Executive Summary

Are candidates missing from your job pipeline in PyjamaHR? This guide covers the most frequent reasons candidates aren’t visible, how to resolve access and visibility issues, and best practices to ensure your hiring workflow runs smoothly. Whether you’re a recruiter, interviewer, or admin, this article will help you quickly diagnose and fix candidate visibility problems—without waiting for support.

Detailed Overview

What Is Candidate Pipeline Visibility in PyjamaHR?

The candidate pipeline in PyjamaHR displays all applicants for a specific job, organized by recruitment stages. Visibility into this pipeline is governed by user roles, job assignments, and integration status (e.g., LinkedIn, job boards). Ensuring the right people see the right candidates is crucial for efficient collaboration and decision-making.

Key Use Cases:
- Recruiters tracking all applicants for a job
- Interviewers viewing only assigned candidates
- External recruiters seeing only their submissions
- Admins managing access and troubleshooting issues

Business Impact:
Missing candidates can delay hiring, cause confusion, and lead to lost talent. Understanding and resolving visibility issues ensures a seamless recruitment process and better team collaboration.

Step-by-Step Guide: Diagnosing and Resolving Candidate Visibility Issues

1. Check Your User Access Type

PyjamaHR Access Types:
- Recruiter: Can view all candidates for assigned jobs.
- Interviewer: Can view only candidates they are scheduled to interview.
- External Recruiter: Can view only candidates they have added.
- Super Admin: Full access to all jobs and candidates.

How to Check:
1. Go to your profile (top right corner).
2. Click Settings > User Management.
3. Find your name and check the Access Type column.

Screenshot Tip: Show the User Management screen with access types highlighted.

If you are an Interviewer or External Recruiter:
You will not see all candidates unless you are assigned to them or have added them yourself.

2. Verify Job Assignment

Recruiters must be assigned to the job to view its candidates.
Interviewers must be scheduled for interviews with specific candidates.
External Recruiters see only their own submissions.

How to Assign Users to Jobs:
1. Go to the job posting.
2. Click Settings or Team tab.
3. Add the user as a Recruiter or Interviewer.

Screenshot Tip: Show the job settings/team assignment screen.

3. Check Candidate Source and Integration Status

LinkedIn or Job Board Integrations: Sometimes, candidates who apply via integrations (e.g., LinkedIn) may not appear due to sync issues.
Recent Issues: Customers have reported missing LinkedIn applicants. If you see a mismatch in applicant counts, this may be the cause.

What to Do:
- Refresh the page and check again after a few minutes.
- If the issue persists, contact support with job name, candidate name/email, and a screenshot.

4. Review Pipeline Stage Configuration

Error Message: “The job pipeline should contain at least two stages.”
If you see this error when cloning or creating a job, ensure at least two stages are configured in the pipeline.

How to Fix:
1. Go to Job Settings > Pipeline Stages.
2. Add at least two stages (e.g., Screening, Interview).
3. Save changes and retry.

Screenshot Tip: Show the pipeline stages configuration screen.

5. Moving Candidates Between Jobs

If you move a candidate to another job folder but don’t see them in the new job, the move may not have completed or there may be a sync issue.
Confirm the move and refresh the pipeline.

Advanced Usage & Best Practices

Regularly Audit User Access: Ensure team members have the correct roles for their responsibilities.
Assign Interviewers Explicitly: Don’t assume interviewers can see all candidates—assign them to specific interviews.
Monitor Integration Health: Periodically check that LinkedIn and other job board integrations are syncing correctly.
Document Candidate Moves: When transferring candidates between jobs, note the action and verify visibility in the new pipeline.
Communicate with Your Team: If someone can’t see candidates, check their access and job assignment before escalating.

Do’s:
- Do check your access type before troubleshooting further.
- Do assign users to jobs explicitly.
- Do contact support with detailed info (job name, candidate name/email, screenshot) if an integration issue is suspected.

Don’ts:
- Don’t assume all recruiters/interviewers have the same visibility.
- Don’t ignore error messages about pipeline stages—fix them promptly.

Troubleshooting & Common Issues

1. I’m an Interviewer/External Recruiter and Can’t See Candidates

Solution: Ask your Super Admin to change your access type to Recruiter and assign you to the relevant jobs.

2. Candidate Applied via LinkedIn but Not Visible

Solution: Wait a few minutes and refresh. If still missing, contact support with job and candidate details and a screenshot.

3. Error: “The job pipeline should contain at least two stages”

Solution: Add at least two stages in the job’s pipeline configuration.

4. Moved Candidate Not Visible in New Job

Solution: Confirm the move, refresh the page, and check again. If still missing, contact support.

5. Job Shows Applicants Count but Pipeline Is Blank

Solution: Check your access type and job assignment. Only assigned recruiters/interviewers can see candidates.

6. Still Not Resolved?

Solution: Gather the following before contacting support:
Job name
Candidate name/email
Screenshot of the issue
Your user role/access type

Comprehensive FAQ

Q1: Why can’t I see any candidates for a job I’m assigned to?
A: Check if you are assigned as a Recruiter for that job. Interviewers and External Recruiters have limited visibility.

Q2: I’m an Interviewer—why can’t I see all candidates?
A: Interviewers only see candidates they are scheduled to interview.

Q3: What does “External Recruiter” mean in PyjamaHR?
A: External Recruiters (e.g., staffing agencies) can only view candidates they have added.

Q4: How do I change my access type?
A: Only your team’s Super Admin can change your access type via User Management.

Q5: Why do I see a blank pipeline even though there are applicants?
A: This usually means you lack the necessary access or assignment for that job.

Q6: I moved a candidate to another job but can’t find them. What now?
A: Refresh the page and check the new job’s pipeline. If still missing, contact support.

Q7: LinkedIn applicants aren’t showing up—what should I do?
A: Wait a few minutes, refresh, and if unresolved, contact support with details.

Q8: What does the error “The job pipeline should contain at least two stages” mean?
A: You must configure at least two stages in the job’s pipeline for it to function.

Q9: Can I see all candidates as an Interviewer?
A: No, only those you are scheduled to interview.

Q10: Where can I learn more about access types?
A: Understanding Access Types in PyjamaHR

Q11: Who can assign users to jobs?
A: Recruiters and Super Admins can assign users to jobs.

Q12: What details should I provide to support for faster resolution?
A: Job name, candidate name/email, screenshot, and your access type.

User Management: Manage access types and assignments.
Pipeline Configuration: Set up and edit recruitment stages.
Integration Settings: Monitor and troubleshoot job board/LinkedIn integrations.
Candidate Transfer: Move candidates between jobs and verify visibility.

Still need help?
If you’ve followed all steps and candidates are still missing, contact PyjamaHR Support with detailed information for the fastest resolution.

By following this guide, you’ll resolve most candidate visibility issues in PyjamaHR—keeping your hiring pipeline clear, collaborative, and efficient.

Candidates Not Visible in Pipeline: Common Causes and Solutions in PyjamaHR