Executive Summary

PyjamaHR allows you to customize your job application forms by marking fields as mandatory or optional, ensuring you collect the most relevant candidate information for each role. This guide explains how to configure these settings, why they matter, and how to avoid common issues that can lead to missing or incomplete candidate data. Mastering this feature will streamline your hiring process, improve candidate filtering, and reduce manual follow-up.

Detailed Overview

What Are Mandatory and Optional Fields?

Mandatory fields: Candidates must fill these out to submit their application. Examples: Email, Resume, Current Location, Screening Questions.
Optional fields: Candidates can skip these fields if they choose. Examples: LinkedIn Profile, Portfolio URL, Cover Letter.

Why Use Mandatory vs Optional Fields?

Mandatory fields ensure you always receive critical information (e.g., location for filtering, salary expectations for screening).
Optional fields reduce friction for candidates, improving application completion rates for less critical data.

Integration with Other PyjamaHR Features

Filtering & Sorting: Only data from mandatory fields can be reliably used for filtering (e.g., by location or CTC).
Candidate Comparison: Mandatory responses appear in the Compare Candidate view.
Job Board Integrations: Some fields (like Total Work Experience) may be enforced as mandatory due to third-party requirements (e.g., LinkedIn).

Business Impact

Better Data Quality: Ensures you can filter, sort, and shortlist candidates efficiently.
Reduced Manual Work: Avoids the need to chase candidates for missing information.
Improved Candidate Experience: Optional fields keep the form concise, reducing drop-offs.

Step-by-Step Guide: Setting Mandatory and Optional Fields

Prerequisites

You must have permission to create or edit jobs in PyjamaHR.
Decide which information is essential for your hiring process.

1. Access the Application Form

Log in to your PyjamaHR account.
Go to the Jobs section.
Click Create Job or select an existing job and click Edit.

2. Customize the Application Form

Navigate to the Application Form or Screening Questions tab.
For each field (e.g., Current Location, Expected CTC, Resume Upload):
- Toggle the switch or checkbox labeled Mandatory to require the field.
- Leave the toggle off to make the field optional.

Screenshot Tip: Show the Application Form editor with the "Mandatory" toggle highlighted.

For Screening Questions:
- When adding or editing a question, select the Mandatory checkbox.
- Supported question types: Yes/No, Multiple Choice, Numeric, Short/Long Text.
Save your changes.

3. Publish or Update the Job

Click Publish (for new jobs) or Update (for existing jobs) to apply your changes.

4. (Optional) Test the Candidate Experience

Open the public job link and try submitting an application to verify which fields are enforced as mandatory.

Advanced Usage & Best Practices

Power User Tips

Use Mandatory Fields for Filtering: Only mark fields as mandatory if you plan to filter or shortlist candidates based on that data (e.g., Current Location, Gender, Notice Period).
Keep Forms Concise: Too many mandatory fields can increase drop-off rates. Only require what’s essential.
Screening Questions: Use Yes/No, Multiple Choice, or Numeric types for easier filtering and comparison.
Bulk Editing: When reposting or duplicating jobs, double-check that your mandatory/optional settings are still correct.

Integration Strategies

Job Board Requirements: Some fields (e.g., Total Work Experience) may be enforced as mandatory due to integration with platforms like LinkedIn. You cannot remove these.
Candidate Filtering: If you want to filter by a field (e.g., state, location, CTC), make it mandatory so all candidates provide the data.

Do’s and Don’ts

Do: Regularly review which fields are marked mandatory to ensure relevance.
Don’t: Make every field mandatory—this frustrates candidates and reduces applications.
Do: Test your form after changes to ensure the candidate experience matches your intent.
Don’t: Assume optional fields will be filled—plan your workflow accordingly.

Troubleshooting & Common Issues

1. Candidates Skipping Mandatory Fields

Symptoms: Applications missing required data (e.g., location, CTC, screening answers).

Possible Causes:
- Field was not actually set as mandatory.
- Bug or sync issue (especially with third-party job boards like LinkedIn).
- Candidates enter placeholder text (e.g., a dot) to bypass mandatory fields.

