Executive Summary

Efficient candidate organization is crucial for high-volume and complex hiring workflows. In PyjamaHR, you can use folders (within the Talent Pool), tags, and (where available) smart lists to categorize, track, and retrieve candidates quickly. This guide covers how to leverage these features, avoid common pitfalls, and optimize your workflow—based on real customer scenarios and the latest platform updates.

Detailed Overview

What Are Folders, Tags, and Smart Lists in PyjamaHR?

Folders: Custom groupings within the Talent Pool for organizing candidates by hiring type, source, or any custom criteria (e.g., "Permanent Hiring", "Partner Resources", "Freelancers").
Tags: Labels you can apply to candidates for quick filtering and searching across jobs and the Talent Pool.
Smart Lists: (If available) Dynamic, filter-based views that automatically update as candidates meet specified criteria.

Why Use These Features?
- Streamline candidate management for large teams and multiple hiring streams (permanent, contract, vendor-supplied, etc.).
- Quickly locate, filter, and export relevant candidate groups.
- Reduce manual tracking and errors, especially when handling thousands of profiles.

Integration with Other PyjamaHR Features
- Folders and tags work alongside job pipelines, the Talent Pool, and candidate import/upload features.
- Exporting and reporting are available at the job level, not directly from Talent Pool folders (see limitations below).

Business Impact
- Faster candidate retrieval and sharing with stakeholders.
- Improved compliance and auditability.
- Reduced risk of misplacing or duplicating candidate records.

Step-by-Step Guide: Organising Candidates with Folders and Tags

Prerequisites

Access to the Talent Pool in your PyjamaHR account.
Appropriate user permissions to create folders and manage candidates.

1. Creating Folders in the Talent Pool

Navigate to the Talent Pool
- From the main dashboard, click Talent Pool in the left navigation.
- [Screenshot: Talent Pool main screen]
Create a New Folder
- Click the Create New Folder button (usually at the top or side panel).
- Name your folder (e.g., "Permanent Hiring", "Freelancers", "Vendor Submissions").
- [Screenshot: Create New Folder dialog]
Understand Default Folders
- Default Folder: Contains all candidates ever added/imported. Cannot be deleted or renamed.
- Employee Referral Folder: Tracks referral candidates. Not available for manual addition.

2. Adding Candidates to Folders

Manual Addition:
1. Select candidates in the Talent Pool or after uploading resumes.
2. Click Add to Folder or Move to Folder.
3. Choose the target folder from the dropdown.
4. Confirm the action.
[Screenshot: Add to Folder dropdown]
Bulk Upload:
When uploading resumes, you can assign them to a folder during the process.

Important:
- There is no automated workflow to segregate candidates into folders based on criteria (e.g., source, type). All folder assignments are manual.

3. Using Tags for Flexible Organization

Open a candidate profile.
Locate the Tags section (usually near the top or in the sidebar).
Add or select existing tags (e.g., "Java", "Contract", "Vendor: ABC Staffing").
Use the search/filter bar in the Talent Pool or job pipeline to filter by tag.

4. (If Available) Creating and Using Smart Lists

Not all accounts have Smart Lists. If available:
1. Go to the Talent Pool or candidate list.
2. Click Create Smart List or Save Filter.
3. Set filter criteria (e.g., tags, source, stage).
4. Save and name your Smart List.
5. Access Smart Lists from the sidebar for dynamic, auto-updating candidate views.

Advanced Usage & Best Practices

Power User Tips

Naming Conventions: Use clear, consistent folder and tag names (e.g., "Vendor: [Name]", "Freelancer", "Permanent").
Bulk Actions: Select multiple candidates for folder moves or tagging to save time.
Combine Tags and Folders: Use folders for broad categories (e.g., hiring type), and tags for granular attributes (e.g., skills, source).

