Executive Summary
Managing candidates without resumes or with blank/invalid files is a common challenge in PyjamaHR, impacting search, parsing, and workflow automation. This article explains how PyjamaHR handles such cases, best practices for resolution, and actionable steps to ensure your candidate database remains complete and searchable—minimizing manual intervention and maximizing hiring efficiency.
Detailed Overview
What Happens When a Candidate Lacks a Resume or Has a Blank/Invalid File?
PyjamaHR relies on resumes for parsing candidate details, enabling keyword search, AI-powered resume match, and deduplication. When a candidate profile is created without a resume, or if the uploaded file is blank, corrupted, or improperly formatted, several issues can arise:
Candidate details may not be parsed or displayed.
Keyword search and resume match features may not function.
Candidate may not appear in search results or talent pool filters.
Import from job boards (e.g., Naukri, LinkedIn, Indeed) may fail if no resume is present.
Manual upload attempts may be rejected or result in incomplete profiles.
Business Impact:
Incomplete candidate records slow down hiring, reduce searchability, and can lead to missed opportunities or duplicated effort.
Integration with Other PyjamaHR Features
Resume Parser: Extracts contact, education, and experience details from uploaded files.
Resume Match: Compares parsed data to job requirements for ranking.
Candidate Import (Chrome Extension, Job Boards): Requires a valid resume file for successful import.
Deduplication: Uses email and resume as unique identifiers.
Step-by-Step Guide: Managing Candidates Without Resumes or With Blank Files
1. Identifying Candidates Missing Resumes
In Candidate List:
Candidates without resumes may show incomplete profiles or missing details.
Resume Match score will be absent.
Error messages such as “Resume not found” or “Resume match not available” may appear.
During Import:
Chrome Extension or manual import may fail with errors if no resume is attached.
Screenshot Callout:
Include a screenshot of a candidate profile with and without a resume to highlight differences.
2. Uploading or Replacing a Resume
A. Manual Upload (For Existing Candidates):
Go to the candidate’s profile.
Click the “Resume” tab.
Click “Upload Resume”.
Select the file (ensure it is a valid PDF, DOC, or DOCX).
Confirm upload. The system will parse and update the profile.
B. During Candidate Addition:
Ensure the resume file is attached before submitting the candidate form.
The email field is mandatory—resumes without an email address will be rejected.
Screenshot Callout:
Show the “Upload Resume” button and the file selection dialog.
3. Correcting Blank or Invalid Files
Check File Integrity:
Open the file on your computer to ensure it is not blank or corrupted.
Ensure the file contains a valid email address in a standard format (e.g., [email protected]).
Format Issues:
Remove unusual formatting, images, or non-standard fonts that may prevent parsing.
Ensure there is a space or line break before the email address (e.g., avoid “1)[email protected]”).
Re-upload after Correction:
Return to the candidate profile and upload the corrected file.
4. Importing from Job Boards or Chrome Extension
Naukri/LinkedIn/Indeed:
If the candidate’s resume is missing on the source platform, import will fail.
For Indeed, lack of resume prevents import via Chrome Extension.
Solution: Request the candidate to send their resume, then upload manually.
Screenshot Callout:
Show the error message displayed during failed import.
5. Handling Candidates Without Resumes (Edge Cases)
If Resume Is Not Available:
Candidate profile will remain incomplete.
You can add notes or manually enter details, but search and resume match will not function.
It is strongly recommended to obtain and upload a resume for full functionality.
Advanced Usage & Best Practices
Power User Tips
Always Check for Email Address:
The email is required for deduplication and profile creation.
Resumes without an email will be rejected or not parsed.
Standardize Resume Collection:
Instruct candidates and agencies to submit resumes in PDF or DOCX with clear contact info.
Avoid scanned images or password-protected files.
Bulk Correction:
If multiple candidates are missing resumes, export the list, contact them for files, and re-upload in batch.
Do’s and Don’ts
Do:
- Verify resume files before upload.
- Use the “Upload Resume” feature for missing or updated files.
- Ensure resumes have a valid email address.
Don’t:
- Attempt to import candidates from job boards if the resume is missing.
- Upload blank, corrupted, or image-only files.
- Expect resume match or search to work without a valid resume.
Troubleshooting & Common Issues
Common Error Messages & Solutions
Error Message / Symptom | Likely Cause | Solution |
“Resume not found” | No resume attached during import | Obtain and upload resume manually |
“Resume match not available” | Resume missing or blank/invalid file | Upload valid resume with email address |
Candidate details missing after upload | Resume file is blank, corrupted, or misformatted | Check and correct file, re-upload |
Import fails from Naukri/Indeed | Resume not present on source platform | Download resume from source, upload manually |
Candidate not found in search | Resume missing or not parsed | Upload valid resume, ensure proper format |
What If Scenarios
What if the resume is present but details are missing?
Check for formatting issues or missing email address. Correct and re-upload.
What if the candidate refuses to provide a resume?
Add as much detail as possible manually, but note that search and automation will be limited.
What if the resume is uploaded but the profile is still blank?
Try re-uploading after correcting file format and ensuring email is present.
When to Contact Support:
If you’ve verified the file is valid and issues persist, share the file and a screenshot with support for investigation.
Comprehensive FAQ
1. Why can’t I add a candidate without a resume?
PyjamaHR requires a resume to parse candidate details and enable search, deduplication, and resume match features.
2. Why is my candidate’s profile blank after uploading a resume?
The file may be blank, corrupted, or missing a valid email address. Check and correct the file, then re-upload.
3. Why does the import from Naukri/Indeed/LinkedIn fail?
If the candidate’s resume is missing on the source platform, import will fail. Obtain the resume and upload manually.
4. What file formats are supported for resumes?
PDF, DOC, and DOCX are supported. Avoid image-only files or password-protected documents.
5. Why is the resume match score missing?
Resume match requires a valid, parsed resume. Upload a proper file to enable this feature.
6. Can I add a candidate manually without a resume?
Yes, but the profile will be incomplete and not searchable by keywords or resume match.
7. What if the resume is present but the email is missing?
The system will reject the file or fail to parse it. Add the email address to the resume and re-upload.
8. How do I fix a “Resume not found” error?
Upload a valid resume file via the candidate’s profile.
9. Why are some candidates missing from search results?
Candidates without resumes or with unparsed files will not appear in keyword searches.
10. What should I do if I see “Resume match not available”?
Check if the resume is present and properly formatted. Re-upload if necessary.
11. Can I bulk upload resumes for multiple candidates?
Yes, but ensure each file is valid and contains an email address.
12. What if the resume is in a non-standard format (e.g., scanned image)?
Convert to PDF or DOCX with selectable text and ensure all required details are present.
Related Features & Next Steps
Resume Parser: Ensures candidate details are extracted for search and automation.
Resume Match: Ranks candidates based on parsed resume data.
Candidate Import (Chrome Extension): Requires resumes for successful import.
Deduplication: Uses email and resume as unique identifiers.
Recommended Next Steps:
Review your candidate database for missing or invalid resumes.
Standardize resume collection practices with your team and candidates.
Refer to Importing Candidates from Job Boards for platform-specific workflows.
Contact support with problematic files or persistent issues.
By following these guidelines, you’ll ensure your PyjamaHR candidate database remains robust, searchable, and ready for efficient hiring—minimizing manual work and maximizing the power of automation.