Firefish parses CVs into candidate and job-order records, but it expects a clean, linear document. Tables, columns, and hidden formatting are the main reasons data scrambles or disappears. This guide gives you the rules that map a CV cleanly into Firefish.
TL;DR: Firefish struggles with tables, multiple columns, non-standard fonts, headers/footers, and hidden text. Use a single-column DOCX, standard fonts at 11–12pt, simple headings, and no graphics. If you submit at volume, Distill applies these rules automatically.
Quick diagnosis: Is this a Firefish formatting problem?
| Symptom | Likely cause | Quick check |
|---|---|---|
| Text scrambled after upload | Tables or columns | Does the CV use tables or two columns? |
| Section missing | Header, footer, or hidden text | Is the content in a header/footer? |
| Phone/email in the wrong field | Contact details buried in layout | Are contact details in plain text up top? |
| Section cut off mid-sentence | Firefish field length limit | Is the section unusually long? |
| Garbled symbols | Non-ASCII or accented characters | Any unusual symbols or accents? |
Why Firefish fails on CVs: root causes ranked by frequency
Tables and columns Firefish reads top to bottom. Tables and multi-column layouts rearrange text, so the parser scrambles the order or drops content.
Headers, footers, and watermarks Content placed here is regularly ignored, which is why contact details and section titles go missing.
Hidden text and tracked changes Leftover tracked changes, comments, and hidden text confuse extraction and can inject stray content.
Non-standard fonts and sizes Unusual fonts break alignment and can corrupt characters during parsing.
Photos, logos, and graphics These aren't parsed, clutter the record, and add file size.
Excessive length and many sections Firefish truncates some fields, so very long or over-sectioned CVs lose detail.
Step-by-step fix for Firefish CV formatting
- Use a single-column layout. Remove tables and multi-column designs.
- Use standard fonts. Arial, Calibri, or Times New Roman at 11–12pt.
- Keep headings simple. Bold or slightly larger — not underlined or coloured.
- Avoid headers, footers, watermarks, and text boxes. Put everything in the body.
- Delete tracked changes and comments. Accept or reject all changes; remove comments.
- Use plain bullets or dashes. No image bullets or special symbols.
- Remove photos, logos, and graphics.
- Save as DOCX. If a PDF is required for client review, keep a separate DOCX for parsing.
These steps map the key fields — name, contact, skills, employment, education — correctly into Firefish.
How to prevent Firefish formatting errors on future submittals
- Standardise a single-column, DOCX-first template across the team.
- Train recruiters to clear tracked changes and hidden text before upload.
- Automate cleanup with Distill at higher volumes.
- Keep a quick pre-upload checklist: tables, headers, hidden text, fonts, file type.
When to escalate to Distill
Use Distill if:
- You submit 20+ CVs weekly to Firefish.
- CVs routinely arrive with tables, hidden text, or tracked changes.
- You also need to anonymise name, email, phone, photo, and graduation year.
Distill removes tables, columns, hidden formatting, and graphics, and outputs a clean single-column DOCX optimised for Firefish — ready to bulk upload.
FAQ
Q: Does Firefish prefer DOCX or PDF? A: DOCX. PDFs parse less reliably; many agencies keep PDFs for client review only.
Q: Why did a whole section disappear? A: It was likely in a header, footer, or hidden text. Move it into the body.
Q: My CV text is garbled. What's wrong? A: Non-ASCII or accented characters, or a table. Replace unusual symbols and remove tables.
Q: Why is a section cut off? A: Firefish truncates some fields. Shorten overly long sections.
Q: Does removing tables lose data? A: Only if skills or contact details sit inside them. Reformat as bullets or plain lines first.
If you submit CVs at volume to Firefish, Distill formats each one to the spec above automatically. Try Distill free and cut your prep time to seconds.