Executive Summary

Mapping imported candidates to the correct job in PyjamaHR ensures your hiring pipeline stays organized and efficient, whether you’re uploading resumes, importing from Excel/CSV, or using integrations like the Chrome extension. This guide covers the exact workflows, requirements, and troubleshooting steps to guarantee your candidates appear in the right job every time—minimizing manual work and avoiding common pitfalls.

Detailed Overview

What is Candidate-to-Job Mapping?
When you import candidates into PyjamaHR—via resume upload, Excel/CSV import, or integrations—you must specify which job these candidates should be associated with. This mapping is crucial for:

Ensuring candidates appear in the correct job pipeline
Enabling the hiring team to review, shortlist, and progress candidates efficiently
Maintaining data integrity and reporting accuracy

When and Why to Use This Feature:
- Bulk importing candidates sourced from external platforms or agencies
- Migrating data from another ATS (e.g., Keka)
- Assigning candidates to newly created or existing job postings
- Moving candidates between jobs as hiring needs change

Integration with Other Features:
- Works with resume uploads, Excel/CSV imports, and Chrome extension imports
- Tied to user permissions—only users assigned to a job can map candidates to it
- Integrates with folders (e.g., “Default”, “TA”, “HRBP”) for organizing unassigned candidates

Business Impact:
- Reduces manual candidate assignment errors
- Speeds up bulk hiring and data migration
- Ensures a seamless candidate experience and accurate reporting

Step-by-Step Guide: Mapping Imported Candidates to the Correct Job

Prerequisites

User Access: You must be assigned to the hiring team for the job you want to import candidates into. If you can’t see or select a job, contact your Super Admin.
Job Must Exist: You cannot map candidates to a job that hasn’t been created yet.
File Format: For Excel/CSV imports, use the PyjamaHR-provided template and ensure all required columns are present and correctly formatted.

A. Importing Candidates via Excel/CSV

Navigate to the Desired Job
- Go to the “Jobs” section.
- Click on the job title you want to import candidates into.
Open the Import Candidates Dialog
- Click the “Import Candidates” button (usually at the top right).
- Select “Import via Excel/CSV.”
Download the Template (Highly Recommended)
- Click “Download Template” to get the latest required format.
- Ensure your file matches the template (column names, order, required fields).
Upload Your File
- Click “Upload” and select your Excel/CSV file.
- Map the columns as prompted (e.g., Name, Email, Resume Link).
Confirm Job Mapping
- Ensure the selected job matches your intended target.
- If importing from the global “Candidates” section, you’ll be prompted to “Add to Job” after upload.
Complete the Import
- Click “Import.”
- Wait for the success notification: “You will be notified once the import is complete.”
- Candidates will appear in the “Sourced” or “Imported” stage of the selected job.

Screenshot Callouts:
- “Import Candidates” button location
- Column mapping screen
- Job selection dropdown

B. Importing Candidates via Resume Upload

Go to the Job
- Open the job you want to add candidates to.
Click “Add Candidates” or “Upload Resume”
- Drag and drop resumes or select files manually.
Confirm Job Assignment
- Ensure you’re uploading within the correct job context.
Finish Upload
- Candidates will be mapped to the current job automatically.

C. Moving Candidates Between Jobs

Locate the Candidate(s)
- Go to the job where the candidate currently exists.
Select Candidates
- Use the checkbox to select one or multiple candidates.
Click the Three Dots (“...”) Next to “Schedule Interview”
- Choose “Move to Another Job” or “Add to Job.”
Select Target Job
- Pick the new job from the dropdown.
Confirm
- Candidates will be moved and mapped to the new job.

D. Using Chrome Extension or Integrations

Initiate Import from External Source (e.g., Wellfound)
- Use the “Add to Job” button in the extension.
Select the Correct Job
- Ensure you select the intended job number/title.
Verify in PyjamaHR
- After import, check the job’s “Sourced” stage for the new candidates.

E. Assigning Unmapped Candidates from Folders

If you import candidates into a folder (e.g., “Default”, “TA”, “HRBP”), you must manually assign them to a job:
1. Go to the folder.
2. Select candidates.
3. Click “Add to Job.”
4. Choose the target job.

