Executive Summary

Migrating your recruitment data into PyjamaHR is essential for a seamless transition from your previous ATS or for consolidating candidate information from spreadsheets. This guide covers the current capabilities, best practices, and step-by-step instructions for importing jobs and candidate data into PyjamaHR, based on real customer scenarios and the latest platform updates.

Detailed Overview

What Can You Import into PyjamaHR?

Candidate Data: You can import candidate profiles in bulk using a CSV (Excel) file. This is the primary supported method for migrating data from another ATS or spreadsheet.
Job Data: As of now, PyjamaHR does not support direct job import via CSV, XML, or job feed. Jobs must be created manually within the platform.
Resumes: Candidate resumes can be uploaded in bulk (PDF/DOC) and associated with jobs or the talent pool.
Third-Party Integrations: Limited support exists for importing candidates via the PyjamaHR Chrome Extension from platforms like LinkedIn and Indeed, but not for jobs.

When and Why to Use Import

Switching from Another ATS: When moving from platforms like Zoho, Keka, Manatal, or others, use the CSV import to bring your candidate database into PyjamaHR.
Bulk Data Entry: For organizations with large candidate lists in Excel or exported from other systems.
Talent Pool Consolidation: Centralize all candidate data for easier search, filtering, and reporting.

Integration with Other PyjamaHR Features

Talent Pool: Imported candidates appear in the Talent Pool or can be linked to specific jobs.
Compare View: Export and manage candidate data at the job level.
Chrome Extension: For importing candidates from select job boards (not jobs themselves).

Business Impact

Faster Onboarding: Quickly migrate your existing candidate database.
Centralized Data: Avoid data silos and ensure all candidate information is in one place.
Compliance: Maintain access to historical data for audits and reporting.

Step-by-Step Guide: Importing Candidates and Jobs into PyjamaHR

Prerequisites

Access to PyjamaHR with appropriate permissions.
Candidate data in CSV/Excel format (see required format below).
For resume import: All files in a single folder or Google Drive link.
For large imports: Be aware of the 10,000-candidate-per-upload limit.

1. Importing Candidate Data via CSV/Excel

a. Prepare Your CSV File

Download the sample CSV template from the “Add Candidates Using CSV” section in PyjamaHR.
Required columns typically include: Name, Email, Phone, Resume Link, Job Title, etc.
Tip: Each candidate must have a unique email address (required for import).
If you have resumes, include a column with the Google Drive link or upload them separately.

b. Upload the CSV File

Navigate to the Job or Talent Pool:
- Go to the specific job you want to import candidates into, or choose the Talent Pool for general import.
Find the Import Option:
- Click on “Add Candidates” > “Import via CSV”.
- (Screenshot: Show “Add Candidates” and “Import via CSV” buttons)
Upload Your File:
- Select your prepared CSV file.
- Map the columns as prompted.
- Confirm and start the import.
Monitor the Import:
- You’ll see a notification: “You will be notified once the import is complete.”
- Large imports may take several minutes.

c. Verify the Import

Check the candidate list in the job or Talent Pool.
If candidates do not appear, refresh the page or wait for the completion notification.

2. Importing Resumes in Bulk

Go to “Add Candidates” > “Bulk Resume Upload”.
Select all resume files (PDF/DOC) from your folder or Google Drive.
Assign them to a job or the Talent Pool.
(Screenshot: Show bulk resume upload dialog)

3. Importing Candidates from Other Platforms (Chrome Extension)

Install the PyjamaHR Chrome Extension.
Use it on supported platforms (LinkedIn, Indeed, Wellfound) to import candidates.
Note: Only candidate profiles can be imported, not job postings.
For LinkedIn, the extension works on public profiles with visible email addresses.

4. Importing Jobs from Another ATS or Spreadsheet

Current Limitation:
Direct import of job postings (job titles, descriptions, etc.) via CSV, XML, or job feed is not supported as of now.

Workaround:
- Manually create jobs in PyjamaHR by copying and pasting job descriptions from your previous ATS or spreadsheet.
- (Screenshot: Show “Create Job” screen and fields)

Advanced Usage & Best Practices

Large Imports: If you have more than 10,000 candidates, split your data into multiple CSV files and upload them sequentially.
Field Mapping: Always double-check that your CSV columns match the sample template to avoid errors.
Resume Handling: For best results, upload resumes as files rather than links, unless using Google Drive links as specified.
Data Validation: Ensure all required fields (especially email) are filled. Blank rows or missing emails will cause import failures.
Assisted Migration: For very large or complex migrations, contact PyjamaHR support for possible assisted migration services.
Data Organization: Assign imported candidates to the correct jobs or keep them in the Talent Pool for later assignment.

