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How to Bulk Import Users and Candidates into PyjamaHR (CSV, Excel, and Resume Upload)

Updated over a week ago

Executive Summary

Bulk importing users and candidates into PyjamaHR is essential for teams migrating from another ATS, consolidating talent pools, or onboarding large volumes of applicants efficiently. This guide covers all supported bulk import methods—CSV/Excel uploads, resume file uploads, and best practices for large data sets—so you can avoid common pitfalls and ensure a smooth transition.

Detailed Overview

What is Bulk Import in PyjamaHR?
Bulk import allows you to add multiple candidates or users to your PyjamaHR account in one go, rather than entering them individually. This is especially useful when:
- Migrating from another ATS (e.g., Zoho, Manatal, Instahyre)
- Importing historical data from spreadsheets or exported files
- Adding candidates sourced from job boards or external recruiters

Supported Bulk Import Methods:
- CSV/Excel Upload: Upload a spreadsheet with candidate/user data using the required format.
- Bulk Resume Upload: Upload multiple PDF/DOC resumes at once, either to a specific job or the talent pool.
- Chrome Extension: For some sources (e.g., LinkedIn, Indeed), you can import candidates directly using the PyjamaHR Chrome Extension (manual and, soon, bulk options).

Business Impact:
Bulk import saves hours of manual data entry, preserves your historical data, and ensures your team can hit the ground running with a complete talent database.

Step-by-Step Guide: Bulk Importing Users and Candidates

1. Prepare Your Data

For CSV/Excel Upload:

  • Download the Sample Template:
    ​

  • Go to the "Add Candidate" section – In your job view, click the Add Candidate button.

  • Select “Import Excel/CSV” – From the dropdown options, choose Import Excel/CSV.

  • Download the Sample File – Click here (link provided in the popup) to download the sample file format.
    ​

  • Format Your Data:

  • Ensure your columns match the sample template exactly (e.g., Name, Email, Phone, Resume Link, etc.).

  • For resumes, include a Google Drive link in the “Resume” column (see below for details).

  • Remove any extra columns or formatting not present in the template.

For Bulk Resume Upload:

  • Gather all candidate resumes (PDF or DOC) into a single folder.

  • (Optional) Zip the files for easier upload.

2. Initiate the Import in PyjamaHR

A. CSV/Excel Import

  1. Navigate to the Job or Talent Pool:
    - Go to the specific job or the general talent pool where you want to add candidates.

  2. Click “Add Candidates” > “Import via CSV”:
    ​

  3. Upload Your File:
    - Select your formatted CSV/XLSX file.
    - Confirm the mapping of columns if prompted.

  4. Submit and Wait for Confirmation:
    - You’ll receive a success message or notification once the upload is complete.
    - For large files, processing may take several minutes.

B. Bulk Resume Upload

  1. Go to the Job or Talent Pool:
    ​ (Screenshot: Job detail page or Talent Pool section)

  2. Click “Import Candidates via Resume (PDF/DOC)”:

  3. Upload Your Files or Zip:
    - Drag and drop your files or select them from your computer.
    - Confirm upload.

C. Using the Chrome Extension (for LinkedIn/Indeed)

  • Install the PyjamaHR Chrome Extension.

  • Follow the in-app guide to import candidates from supported job boards.

  • Note: Bulk import from LinkedIn is under development; currently, only manual import is available.

3. Special Considerations for Large Imports

  • File Size Limits:

  • CSV/Excel: Maximum 10,000 lines per file. For larger datasets, split into multiple files.

  • Resume Upload: No explicit limit, but best to upload in batches of a few hundred at a time.

  • Resume Links:

  • For CSV imports, resumes must be accessible via a Google Drive link in the “Resume” column.

  • Ensure sharing permissions are set to “Anyone with the link can view.”

  • Assisted Migration:

  • For very large or complex migrations (e.g., from another ATS), PyjamaHR support can assist. You’ll need to provide:

    • The number of candidates

    • Where the resumes are stored (preferably a Google Drive link)

    • Sample data for validation

Advanced Usage & Best Practices

  • Always Use the Latest Sample Template:
    PyjamaHR may update required fields—download the template each time you import.

  • Validate Data Before Upload:
    Double-check for missing mandatory fields (e.g., email, name) and correct formatting.

