Executive Summary

Bulk uploading candidate data via CSV or Excel is one of the fastest ways to migrate talent from previous ATS systems or manage high-volume hiring in PyjamaHR. This guide covers everything you need to know about upload limits, parsing behavior, best practices, and troubleshooting—ensuring your data import is smooth, efficient, and error-free.

Detailed Overview

What is Bulk CSV/Excel Resume Upload in PyjamaHR?

Bulk CSV/Excel upload allows you to import multiple candidate profiles into PyjamaHR at once, using a standardized spreadsheet format. This is essential for:
- Migrating candidates from previous ATS platforms (e.g., Zoho, Keka, Manatal, etc.)
- Adding large volumes of applicants for high-traffic roles (e.g., internships, mass hiring)
- Streamlining manual data entry and reducing errors

Key Benefits:
- Saves time compared to manual entry or uploading resumes one by one
- Ensures data consistency and completeness
- Integrates with PyjamaHR’s resume parsing engine to auto-populate candidate fields

How It Integrates:
- Imported candidates can be assigned directly to specific jobs or added to the Talent Pool
- Parsed data is available in all candidate management and reporting features
- Works alongside manual resume uploads and Chrome Extension imports

Step-by-Step Guide: Bulk Uploading Candidates via CSV/Excel

Prerequisites

You must have Admin or Recruiter access in PyjamaHR
Prepare your candidate data in the required CSV/Excel format (see below)
For resume file attachments, ensure files are accessible (see notes below)

1. Download the Sample CSV/Excel Template

Go to Add Candidate in your PyjamaHR dashboard
Select Import from Excel/CSV
Download the sample template provided in the instructions (critical for correct field mapping)

Screenshot: [Show location of "Add Candidate" > "Import from Excel/CSV" and sample template download button]

2. Prepare Your Data

Fill in candidate details in the template. Typical fields include: Name, Email, Phone, Location, Experience, etc.
Resume Files: If you want to attach resumes, include a column with a direct link to the resume file (e.g., Google Drive link). Ensure sharing permissions are set to "Anyone with the link can view."

Common Mistake: Pasting resume text or uploading PDF files directly into the CSV will not work. Only links to files are supported in the resume column.

3. Upload the File

Return to Add Candidate > Import from Excel/CSV
Click Upload File and select your completed CSV/Excel file
Map the columns in your file to PyjamaHR fields as prompted

Screenshot: [Show column mapping interface]

4. Assign Candidates

Choose whether to assign candidates to a specific job or to the Talent Pool
Confirm and start the import

5. Monitor Progress

A notification will appear: “You will be notified once the import is complete.”
For large files, parsing may take several minutes. You’ll receive an in-app or email notification when done.

6. Verify Imported Candidates

Go to the relevant Job or Talent Pool
Check that all candidates appear in the Sourced stage (for job-specific imports)
If resumes were linked, verify that they are attached and parsed correctly

Advanced Usage & Best Practices

Power User Tips

Batch Large Imports: If you have more than 10,000 candidates, split your data into multiple files (see limits below).
Field Mapping: Always use the latest sample template—PyjamaHR occasionally updates required fields.
Resume Links: Store all resumes in a single Google Drive folder and use shareable links to avoid permission issues.
Bulk Resume Uploads (PDF/DOC): For uploading actual resume files (not via CSV), use the “Bulk Resume Upload” feature, which allows up to 50 files per batch.

Do’s and Don’ts

Do:
- Double-check email formatting (e.g., avoid missing spaces or typos)
- Use the sample template for every new import
- Assign candidates to jobs for easier pipeline management

Don’t:
- Attempt to upload more than 10,000 candidates in a single CSV/Excel file
- Paste resume text into the CSV—always use file links
- Expect instant processing for very large files; parsing takes time

Integration with Other Workflows

Migrating from Other ATS: Export data from your old ATS in CSV format, reformat as per PyjamaHR’s template, and import.
Bulk Resume Uploads (PDF/DOC): For cases where you only have resume files, use the “Bulk Resume Upload” feature (max 50 files per batch).

Parsing Limits & System Constraints

Candidate Upload Limits

CSV/Excel Upload: Maximum 10,000 candidates per file per upload session
- If you have more, split into multiple files and upload sequentially
Bulk Resume Upload (PDF/DOC): Maximum 50 files per batch
- No daily/weekly cap, but each batch is limited to 50 files

Storage Limits

No overall storage limit for candidate data or resumes on paid plans
Free plans may have restrictions—see plan details

Parsing Behavior

Resume parsing is automatic for each candidate row with a valid resume link
Parsing time increases with file size; large imports may take several minutes to complete

Troubleshooting & Common Issues

Common Errors & Solutions

1. “File exceeds the 10,000 lines limit”
- Solution: Split your data into multiple files, each with ≤10,000 candidates.