Troubleshooting & Common Issues

Common Problems & Solutions

Issue	Solution
Import fails or candidates don’t appear	Check CSV format, ensure all required fields are filled, and email addresses are unique.
No error message after upload	Wait for the completion notification; refresh the page. If still missing, contact support.
File exceeds 10,000 rows	Split your data into multiple files and upload sequentially.
Resumes not uploading	Ensure all files are in supported formats (PDF/DOC) and not corrupted.
Chrome Extension not importing	Make sure you’re on a supported site and the candidate profile has an email address.
Cannot import jobs via CSV/XML	Manual job creation is required; copy-paste job details from your old system.
Bulk upload takes too long	Large files may take several minutes; avoid navigating away during upload.
Missing data after import	Double-check your CSV for all required columns and data.

When to Contact Support

Persistent import failures despite following the template.
Need for assisted migration (very large datasets, complex mappings).
Issues with Chrome Extension not working on supported platforms.
Data dump or export requests for compliance or migration.

Comprehensive FAQ

1. Can I import jobs directly from another ATS or a spreadsheet?
No, direct job import via CSV/XML/feed is not currently supported. Jobs must be created manually.

2. Can I bulk import candidates from my old ATS?
Yes, use the CSV import feature. Download the sample template and ensure your data matches the required format.

3. What is the maximum number of candidates I can import at once?
Up to 10,000 candidates per CSV upload.

4. What if my file has more than 10,000 candidates?
Split your data into multiple files and upload them one after another.

5. Can I import resumes along with candidate data?
Yes, either include Google Drive links in your CSV or use the bulk resume upload feature.

6. What fields are required in the CSV?
At minimum: Name, Email, and (optionally) Resume Link, Phone, Job Title, etc.

7. Why do I get errors when importing?
Common causes: missing required fields, duplicate emails, incorrect file format, or exceeding row limits.

8. Can PyjamaHR support help with my migration?
Yes, for large or complex migrations, reach out to support for assistance.

9. Can I import candidates from LinkedIn, Naukri, or Wellfound?
You can import candidates (not jobs) using the Chrome Extension, subject to platform and data availability.

10. Can I export all my data later?
You can export candidate data at the job level using Compare View. Full data dumps are available upon request.

11. What if my resumes are stored in another ATS?
Export them to a folder or Google Drive, then use the bulk resume upload feature.

12. Can I import candidates without an email address?
No, email is required as a unique identifier.

13. What if my import is stuck or incomplete?
Wait for the notification, refresh the page, and if unresolved, contact support.

14. Can I import job descriptions from LinkedIn or Naukri?
No, you must manually copy-paste job descriptions into PyjamaHR.

15. Is there a way to automate job imports in the future?
This feature is under consideration for the product roadmap; share your feedback with support.

Compare View: Export candidate data at the job level for reporting or backup.
Talent Pool: Centralize and manage all imported candidates.
Bulk Resume Upload: Quickly add multiple resumes to jobs or the talent pool.
Chrome Extension: Import candidates from select job boards.
Assisted Migration: Contact support for large or complex data migrations.

Summary Table: What’s Supported

Data Type	Import Method	Supported?	Notes
Jobs	CSV/XML/Feed	❌	Manual creation required
Candidates	CSV/Excel	✅	Up to 10,000 per upload
Resumes	Bulk Upload/Drive	✅	PDF/DOC, Google Drive supported
Job Descriptions	Copy-paste/manual	✅	Copy from old ATS or spreadsheet
Chrome Extension	LinkedIn/Indeed/Wellfound	✅ (candidates only)	Not for jobs

Final Tips

Always use the latest sample CSV template from PyjamaHR.
For large migrations, plan your uploads in batches.
Keep your data organized by job or use the Talent Pool for general imports.
Reach out to support for any issues not resolved by this guide.

Still have questions?
Contact PyjamaHR Support for personalized assistance or to request assisted migration for large or complex data sets.

How to Import Jobs and Candidate Data from Another ATS or Spreadsheet into PyjamaHR