  • Batch Large Imports:
    If you have more than 10,000 candidates, split your data into multiple files for smoother processing.

  • Resume Upload Optimization:
    For Instahyre or other platforms, download all resumes, place them in a Google Drive folder, and upload via the bulk resume feature.

  • Track Upload Status:
    Wait for the “Upload Successful” message before navigating away. For large imports, processing may take several minutes.

  • Assisted Import:
    If you’re unsure or have a complex migration, contact support for a Zoom walkthrough or white-glove service.

Troubleshooting & Common Issues

Common Problems and Solutions

Issue

Solution

Upload fails or no candidates appear

Ensure your file matches the sample template exactly. Check for missing mandatory fields.

No success/error message after upload

Wait a few minutes; large files take time. If still nothing, try a smaller batch or contact support.

Resumes not attached

For CSV imports, resumes must be Google Drive links with correct sharing permissions.

File exceeds 10,000 lines

Split your data into multiple files and upload sequentially.

Bulk import from LinkedIn not working

Only manual import is currently available via Chrome Extension; bulk is in development.

Cannot upload from another ATS directly

Export your data from the ATS as CSV/Excel and resumes as files, then follow the above process.

Upload takes too long

Large files may take several minutes. For very large imports, batch your uploads.

No notification or candidates missing after upload

Double-check your file format and required columns. If issue persists, share your file with support for review.

When to Contact Support

  • You have more than 10,000 candidates to import and need guidance.

  • You’re migrating from another ATS and need white-glove assistance.

  • You encounter persistent errors or missing data after upload.

  • You need help formatting your data or resumes.

Comprehensive FAQ

1. What is the maximum number of candidates I can import at once?
Up to 10,000 lines per CSV/Excel file. For more, split into multiple files.

2. Can I import resumes along with candidate data?
Yes. For CSV imports, include a Google Drive link to the resume in the “Resume” column. For bulk resume upload, upload the files directly.

3. What file formats are supported?
CSV and XLSX for data imports; PDF and DOC for resumes.

4. Can I import candidates directly from another ATS?
Not directly. Export your data as CSV/Excel and resumes as files, then import into PyjamaHR.

5. Is there a way to bulk import candidates from LinkedIn or Indeed?
Currently, only manual import via the Chrome Extension is supported for LinkedIn. Bulk import is in development.

6. My upload is taking a long time. Is this normal?
Yes, large files may take several minutes. Wait for the success notification.

7. I don’t see my candidates after upload. What should I do?
Check your file format and required fields. If still missing, contact support and share your file.

8. Can PyjamaHR support assist with my migration?
Yes, for large or complex imports, support can guide you or perform the migration if you provide the required data.

9. Are there any special requirements for resume links?
Yes, resumes must be Google Drive links with “Anyone with the link can view” permissions.

10. Can I import candidates to a specific job or just the talent pool?
You can import to either a specific job or the general talent pool.

11. What if my data is in multiple files or formats?
Consolidate and reformat as per the sample template before importing.

12. What if I get no error or success message after upload?
Wait a few minutes; if still nothing, try a smaller file or contact support.

Related Features & Next Steps

  • Talent Pool Management: Organize imported candidates for future roles.

  • Chrome Extension: Import candidates from LinkedIn and Indeed (manual, with bulk in development).

  • Resume Parsing: Automatically extracts candidate details from uploaded resumes.

  • Employee Referrals: Track referrals via email (not job-specific links).

  • Career Page Integration: Use iframe code to embed your PyjamaHR career page.

Recommended Articles:
- Import Candidates via Excel/CSV
- Import Candidates via Resume PDF/DOC
- Using PyjamaHR Chrome Extension

Summary Table: Bulk Import Methods

Method

Use Case

File Type

Max Size

Attach Resumes?

CSV/Excel Import

Data from ATS, spreadsheets

CSV/XLSX

10,000 lines

Google Drive link only

Bulk Resume Upload

Resumes from job boards, ATS

PDF/DOC/ZIP

Hundreds/batch

Yes (direct upload)

Chrome Extension

LinkedIn/Indeed candidates

N/A

Manual (bulk soon)

Yes (manual)

If you need further assistance, contact PyjamaHR Support for a Zoom walkthrough or white-glove migration service.
By following this guide, you’ll ensure a smooth, error-free bulk import and get your team up and running with PyjamaHR in no time.

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