Executive Summary
Many PyjamaHR users want to export their entire Talent Pool (all candidates, including those not assigned to jobs) to a CSV or Excel file for backup, reporting, or migration. As of now, PyjamaHR does not support direct export of the entire Talent Pool or specific Talent Pool folders to CSV/Excel. However, you can export candidate data at the job level using the Compare Candidates feature. This article explains the current capabilities, provides detailed step-by-step instructions, shares workarounds for common scenarios, and addresses the most frequent questions and pain points from real users.
Detailed Overview
What Is the Talent Pool Export Feature?
Talent Pool: Your central database of all candidates in PyjamaHR, including those sourced, imported, or previously applied to jobs.
Export to CSV/Excel: Many users expect to download all or filtered candidate data (including resumes) from the Talent Pool for analysis, backup, or migration.
Current Limitation: PyjamaHR does not allow direct export of the entire Talent Pool or its folders. Export is only available at the job level via the Compare Candidates view.
Why Is This Important?
Data Portability: For reporting, compliance, or migration to other systems.
Bulk Actions: To share candidate lists with clients or colleagues.
Backup: To maintain an offline or external copy of your candidate database.
Integration with Other Features
Compare Candidates View: The only way to export candidate data is through this feature, but only for candidates assigned to a specific job.
Folders in Talent Pool: Used for organizing candidates, but cannot be exported directly.
Bulk Import: You can import candidates via CSV, but cannot export them back out in the same way.
Step-by-Step Guide: Exporting Candidate Data to CSV/Excel
Prerequisites
You must have access to at least one job with candidates assigned.
Only candidates assigned to jobs can be exported; Talent Pool-only candidates cannot be exported directly.
Step 1: Assign Candidates to a Job (If Needed)
If your candidates are only in the Talent Pool and not assigned to any job:
Go to Talent Pool.
Use filters or search to find the candidates you want to export.
Select candidates (checkboxes).
Click Add to Job (or similar action).
Choose an existing job or create a new "Export" job (you can keep it unpublished).
Tip: For large exports, create a dummy job called "Export" and add all relevant candidates to it.
Step 2: Use Compare Candidates to Export
Navigate to the Job containing the candidates you want to export.
Click on Compare Candidates (icon usually beside the mailbox or in the job’s candidate list).
In the Compare View:
Select All Candidates (checkbox at the top).
Optionally, use filters (stage, keyword, etc.) to narrow down the list.
Click Download (top right corner).
Choose CSV/Excel as the format.
The system will generate the file and send it to your registered email address.
Screenshot Callouts:
- Show the Compare Candidates icon in the job view
- Highlight the "Download" button in the Compare View
- Show the email notification with the CSV attachment
Step 3: Access and Use Your Exported Data
Check your email (including spam/junk folders) for a message from PyjamaHR with the CSV/Excel file.
Open the file in Excel, Google Sheets, or your preferred tool.
The file will include candidate details and links to resumes (not the resume files themselves).
Advanced Usage & Best Practices
Power User Tips
Bulk Export for Large Databases: For jobs with thousands of candidates, export in batches (up to 10,000 at a time is recommended).
Filtering: Use pipeline stages or custom fields to segment candidates before export.
Resume Links: The exported CSV includes links to resumes; you must download resumes individually.
Workarounds for Common Scenarios
Exporting All Talent Pool Candidates:
Add all candidates to a dummy job, then export as above.
Exporting Folder/Segment:
Move candidates from a folder to a job, then export.
Regular Backups:
Schedule periodic exports by moving new candidates to a job and exporting.
Do’s and Don’ts
Do: Use Compare Candidates for all exports.
Do: Create dedicated jobs for export if you need to segment data.
Don’t: Expect to export directly from Talent Pool or folders (not supported).
Don’t: Share user credentials to bypass export limitations (violates SOC-2 compliance).
