Executive Summary
Bulk moving candidates between jobs or folders in PyjamaHR is essential for recruiters who need to reorganize, merge, or reassign candidate pools efficiently—especially after duplicate job postings, job closures, or talent pool management. This guide provides a comprehensive, step-by-step approach to bulk moving candidates, addresses common pain points, and includes best practices and troubleshooting tips based on real customer scenarios.
Detailed Overview
What Is Bulk Moving Candidates and Why Use It?
Bulk moving candidates allows you to select multiple candidate profiles and transfer them from one job posting or folder (such as a Talent Pool folder) to another job or folder in PyjamaHR. This is crucial for:
Merging duplicate job postings (e.g., if two jobs were created for the same role)
Reassigning candidates from closed or expired jobs to new or active jobs
Organizing candidates into folders for targeted sourcing or future roles
Preparing for consolidated reporting or exporting candidate data
Business Impact:
Efficient candidate movement reduces manual work, prevents data loss, and ensures your hiring pipeline remains organized and actionable. It also supports compliance and reporting needs by keeping candidate histories intact.
How It Integrates with Other PyjamaHR Features
Talent Pool: Move candidates from the Talent Pool to jobs or folders for targeted outreach.
Compare View & Export: After moving candidates, use Compare View to analyze or export data.
Hiring Flow: Candidates moved into a job appear in the “Sourced” pipeline stage by default.
Step-by-Step Guide: Bulk Moving Candidates Between Jobs or Folders
Prerequisites
You must have Recruiter, Admin, or Super Admin access.
Both the source and destination jobs/folders must be active and visible to you.
For Talent Pool folders, ensure the folder exists or create a new one if needed.
1. Bulk Move Candidates from One Job to Another
Scenario: You have candidates in a closed or duplicate job and want to move them to an active job.
Steps:
Navigate to the Source Job:
- Go to the Jobs tab.
- Select the job from which you want to move candidates.Select Candidates:
- In the candidate list, use the checkboxes to select multiple candidates.
- Tip: Use filters or search to narrow down candidates if needed.Initiate the Move:
- Click the three dots (⋮) next to the “Schedule Interview” button or at the top of the candidate list.
- Select “Add to other job” or “Move to Job” (wording may vary).Choose the Destination Job:
- In the pop-up, select the target job from the dropdown list.Confirm the Move:
- Click Confirm or Move.
- Candidates will appear in the Sourced stage of the destination job.
Screenshot Suggestion: Show the candidate list with checkboxes selected and the “Add to other job” option highlighted.
2. Bulk Move Candidates Between Folders in the Talent Pool
Scenario: You want to organize candidates into folders for future sourcing or targeted communication.
Steps:
Go to the Talent Pool:
- Click on Talent Pool in the main menu.Select Candidates:
- Use checkboxes to select multiple candidates.Move to Folder:
- Click the “Add to Folder” button (usually at the top or in the action menu).
- Choose an existing folder or create a new one.Confirm:
- Click Move or Add.
- Candidates will now appear in the selected folder.
Screenshot Suggestion: Show the Talent Pool with candidates selected and the “Add to Folder” action.
3. Bulk Move Candidates from Folders to Jobs
Scenario: You have a shortlist in a folder and want to assign them to a new job opening.
Steps:
Open the Folder:
- In the Talent Pool, click on the folder containing your candidates.Select Candidates:
- Use checkboxes to select all or specific candidates.Add to Job:
- Click “Add to Job” (may appear as “Move to Job”).
- Select the target job from the dropdown.Confirm:
- Click Move.
- Candidates will be added to the Sourced stage of the selected job.
4. Bulk Move Candidates Using Compare View (For Export/Reporting)
Scenario: You want to consolidate candidates for reporting or export.
Move all candidates to a single job or folder using the steps above.
Use Compare View in the job to select and export candidate data as a CSV.
Advanced Usage & Best Practices
Power User Tips
Avoid Duplicates: PyjamaHR automatically prevents duplicate candidate entries when moving between jobs. If a candidate already exists in the destination job, their profile will not be duplicated.
Use Folders for Staging: When merging jobs, first move candidates to a dedicated folder, review for duplicates or missing data, then move to the final job.
Bulk Selection Limits: Some actions (e.g., moving from Talent Pool) may have a limit (e.g., 50 candidates at a time). For large datasets, repeat the process in batches.
Pipeline Stage Awareness: Candidates moved into a job always appear in the Sourced stage. Move them to the appropriate stage as needed after transfer.
