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Managing Board Categories and Industries in PyjamaHR: Best Practices, Common Issues, and Pro Tips

Updated over 3 weeks ago

Executive Summary

Managing board categories (departments) and industries in PyjamaHR is essential for organizing your job postings, ensuring accurate reporting, and enabling seamless API integrations. While these fields are optional, correctly configuring them prevents data gaps, supports advanced filtering, and streamlines collaboration with internal and external recruiters. This guide covers everything you need to know to manage categories and industries effectively, avoid common pitfalls, and maximize the value of your PyjamaHR setup.

Detailed Overview

What Are Board Categories and Industries in PyjamaHR?

  • Board Categories (often referred to as "Departments" in the UI) help you group jobs by functional area (e.g., Engineering, Sales, HR).

  • Industries classify jobs according to the broader sector (e.g., IT, Healthcare, Finance).

  • Both fields are visible when creating or editing a job post and are used for internal organization, reporting, and API data structure.

Why Use Categories and Industries?

  • Improved Organization: Easily filter and report on jobs by department or industry.

  • API Integration: Ensures non-null values for integrations and downstream systems.

  • Collaboration: Assign jobs to recruiters based on department or industry expertise.

  • Candidate Experience: Helps candidates find relevant jobs on your career page.

Integration with Other PyjamaHR Features

  • Job Creation & Editing: Categories and industries are set per job.

  • External Recruiter Assignment: Jobs can be filtered/assigned by department.

  • Reporting & Analytics: Enables breakdowns by department/industry.

  • API Data: Populates industry and department fields in API responses.

Step-by-Step Guide: Managing Board Categories and Industries

Prerequisites

  • Admin or Recruiter access to PyjamaHR

  • Existing jobs or plans to create new jobs

1. Adding or Editing Categories (Departments) and Industries When Creating a Job

  1. Navigate to the "Jobs" Section
    - Click on the "Jobs" tab in the main navigation.

  2. Create a New Job or Edit an Existing Job
    - Click "Create Job" or select an existing job and click "Edit".

  3. Locate the "Department" and "Industry" Fields
    - These fields are typically found in the job details section.
    - Screenshot suggestion: Highlight the "Department" and "Industry" dropdowns on the job creation form.

  4. Select the Appropriate Department and Industry
    - Choose from the dropdown menus.
    - If left blank, these fields will be set to null in the API and reports.

  5. Save or Publish the Job
    - Click "Save" or "Publish" to apply your changes.

2. Managing Categories and Industries for Existing Jobs

  1. Go to the "Jobs" List

  2. Find the Job to Update

  3. Click "Edit"

  4. Update the "Department" and "Industry" Fields

  5. Save Changes

3. Best Practices for API Integrations

  • Always specify department and industry when creating jobs via API to avoid null values.

  • If fields are left blank, API responses will show null, which may cause issues in downstream systems.

Advanced Usage & Best Practices

Power User Tips

  • Standardize Naming: Use consistent department and industry names to avoid confusion in reports and filters.

  • Bulk Updates: If you have many jobs missing categories/industries, consider updating them in bulk (contact support for bulk editing options).

  • External Recruiter Assignment: Assign jobs to external recruiters by department for better tracking and accountability.

Optimization Strategies

  • Reporting: Use categories and industries to segment hiring analytics.

  • Filtering: Enable hiring managers to filter jobs and candidates by department/industry.

  • API Workflows: Ensure all integrations expect and handle null values if fields are optional.

Do's and Don'ts

Do:
- Fill in department and industry for every job, even if optional.
- Review and update categories/industries periodically for accuracy.

Don't:
- Leave fields blank if you rely on API integrations or detailed reporting.
- Use inconsistent naming conventions.

Troubleshooting & Common Issues

Issue: Department or Industry Shows as null in API

Cause: Fields were left blank during job creation.

Solution:
- Edit the job and select the appropriate department and industry.
- Save changes; the API will now return the correct values.

Issue: Can't Find Department or Industry Field

Solution:
- Ensure you are in the job creation/edit screen.
- If fields are missing, contact support as your account may have custom configurations.

Issue: Data Not Syncing to ATS from External Sources

Cause: Jobs not posted via PyjamaHR or missing required fields.

Solution:
- Always create jobs within PyjamaHR and fill all relevant fields.
- For external job posts, import candidate data via CSV and assign to the correct department/industry.

Comprehensive FAQ

1. Are department and industry fields mandatory in PyjamaHR?
No, both fields are optional. However, leaving them blank results in null values in API and reports.

2. Why do I see null for industry/department in API responses?
This happens when the fields are not filled during job creation. Edit the job to update these fields.

3. Can I add custom departments or industries?
You can select from the dropdown. For custom options, contact support.

4. How do I assign jobs to external recruiters by department?
Use the "Manage Hiring" section to assign recruiters to jobs, filtering by department as needed.

5. Will missing department/industry affect candidate tracking?
It may impact filtering and reporting but does not block candidate tracking.

6. Can I bulk update department/industry for multiple jobs?
Currently, bulk editing is not available in the UI. Contact support for assistance.

7. What happens if I import candidates to a job with no department/industry?
The job will still accept candidates, but reports and API data will show null for those fields.

8. Can I filter jobs or candidates by department/industry?
Yes, provided these fields are filled during job creation.

9. Are these fields visible to candidates?
Departments may be shown on the career page; industries are typically internal.

10. How do I ensure consistency in department/industry naming?
Establish internal naming conventions and periodically review job settings.

Related Features & Next Steps

  • Assigning External Recruiters: See Understanding Access Types

  • Importing Candidates: Use the Talent Pool or job-specific import for external data.

  • Reporting & Analytics: Leverage department/industry filters for deeper insights.

  • API Documentation: Review PyjamaHR API docs for field requirements.

Recommended Next Steps:
- Audit your existing jobs for missing department/industry fields.
- Standardize naming conventions across your organization.
- Train your team to always fill these fields during job creation.

Still have questions?
Contact PyjamaHR support or visit our Help Center for more detailed guides and troubleshooting tips.

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