourced roles:

• Keep the spreadsheet above as the system of record for those roles.
• Search HireWire’s wire for the company. If the role is publicly posted on a board HireWire reads (for example a Greenhouse or Lever career page it covers), pin it there to get stage dates, follow-up flags and offer comparison.
• Use HireWire to find direct applications, so you aren’t relying only on recruiters.

FAQ

Related

• Job tracker vs spreadsheet
• Filter jobs by minimum pay
• Guide & FAQ