Executive Summary
Manually importing a candidate by uploading a single resume is a core workflow in PyjamaHR, enabling recruiters to quickly add talent from external sources into jobs or the Talent Pool. This guide walks you through the process, highlights best practices, and addresses common issues—ensuring your candidate data is captured accurately and efficiently, every time.
Detailed Overview
What is Manual Candidate Import via Resume?
This feature allows you to add a candidate to PyjamaHR by uploading their resume file (PDF or DOCX). PyjamaHR’s resume parser automatically extracts key details (name, email, phone, etc.) and creates a candidate profile, saving you manual data entry.
When and Why to Use It:
- You have sourced candidates from external job boards, referrals, or email.
- You want to quickly add a single candidate to a job or the Talent Pool.
- The candidate did not apply via your career page or job posting.
Integration with Other Features:
- Talent Pool: Store candidates for future roles, even if no job is open.
- Job Pipeline: Add candidates directly to a job’s sourced stage.
- Resume Parsing: Automatically extracts details from the uploaded file.
- Folders: Organize candidates in custom folders within the Talent Pool.
Business Impact:
- Reduces manual data entry and errors.
- Centralizes all candidate data for easy tracking and collaboration.
- Enables faster, more organized hiring workflows.
Step-by-Step Guide: Manually Importing a Candidate via Resume
Prerequisites & Requirements
You must have access to the relevant job or Talent Pool (contact your Super Admin if not).
Resume file must be in PDF or DOCX format (not .doc or image files).
The resume must include a valid email address (used as the unique identifier).
For Talent Pool: Create a custom folder if you want to organize candidates beyond the default options.
Importing into a Job
Navigate to the Job:
- Go to the “Jobs” section and select the relevant job.Click “Add Candidate”:
- Look for the “Add Candidate” button (usually top right or in the Sourced stage).Upload Resume:
- Click “Upload Resume” and select your PDF or DOCX file.
- Screenshot suggestion: Show the “Add Candidate” dialog with the upload area highlighted.Review Parsed Details:
- PyjamaHR will parse the resume and auto-fill fields (Name, Email, Phone, etc.).
- Double-check for accuracy, especially email formatting.Edit/Add Missing Info:
- Manually fill in any missing or incorrect details.Assign to Job Stage (if prompted):
- Confirm the candidate is being added to the correct stage (usually “Sourced”).Click “Add” or “Save”:
- The candidate profile is now created and linked to the job.
Importing into the Talent Pool
Go to “Talent Pool”:
- Access via the main navigation.(Optional) Create a Folder:
- Click “Create New Folder” to organize candidates (not required, but recommended).Click “Add Candidate”:
- In the desired folder or the default pool, click “Add Candidate.”Upload Resume:
- Select your PDF or DOCX file.Review & Edit Details:
- Ensure all key fields are correct, especially email.Click “Add” or “Save”:
- Candidate is now in your Talent Pool.
Advanced Usage & Best Practices
Power User Tips
Bulk Import: For multiple candidates, use the CSV import feature (see related article).
Resume Format: Always use PDF or DOCX. If you have a .doc file, convert it to .docx before uploading.
Email as Unique Identifier: Ensure every resume contains a valid, properly formatted email address.
Talent Pool Organization: Create custom folders for different talent pipelines, skills, or sourcing channels.
Manual Edits: After parsing, always double-check and correct any parsing errors before saving.
Do’s and Don’ts
Do:
- Check that the resume file is not corrupted and is in the correct format.
- Ensure the email address is clearly written and not embedded in a non-standard way.
- Use the “Add Candidate” button within the correct job or folder.
Don’t:
- Don’t upload resumes without an email address—they will fail to import.
- Don’t use .doc or image files; parsing will fail or be inaccurate.
- Don’t assume all fields will be parsed perfectly—always review before saving.
Troubleshooting & Common Issues
Frequent Error Messages & Solutions
Error Message / Issue | Solution |
“Failed to upload CV” | Check file format (must be PDF or DOCX). Ensure resume includes a valid email address. |
“We are facing some issues. Please try again later.” | Try a hard refresh (clear browser cache). Retry upload. If persists, contact support. |
Resume stuck at “Parsing in progress” | Wait a few minutes. If still stuck, try re-uploading. Check internet connection. |
Candidate not appearing after upload | Refresh the page. Check if uploaded to correct job/folder. Use global search to locate. |
Email not recognized / parsing fails | Ensure email is clearly formatted (e.g., no extra characters, spaces, or missing “@”). |
“Add to Job” button not clickable | Wait for upload to complete. Only clickable after successful parsing. |
Resume in .doc or image format not uploading | Convert to PDF or DOCX and retry. |
What If Scenarios
Resume missing email: Add the email to the resume file and re-upload.
Bulk upload needed: Use the CSV import feature for multiple candidates.
No access to job or Talent Pool: Contact your Super Admin to assign you.
UI not showing expected options: Try on desktop browser, clear cache, or update browser.
Recovery Procedures
If upload fails, check file and email formatting, then retry.
If parsing errors persist, contact support with the problematic resume and a screenshot.
Comprehensive FAQ
1. What file formats are supported for manual resume upload?
Only PDF and DOCX files are supported. DOC and image files are not.
2. Why is the email address required?
PyjamaHR uses the email as a unique identifier to create candidate profiles and prevent duplicates.
3. What if the resume doesn’t have an email address?
Add the email to the resume file and re-upload. Parsing will fail without it.
4. Can I upload resumes directly into the Talent Pool without a job?
Yes. Use the Talent Pool feature and organize candidates in folders as needed.
5. How do I organize candidates in the Talent Pool?
Create custom folders within the Talent Pool before uploading.
6. What if the parsing extracts incorrect details?
Manually edit the fields before saving the candidate profile.
7. Why is my candidate not showing up after upload?
Refresh the page, check the correct job/folder, and use global search. If still missing, re-upload.
8. Can I upload multiple resumes at once?
For bulk uploads, use the CSV import feature. Manual upload is for one candidate at a time.
9. What if I get a generic error message?
Try a hard refresh, check file format and email, and retry. If unresolved, contact support.
10. Can I delete a candidate from the Talent Pool?
Currently, you can only remove candidates from specific jobs, not from the Talent Pool entirely.
11. What if I don’t see the “Add Candidate” button?
Ensure you have the necessary permissions for the job or folder. Contact your Super Admin if needed.
12. Is there a way to track upload progress?
Parsing progress is shown after upload. If it’s stuck, refresh or retry.
Related Features & Next Steps
Bulk Import via CSV: For adding multiple candidates at once. See guide
Talent Pool Management: Organize and nurture candidates for future roles. Learn more
Chrome Extension: Import candidates from LinkedIn and other job boards (when available).
Candidate Profile Editing: Manually update parsed details as needed.
Job Posting & Application Tracking: Integrate imported candidates into your hiring pipeline.
Recommended Next Steps:
- Review your resume files for formatting and completeness before uploading.
- Set up Talent Pool folders for better organization.
- Explore bulk import options if you have many candidates to add.
Still need help?
If you encounter persistent issues or error messages not covered here, please contact PyjamaHR Support with the problematic resume file and a screenshot of your issue for faster resolution.
Related Articles:
- Import Candidates via Excel/CSV
- Introducing Talent Pool
- Using PyjamaHR Chrome Extension
This article is based on real customer experiences and is updated regularly to reflect the latest PyjamaHR workflows and best practices.