Advanced Usage & Best Practices

Always Use the Latest Template: Prevents mapping errors and missing data.
Bulk Actions: Use checkboxes to assign multiple candidates at once.
User Permissions: Only users assigned to a job can import or map candidates to it. Ask your Super Admin for access if needed.
Large Imports: For >10,000 candidates, split into multiple files; PyjamaHR supports up to 10,000 candidates per import.
Resume Links: If using links (e.g., Google Drive), ensure they are public or accessible.
Monitor Import Status: Wait for the “Import Complete” notification before taking further action.
Screen Recordings for Issues: If you encounter problems, record your screen to help support diagnose the issue faster.

Troubleshooting & Common Issues

1. Candidates Not Appearing in the Job

Check Import Success: Did you receive a “successful upload” message?
Correct Job Selected: Confirm you mapped to the intended job.
File Format: Ensure your Excel/CSV matches the template.
User Access: You must be assigned to the job’s hiring team.
Refresh Page: Sometimes, a browser refresh is needed to see new candidates.

2. “Add to Job” Button Not Clickable

Import Not Complete: Wait for upload to finish.
File Errors: Check for missing required columns or incorrect formats.
Browser Issues: Try clearing cache or using a different browser.

3. No Error Message, No Candidates Imported

Silent Failures: Double-check file format and required fields.
Check Folders: Candidates may have landed in a folder instead of a job.
Contact Support: Send your file and a screen recording to [email protected] or [email protected].

4. Chrome Extension Imports Not Showing Up

Job Selection: Ensure you selected the correct job in the extension.
Integration Issues: Sometimes, third-party site changes can break imports—contact support with details and a screen recording.

5. Large File Imports Failing

File Size Limit: Max 10,000 candidates per import.
Split Files: Divide your data into smaller batches.

Comprehensive FAQ

Q1: Can I import candidates without assigning them to a job?
A: Yes, but they will land in a folder (e.g., “Default”, “TA”) and must be manually assigned to a job using “Add to Job.”

Q2: What if I don’t have access to the job I want to import candidates into?
A: Request your Super Admin to add you to the hiring team for that job.

Q3: How do I move candidates from one job to another?
A: Select the candidate(s), click the three dots next to “Schedule Interview,” and choose “Move to Another Job.”

Q4: What’s the maximum number of candidates I can import at once?
A: 10,000 per import. For larger numbers, split into multiple files.

Q5: My imported candidates aren’t visible—what should I do?
A: Check for import success, file format, job selection, and user access. If unresolved, contact support with your file and a screen recording.

Q6: Can I import candidates via the Chrome extension directly into a job?
A: Yes, but ensure you select the correct job during the import process.

Q7: What file formats are supported for import?
A: Excel (.xls, .xlsx) and CSV (.csv) using the PyjamaHR template.

Q8: Why is the “Add to Job” button greyed out?
A: The import may not be complete, or you may not have the necessary permissions.

Q9: Can I assign candidates to multiple jobs at once?
A: No, each import maps candidates to a single job. To assign to multiple jobs, repeat the process for each job.

Q10: What if my resume links are not working?
A: Ensure links are public and in the correct format as per the template.

Q11: How do I know if my import was successful?
A: You’ll receive an on-screen notification and/or email once the import is complete.

Q12: Can I import candidates if I’m an External Recruiter?
A: Only if you have been added to the hiring team for the job.

User Access Management: Understanding Access Types in PyjamaHR
Importing Candidates via Resume: Import Candidates via Resume (PDF/DOC)
Bulk Import via Excel: Import Candidates via Excel
Moving Candidates Between Jobs: See “Move to Another Job” in candidate actions menu
Contact Support: If issues persist, email [email protected] with your file and a screen recording

Pro Tip:
Always double-check your job selection and file format before importing. If you’re handling large volumes or complex scenarios, consider scheduling a quick call with PyjamaHR support for personalized guidance.

This guide is designed to be your one-stop resource for mapping imported candidates to the correct job in PyjamaHR. By following these steps and best practices, you’ll avoid common pitfalls and keep your hiring process running smoothly.

How to Map Imported Candidates to the Correct Job in PyjamaHR