Optimization Strategies
For Large Data Sets: If you have thousands of candidates, use filters and batch selection to manage the process efficiently.
Reporting: After moving, use the Compare View to export data for compliance or analytics.
Do’s and Don’ts
Do:
- Double-check destination jobs/folders before moving.
- Use folders to organize and review before final moves.
- Communicate with your team before merging or moving large candidate pools.
Don’t:
- Don’t move candidates one-by-one—use bulk selection for efficiency.
- Don’t delete jobs before ensuring all candidates are moved and accounted for.
- Don’t share account credentials—use proper user access to avoid account flags.
Troubleshooting & Common Issues
Common Problems and Solutions
1. Candidates Not Appearing in Destination Job/Folder
- Solution: Refresh the page or log out and back in. If still missing, check if you have the correct access level or if the move was limited by batch size.
2. Success Message but No Candidates Moved
- Solution: This was a known issue (see Conversation 10989) but has been resolved. If it recurs, contact support with a screen recording.
3. Duplicate Candidates
- Solution: PyjamaHR prevents duplicates, but always review the Sourced stage after moving.
4. Can’t Select More Than 50 Candidates
- Solution: Move in batches. For very large pools, repeat the process as needed.
5. Candidates Not Visible After Move
- Solution: Check your filters and pipeline stage. Candidates are always added to the Sourced stage.
6. Error When Moving from Talent Pool
- Solution: Ensure the folder exists and you have the correct permissions. If the issue persists, contact support.
7. Moving Candidates with AI Interview Reports
- Solution: When moving candidates who have AI Interview data, select “Clone AI Interview Report” if prompted to retain their interview history.
Comprehensive FAQ
Q1: Can I move all candidates from a closed job to a new job at once?
A: Yes. Use the bulk selection checkboxes and “Add to other job” option. All selected candidates will move to the Sourced stage of the new job.
Q2: Will moving candidates create duplicates if they already exist in the destination job?
A: No. PyjamaHR automatically prevents duplicate entries.
Q3: Where do candidates appear after being moved to a job?
A: They appear in the Sourced pipeline stage.
Q4: Can I move candidates between folders in the Talent Pool?
A: Yes. Use the “Add to Folder” action after selecting candidates.
Q5: Is there a limit to how many candidates I can move at once?
A: Yes, typically 50 at a time from the Talent Pool. For large numbers, repeat the process.
Q6: Can I move candidates from a folder to a job?
A: Yes. Select candidates in the folder and use “Add to Job.”
Q7: What happens to candidate history when moving between jobs?
A: Candidate profiles and history are preserved. For AI Interview data, select “Clone AI Interview Report” if prompted.
Q8: Why aren’t my candidates showing up after moving?
A: Refresh the page, check your filters, and ensure you’re viewing the Sourced stage.
Q9: Can I export candidate data after moving?
A: Yes. Use Compare View in the destination job to export as CSV.
Q10: What if I see a success message but candidates aren’t moved?
A: This was a known issue but is now resolved. If it recurs, contact support with details.
Q11: Can I move candidates from the Talent Pool to multiple jobs at once?
A: No, you must select the target job for each move operation.
Q12: Can I undo a bulk move?
A: There is no “undo” button. Move candidates back using the same process if needed.
Related Features & Next Steps
Compare View & Export: After moving, use Compare View to analyze or export candidate data.
Talent Pool Management: Organize candidates for future roles or sourcing projects.
User Access Management: Ensure proper permissions for bulk actions.
AI Interview Data: When moving candidates, retain interview data by selecting “Clone AI Interview Report” if prompted.
Recommended Articles:
- How to Export Candidate Data Using Compare View
- Import Candidates via Excel/CSV
- Understanding Access Types in PyjamaHR
- Moving Candidates from One Job Card to Another
Summary Table: Bulk Move Actions
Source | Destination | Method/Action | Limitations/Notes |
Job | Job | “Add to other job” | Appears in Sourced stage |
Talent Pool | Folder | “Add to Folder” | 50 candidates per batch |
Folder | Job | “Add to Job” | Appears in Sourced stage |
Job | Folder | “Add to Folder” | Use for staging/organization |
Need More Help?
If you encounter issues not covered here, please contact PyjamaHR Support with:
- A detailed description of your workflow
- Screenshots or screen recordings
- Job IDs and candidate names involved
Our team is committed to resolving your issue promptly and improving your experience.
By following this guide, you’ll be able to efficiently bulk move candidates between jobs and folders in PyjamaHR, keeping your hiring process organized and agile.