Executive Summary
PyjamaHR offers robust, built-in mechanisms to prevent duplicate candidate applications and maintain a clean, efficient recruitment pipeline. This article explains how PyjamaHR detects, manages, and allows you to resolve duplicate candidates—whether they apply through job postings or are imported via resume upload—so you can avoid confusion, wasted effort, and ensure a seamless candidate experience.
Detailed Overview
Duplicate candidate records are a common challenge in recruitment, leading to inefficiencies, miscommunication, and inaccurate reporting. PyjamaHR addresses this by automatically identifying and flagging duplicate applications at multiple stages:
During candidate application: If a candidate applies to multiple jobs or submits their details more than once, PyjamaHR detects and links these records.
During resume upload/import: When you upload resumes (individually or in bulk), the system checks for existing candidates and prompts you to update or ignore duplicates.
Within candidate profiles: All jobs a candidate has applied to or been added to are visible in their profile (for users with the appropriate access).
Business Impact:
- Reduces manual effort in deduplication
- Prevents multiple communications to the same candidate
- Ensures accurate tracking of candidate progress across jobs
- Improves reporting and analytics accuracy
Integration with Other Features:
- Works seamlessly with resume import, job application forms, and candidate profile management
- Duplicate detection is enforced regardless of the source (job portal, LinkedIn, manual upload, agency, etc.)
Step-by-Step Guide: How PyjamaHR Prevents and Manages Duplicate Applications
1. Automatic Duplicate Detection During Resume Upload
When uploading resumes (via "Add Candidate" or bulk import):
Go to the relevant job in PyjamaHR.
Click Add Candidate.
Upload the resume(s).
If a duplicate is detected:
- PyjamaHR displays a message: "Duplicate candidate found."
- You are given two options:Update: Update the existing candidate’s information with the new details. Note: This will move the candidate to the "Sourced" stage, even if they were previously in "Rejected".
Ignore: Skip importing this candidate to avoid creating a duplicate record.
(Screenshot suggestion: Show the duplicate detection popup with Update/Ignore options.)
2. Duplicate Detection During Job Application
If a candidate applies to multiple jobs using the same email or phone number, PyjamaHR automatically links all their applications to a single candidate profile.
In the candidate profile, you can see all jobs they have applied to.
(Screenshot suggestion: Candidate profile showing multiple job applications.)
3. Viewing and Managing Duplicates in Candidate Profiles
Navigate to a candidate’s profile.
Under the profile, view the list of all jobs the candidate is associated with.
This helps you avoid contacting or progressing the same candidate multiple times for different roles.
Note: Only users with Super Admin, Admin, or internal recruiter access can see this information. External Recruiters/Agency users have restricted visibility.
4. Handling Duplicates When Importing from External Sources (e.g., LinkedIn, Agencies)
When importing candidates from LinkedIn or agency submissions, PyjamaHR’s duplicate detection works the same way as with resume uploads.
If a candidate already exists, you’ll be prompted to update or ignore as above.
Advanced Usage & Best Practices
Power User Tips
Always review duplicate prompts carefully: Updating a candidate will overwrite their details and move them to the "Sourced" stage.
Use candidate profiles for holistic tracking: Before reaching out, check if the candidate is already in process for another job.
Train external recruiters: If you work with agencies, ensure they understand that duplicate detection is limited for their access level, and coordinate to avoid multiple submissions.
Optimization Strategies
Standardize candidate data: Encourage candidates to use the same email/phone for all applications to maximize duplicate detection accuracy.
Regularly audit candidate records: Use filters and exports to identify and merge any missed duplicates.
Do’s and Don’ts
Do:
- Use the "Update" option if you want to refresh a candidate’s details and re-engage them.
- Use the "Ignore" option to skip unnecessary duplicates.
Don’t:
- Don’t update a rejected candidate unless you intend to reconsider them (as this moves them to "Sourced").
- Don’t rely on manual checks—let PyjamaHR’s system handle detection.
Troubleshooting & Common Issues
Common Scenarios & Solutions
Q: I uploaded a resume, and PyjamaHR says it’s a duplicate. What happens if I click "Update"?
A: The candidate’s details are updated, and they are moved to the "Sourced" stage, even if previously rejected.
Q: I don’t see duplicate warnings when uploading as an external recruiter. Why?
A: External Recruiter/Agency users have restricted visibility and may not see all candidate associations. Only internal users (Admin, Super Admin) have full visibility.
Q: A candidate has applied to 400+ jobs. How can I prevent this?
A: PyjamaHR flags and links all applications to a single profile. If you notice abuse, contact support to investigate further.
Q: I want to check if a candidate already exists before adding. How?
A: Search by email or phone in the candidate database before uploading. PyjamaHR will also prompt you if a duplicate is detected.
Q: I accidentally updated a rejected candidate. Can I revert?
A: You’ll need to manually move the candidate back to the "Rejected" stage.
Error Messages
"Duplicate candidate found": Candidate already exists in the system.
No prompt for duplicates: Likely due to restricted access (External Recruiter role).
When to Contact Support
If you believe duplicate detection is not working as expected.
If you need to bulk merge or clean up existing duplicates.
If a candidate is abusing the application system (e.g., applying to hundreds of jobs).
Comprehensive FAQ
1. How does PyjamaHR detect duplicate candidates?
By matching key fields like email and phone number during application or resume upload.
2. What happens if a candidate applies to multiple jobs?
All applications are linked to a single candidate profile, and you can see all associated jobs.
3. Can I merge two candidate profiles manually?
Currently, merging is handled via the update/ignore prompt during upload. For bulk merges, contact support.
4. What access level is required to see all jobs a candidate has applied to?
Super Admin, Admin, and internal recruiter roles.
5. What happens if I update a candidate who was previously rejected?
They are moved to the "Sourced" stage.
6. Can external recruiters see duplicate warnings?
No, their access is restricted for privacy and data protection.
7. How can I avoid sending duplicate communications to candidates?
Always check the candidate profile for existing applications before reaching out.
8. What if a candidate uses different emails/phones?
The system may not detect them as duplicates. Encourage candidates to use consistent contact details.
9. Can I customize duplicate detection rules?
Currently, detection is based on email/phone. Feature requests can be submitted to the product team.
10. What should I do if I see too many duplicate applications from the same candidate?
Contact support for investigation and possible restriction of abusive candidates.
11. Is there a notification or alert for duplicates?
Yes, during upload/import, and within candidate profiles for internal users.
12. Can I see duplicate candidates across all jobs?
Yes, within the candidate profile (for authorized users).
Related Features & Next Steps
Candidate Comparison View: Use to filter and export candidate data, ensuring you’re not reviewing duplicates.
Access Control: Manage user roles to control who can view and manage duplicates.
Resume Import: Leverage bulk upload with built-in duplicate detection.
Candidate Profile Management: Use for holistic tracking and communication.
Recommended Next Steps:
- Review your team’s access levels for optimal duplicate management.
- Train recruiters on best practices for resume upload and candidate search.
- Explore related articles:
- How to Export Candidate Data
- Managing Candidate Stages in PyjamaHR
- Setting Up User Roles and Permissions
Still have questions?
If you encounter issues not covered here, please contact PyjamaHR Support with specific details for prompt assistance.
This article is based on real customer scenarios and workflows to ensure you get the most accurate, actionable guidance for preventing duplicate applications in PyjamaHR.