Find the candidates already in your database.
Most new roles get sourced as if the agency’s database did not exist. Bring your book into Vayora and open a live role. Kit ranks the people you already hold against it and shows, for each one, which must-haves they meet and where it found them.
Below is one role worked through, from the spreadsheet to the shortlist. The client and every candidate are made up. The steps, labels and marks are the ones the app shows today.
The role
A food manufacturer in Leeds briefs you on a payroll manager role. The job description goes on the role in Vayora, and Kit takes the must-haves and nice-to-haves out of it. Those become the checklist Kit marks its closest candidates against.
Payroll Manager
Brindlemoor Foods · Leeds, hybrid · Permanent
£52,000 to £58,000
Must-haves
- Runs payroll end to end
- Manages a team
- Sage Payroll
- CIPP qualification
Nice-to-haves
- Multi-site payroll
- Pension auto-enrolment
Bring the book in
Kit can only rank people it can see, so the book comes first. This is the path in the app.
Candidates, then Add candidates
On the Candidates page, Add candidates opens four choices: Add manually, Upload a CV, Agentic importer and Search sourcing. A whole book goes in through the Agentic importer.
Drop the spreadsheet
CSV or Excel: the export from your current system, a LinkedIn export or the sheet the desk has run on for years. A large CSV goes in whole, so a full book is not capped at a row count.
Check what Kit read
Kit decides whether the rows are candidates, companies, contacts, notes, pipeline or jobs, and you can change it. Every column is mapped to a Vayora field with Kit’s confidence beside it, and you can change or skip any of them. Where a column could mean two things, Kit asks before it imports. Columns that fit no standard field are offered as custom fields. They arrive ticked, so they are kept unless you untick them.
Import
The summary counts what was created, updated and skipped. A row whose email matches someone you already hold updates that record. The same person under another email is put in front of you to merge or keep separate, and rows Kit could only partly read are listed under Rows to look at. The last-contacted dates your old system held become contact history on each record.
Open the role and read Kit’s picks
The role’s Source tab leads with candidates from your own database, ranked against the role, and says how many it reviewed. Anyone already in this role’s pipeline is left out, and so is anyone marked rejected or withdrawn. A candidate who meets none of the must-haves is not shown, however close the rest of the profile looks.
Each row names the must-haves the person meets, so the reason is readable before you open anything. Press Why to open the full checklist, or + Pipeline to add the person to the role at Sourced.
No role yet? Type the brief into the search box on Candidates, which reads “Search a name, or describe who you need”. Kit ranks the book against it and grades each row Strong fit, Worth a look or A stretch.
Kit found 4 fits in your database
Reviewed 1,860 candidates · top 4 shown · criteria extracted from this JD
Joanne Pickersgill
Payroll Team Leader · Calder Mills Group
Meets Runs payroll end to end, Manages a team (your notes), Sage Payroll, CIPP qualification
88%
4/4 must
Must-haves
- Runs payroll end to end
- Manages a team - from your notes
- Sage Payroll
- CIPP qualification
Nice-to-haves
- Multi-site payroll
- Pension auto-enrolment
From your notes · last contact 14 Mar 2026
“Runs a team of three at Calder Mills, wants a bigger remit next year.”
Aled Morgan
Senior Payroll Officer · Wharfedale Housing
Meets Runs payroll end to end, Sage Payroll, CIPP qualification
79%
3/4 must
Fatima Rahman
Payroll and Pensions Manager · Aire Valley Care
Meets Runs payroll end to end, Manages a team, CIPP qualification
76%
3/4 must
Gareth Lowe
Payroll Manager · Northgate Print
Meets Runs payroll end to end, Manages a team
71%
2/4 must
Kit’s evidence, per candidate
Each name carries a fit score and a count of must-haves met, such as 3/4 must. Under Why, every requirement carries one of four marks.
Met
The profile shows it: the candidate’s skills or work history.
From your notes
Met only through your agency’s own notes on the profile. The words Kit matched are quoted under the checklist with the date of the last contact, so you can judge how fresh they are.
Not on CV
Nothing on the record shows it. That may be a gap in the record rather than in the person, so ask on the call.
Uncertain
Kit cannot check it from the CV alone. It shows as a question mark, never as a cross.
Where it stops
Kit reads the record you have
A requirement counts as met when the record or your notes show it. A candidate with no CV and no notes gives Kit little to work with, and their requirements show as Not on CV.
A role needs must-haves
Kit takes them from the job description, or from the must-haves you type in the Hiring brief on the role’s Details tab. A role with neither shows nobody, and says why: “Kit needs a job description to find fits.”
Undo covers imports of up to 5,000 rows
Undo import removes the candidates, companies, contacts, notes, pipeline entries and jobs that import created, with the files attached to those candidates, and puts back the values it overwrote. Anything worked on since stays: a candidate with later activity, a pipeline entry that has moved stage, a job with people in its pipeline. A larger import, or a file over 45 MB, has no undo, so try a sample of your book first.
Matching at import is on email
The same person under a different address is never merged on a guess. If they share a name or a LinkedIn profile with someone you already hold, they are put in front of you, in the import summary or the Potential duplicates list, to merge or keep separate.
Kit’s picks stay inside your book
To search beyond the people you already hold, add Searching outside your book: a £149 a month add-on per workspace for Core or Pro.
Straight answers
Is searching my own database part of Core?
Yes. Core includes “Kit shortlists for a live role from your own candidate book”, and Pro includes everything in Core.
Which files can the importer read?
CSV and Excel (.xlsx), one record type per file: candidates, companies, contacts, notes, pipeline or jobs. Kit says what it thinks the file holds and you can change it before anything is imported.
Will importing the same file twice create duplicates?
Not for rows with an email: a row that matches someone you already hold on email updates that record. A re-import never overwrites a name, phone number, location, job title, company or LinkedIn URL that a recruiter has edited, and never lifts a Do not contact. Rows with no email are added again as new records, and the import summary offers to merge a new record that shares a name with someone you already hold.
Can I undo an import?
Yes, for an import of up to 5,000 rows from a file under 45 MB. Undo removes what that import created and restores what it overwrote. Records someone has worked on since are kept. A larger import has no undo button.
Does Kit add candidates to a role on its own?
No. Kit’s picks are a list for you to read. A candidate joins the role’s pipeline, at Sourced, when you press + Pipeline.
Why records split in the first place, and how matching stops it, is covered in our answer on duplicate candidate records.