Solutions:
- Double-check your Application Form settings for each job.
- For LinkedIn or other integrations, verify that the field mapping is correct.
- If candidates are entering invalid data (e.g., "15" instead of "15,00,000" for salary), clarify instructions in the field label or description.

2. Mandatory Fields Not Showing to Candidates

Symptoms: Field is marked mandatory but not visible on the candidate form.

Possible Causes:
- Field not added to the form.
- Bug or sync issue (especially after editing or reposting jobs).
- Third-party job board limitations.

Solutions:
- Edit the job and ensure the field is present and marked mandatory.
- Hard refresh your browser or clear cache.
- Contact support if the issue persists.

3. Missing Candidate Responses to Mandatory Questions

Symptoms: Candidate profiles lack answers to mandatory screening questions.

Possible Causes:
- Integration issues (e.g., LinkedIn posting jobs before form updates).
- Candidates applied before the field was set as mandatory.
- Data loss due to third-party sync errors.

Solutions:
- The issue is often resolved for new candidates after the bug is fixed.
- Unfortunately, data for past candidates may not be recoverable if not captured at the time of application.
- For critical data, consider re-contacting affected candidates (though this may reduce response rates).

4. Unable to Remove Certain Fields

Example: "Total Work Experience" is always mandatory.

Reason: Some fields are enforced due to job board requirements or platform policy.
Workaround: None available; plan your workflow accordingly.

5. Filtering Not Working as Expected

Check: Are you trying to filter by a field that was optional? Only mandatory fields are guaranteed to be present for all candidates.

Comprehensive FAQ

1. Why are candidates able to submit applications without filling mandatory fields?
Usually, the field was not set as mandatory, or there was a sync issue with a job board. Double-check your settings and test the form.

2. Can I make any field mandatory?
Most fields can be toggled as mandatory or optional, except for a few enforced by PyjamaHR or job board integrations (e.g., Total Work Experience).

3. Why can’t I see candidate responses to mandatory questions?
If candidates applied before the field was set as mandatory, or if there was a sync issue (especially with LinkedIn), their responses may not be captured.

4. How do I filter candidates by location, CTC, or other fields?
Ensure the field is marked as mandatory in the application form. Only then will all candidates provide the data needed for filtering.

5. Can I change mandatory fields after a job is published?
Yes, edit the job and update the application form. Note: This only affects new applicants.

6. Why do some candidates enter incomplete or placeholder data in mandatory fields?
Candidates may enter minimal input (e.g., a dot or "15" for salary) to bypass the requirement. Add clear instructions to the field label and review responses manually.

7. What happens if I repost or duplicate a job?
Always review the application form settings, as mandatory/optional status may not carry over as expected.

8. Why can’t I remove the “Total Work Experience” field?
This field is enforced due to integration requirements with job boards like LinkedIn.

9. Can I make Gender mandatory and restrict applications to a specific gender?
You can make Gender mandatory, but PyjamaHR cannot restrict applications based on gender due to anti-discrimination policies.

10. How do I ensure candidates provide their current location?
Mark the Current Location field as mandatory in the application form.

11. Can I recover missing candidate data if there was a sync issue?
If the data was never captured (e.g., due to a LinkedIn sync issue), it cannot be recovered.

12. Why are some fields not visible to candidates?
Check if the field is added to the form and marked as visible. For persistent issues, contact support.

Candidate Filtering & Sorting: Use mandatory fields to enable powerful filtering in the candidate list.
Screening Questions: Combine with mandatory status for effective pre-screening.
Job Board Integrations: Be aware of enforced fields when posting to LinkedIn, Monster, etc.
Candidate Comparison View: Only fields marked as mandatory will be consistently available for comparison.

Key Takeaways

Always review and test your application form after changes.
Mark only essential fields as mandatory to balance data quality and candidate experience.
Be aware of integration limitations and enforced fields.
If you encounter issues, check settings, test the form, and contact support with job IDs and candidate examples.

By following these best practices, you’ll ensure your hiring process is efficient, data-rich, and candidate-friendly—without the frustration of missing information or unnecessary manual work.

How to Set Mandatory vs Optional Application Form Fields in PyjamaHR (and Avoid Common Pitfalls)