2. “Candidates not appearing after upload”
- Solution: Wait for the completion notification. Refresh the page. If still missing, check for errors in your CSV format or contact support.

3. “Resume not attached or parsed”
- Solution: Ensure the resume link is correct and publicly accessible. Check for typos or permission issues.

4. “No error message, but data not visible”
- Solution: Double-check that you used the correct template and mapped fields properly. If no success message appeared, the upload likely failed.

5. “Upload takes too long”
- Solution: Large files take longer to parse. For very large imports, split into smaller batches.

6. “Resume parser fails for some candidates”
- Solution: Check for formatting issues in the resume file or missing/incorrect email addresses.

7. “Cannot upload resumes from another ATS directly”
- Solution: Export resumes from your old ATS to Google Drive, generate shareable links, and use those in your CSV.

8. “No notification after upload”
- Solution: Check your spam/junk folder for email notifications. Refresh the PyjamaHR dashboard.

When to Contact Support:
- If you encounter persistent errors not resolved by the above steps
- For custom imports (e.g., >50,000 candidates), contact support for a managed migration (may incur a fee)

Comprehensive FAQ

1. What is the maximum number of candidates I can upload at once via CSV/Excel?
Up to 10,000 candidates per file per upload session.

2. Can I upload more than 10,000 candidates?
Yes, split your data into multiple files and upload sequentially.

3. Is there a daily or weekly upload limit?
No, but each upload session is limited to 10,000 candidates per file.

4. Can I attach resumes to each candidate in the CSV?
Yes, by including a column with a direct link to the resume file (e.g., Google Drive link).

5. Can I upload actual PDF/DOC resume files in bulk?
Yes, use the “Bulk Resume Upload” feature—maximum 50 files per batch.

6. What happens if my file is not in the correct format?
The upload will fail or data will not appear. Always use the provided sample template.

7. How do I know if my upload was successful?
You’ll receive a notification in-app and/or via email once parsing is complete.

8. What if some candidates are missing after upload?
Check for formatting errors, invalid email addresses, or parsing failures. Review the upload summary for errors.

9. Can I import candidates directly from another ATS?
Not directly. Export your data from the old ATS, reformat as per PyjamaHR’s template, and import.

10. Is there a storage limit for resumes or candidate data?
No storage limit on paid plans.

11. Can I download all my candidate data later?
You can export candidate data at the job level using the Compare View. Full account data dumps are available upon request (usually when leaving the platform).

12. What if I need to import 50,000+ candidates?
Contact support for a managed migration. This may incur a service fee.

13. Can I upload resumes from a shared drive or other cloud storage?
Yes, as long as the link is public and accessible.

14. What if my resumes are stored in another ATS and not in Google Drive?
First, export them to Google Drive, then use shareable links in your CSV.

15. How do I ensure the resume parser extracts all details?
Ensure resumes are in standard formats and that email addresses are clearly formatted.

Bulk Resume Upload (PDF/DOC): For uploading actual files, use the “Bulk Resume Upload” feature (max 50 files per batch). [See related article]
Compare View Export: Download candidate data at the job level for reporting or backup. [See related article]
Talent Pool Management: Add imported candidates to the Talent Pool for future job assignments.
Chrome Extension: For importing candidates from job boards like Indeed (one at a time; bulk not supported for all boards).

Recommended Additional Setup:
- Review and clean your candidate data before import
- Set up job pipelines and stages for easier candidate management post-import
- Assign imported candidates to jobs for immediate action

Helpful Links:
- Import Candidates via Excel (Help Center Article)
- Bulk Resume Upload (PDF/DOC)
- Comparison View: How to Export Candidate Data
- Forever Free Plan Limitations

Summary Table: Bulk Upload Limits & Methods

Method	Max Per Upload	File Types	Notes
CSV/Excel Import	10,000	.csv, .xlsx	Use sample template; split large files
Bulk Resume Upload	50	.pdf, .doc, .docx	Per batch; repeat as needed
Chrome Extension Import	1	N/A	One at a time; for job boards

Final Tips

Always use the latest sample template for CSV/Excel uploads
For very large migrations, contact support for a managed import
Double-check resume links and permissions before uploading
Monitor upload notifications and review imported data for completeness

If you follow these guidelines, you’ll avoid the most common pitfalls and ensure your candidate data is imported quickly and accurately into PyjamaHR.

Still have questions?
Contact PyjamaHR Support or schedule a call for complex migrations.

This article is based on real customer experiences and the latest PyjamaHR platform capabilities as of June 2024.

Bulk CSV/Excel Resume Uploads and Parsing Limits in PyjamaHR: The Complete Guide