Troubleshooting & Common Issues
Common Problems and Solutions
Problem | Solution |
No Export Option in Talent Pool | Only available at job level. Move candidates to a job first. |
Didn’t Receive CSV/Excel File | Check spam/junk folder. Wait a few minutes. For large exports, email delivery may be delayed. |
Export Includes All Candidates, Not Just Selected | In Compare View, filter by stage or criteria, then save as a new view before exporting. |
Can’t Download Resumes in Bulk | Only links are provided in the CSV. Download resumes individually from candidate profiles. |
Export Fails or Is Empty | Try exporting in smaller batches (e.g., 10,000 candidates at a time). |
File Won’t Open | Ensure you’re using a compatible app (Excel, Google Sheets). For zipped data dumps, use 7-Zip, WinRAR, or The Unarchiver (Mac). |
Need All Data for Account Closure | Contact support for a one-time data dump (usually provided only when leaving the platform). |
When to Contact Support
If you need a full data dump (including resumes) for account closure or migration.
If your export file is missing data or cannot be opened after trying recommended apps.
If you experience repeated failures or do not receive your export after multiple attempts.
Comprehensive FAQ
Q1: Can I export all candidates from the Talent Pool directly to Excel?
A: No. You must assign candidates to a job and use Compare Candidates to export.
Q2: Can I export candidates from a specific folder in the Talent Pool?
A: No direct export. Move folder candidates to a job, then export.
Q3: Can I export resumes in bulk?
A: No. The CSV includes links to resumes; you must download each resume individually.
Q4: Why do I only see the export option at the job level?
A: PyjamaHR only supports export via Compare Candidates at the job level.
Q5: I have thousands of candidates—how do I export them all?
A: Export in batches (up to 10,000 at a time). For very large exports, contact support.
Q6: My CSV/Excel file is missing columns or data. Why?
A: Only fields visible in Compare View are exported. Customize columns before exporting.
Q7: Can I schedule automatic exports or connect to Google Sheets?
A: No. All exports are manual; real-time sync is not supported.
Q8: I need a backup of all my data, including resumes. How?
A: Contact support for a one-time data dump (usually for account closure).
Q9: Can I export candidates who have not applied to any job?
A: No. Only candidates assigned to jobs can be exported.
Q10: My exported file is not opening. What should I do?
A: Use Excel, Google Sheets, or for zipped files, use 7-Zip, WinRAR, or The Unarchiver (Mac).
Q11: Can I export data for reporting or analytics?
A: Yes, but only job-level data via Compare Candidates.
Q12: Is there an API for exporting candidate data?
A: No public API is available for user data export.
Q13: Why can’t I export directly from the Talent Pool like other ATS platforms?
A: This is a current product limitation. Feedback has been shared with the product team.
Related Features & Next Steps
Compare Candidates View: How to Export Candidate Data
Bulk Import Candidates: Import Candidates via Excel
Folders and Talent Pool Management: Organize candidates for easier export.
Data Security & Compliance: Review SOC-2 compliance guidelines for data handling.
Contact Support: For full data dumps, technical issues, or feature requests.
Summary Table: What’s Possible and What’s Not
Action | Supported? | How to Do It |
Export all Talent Pool candidates | ❌ | Not supported directly; workaround: move to job, then export |
Export candidates from a job | ✅ | Use Compare Candidates view |
Export resumes in bulk | ❌ | Only links in CSV; download individually |
Export by folder | ❌ | Move to job, then export |
Export filtered/segmented data | ✅ | Use filters in Compare View, save as new view, then export |
Full data dump (all data + resumes) | 🚩 | Only via support, usually for account closure |
Final Notes
Feature Requests: Many users have requested direct Talent Pool export—this feedback is with the product team.
Stay Updated: Check the PyjamaHR Help Center for updates on this feature.
Contact Support: If your use case is not covered, reach out for personalized assistance.
Still have questions?
Contact PyjamaHR Support or visit the Help Center for more articles and updates.
This article is based on hundreds of real customer conversations and reflects the current state of PyjamaHR as of January 2025. If you need a feature not currently supported, please share your feedback with our team!