Optimization Strategies

Periodic Review: Regularly audit folders and tags to avoid clutter and duplication.
Vendor Management: For external recruiters, create dedicated folders and tags to track submissions and limit access.
Exporting Data: Use the Compare View at the job level to export candidate data for sharing with clients or stakeholders.

Do's and Don'ts (Based on Real Customer Experiences)

Do:
- Create folders before adding candidates for smoother workflow.
- Use tags for attributes that may span multiple folders (e.g., "Remote", "Immediate Joiner").
- Regularly communicate naming conventions to your team.

Don't:
- Expect folders to auto-populate based on candidate data—manual assignment is required.
- Attempt to delete the Default or Employee Referral folders—they are system folders and cannot be removed.
- Rely on Talent Pool folders for exporting candidate data—use job-level Compare View instead.

Troubleshooting & Common Issues

Common Error Messages & Solutions

"We are facing some issues. Please try again later"
Retry after a few minutes.
If persistent, try logging out/in and clear your browser cache.
Check if folders exist—adding to a group requires at least one non-default folder.
If unresolved, contact support with a screenshot or screen recording.
Candidates not appearing in folders after move
Confirm you selected the correct folder.
Refresh the page.
If issue persists, report to support (include steps and, if possible, a recording).
Cannot delete Default or Employee Referral folders
These are system folders and cannot be deleted or renamed.
Cannot export data from Talent Pool folders
Export is only available at the job level via Compare View.
UI not showing "Add to Folder" option
Ensure at least one custom folder exists.
Refresh or try a different browser/device.

What If Scenarios

Accidentally added candidates to the wrong folder?
Move them to the correct folder manually.
As a workaround, create a new folder, move candidates there, and delete the incorrect folder if needed.
Want to remove a candidate from a folder?
Currently, you can only remove candidates from jobs, not from the Talent Pool entirely.
Need to track source/vendor for candidates?
Use tags to indicate source/vendor, as there is no automated field for this.

Comprehensive FAQ

Can I automatically assign candidates to folders based on criteria?
No, all folder assignments are manual.
Can I export candidate data from Talent Pool folders?
No, exporting is only available at the job level via Compare View.
Can I delete the Default or Employee Referral folders?
No, these are system folders and cannot be deleted or renamed.
How do I remove a candidate from a folder?
You can only move candidates between folders or remove them from jobs, not from the Talent Pool entirely.
Why can't I see the "Add to Folder" option?
You must create at least one custom folder for this option to appear.
Can I filter candidates in the Talent Pool by job or stage?
Currently, advanced filtering (e.g., by recent job or stage) is not available in the Talent Pool.
How do I track candidates submitted by vendors?
Use dedicated folders and/or tags to track vendor submissions.
Can I download all resumes from a folder?
No, bulk download is only available at the job level via Compare View.
What happens if I delete a folder?
Candidates in that folder remain in the Default Folder.
Can I create templates for different hiring types?
You can create folders for each hiring type (e.g., Permanent, Freelance) and manually assign candidates.
Why do some candidates not appear in the Default Folder?
Candidates moved to other folders may not show in Default; check folder assignments.
How do I manage access for external recruiters?
Use folders and tags to segregate their submissions, but note that access controls for external recruiters are limited.

Compare View: Export candidate data at the job level for sharing and reporting. [See: Comparison View: How to Export Candidate Data]
Candidate Import: Add candidates in bulk to jobs or the Talent Pool.
External Recruiter Management: Assign jobs and track submissions via folders/tags.
Candidate Search: Use tags and folder filters for quick retrieval.

Recommended Next Steps:
- Review your current folder and tag structure for clarity and consistency.
- Train your team on manual folder assignment and tagging best practices.
- Explore the Compare View for exporting and sharing candidate data.

Still have questions?
If you encounter issues not covered here, please contact PyjamaHR Support with detailed steps and, if possible, a screen recording or screenshot for faster resolution.

This article is based on real customer feedback and the latest PyjamaHR platform capabilities. If you have suggestions for improvement, let us know!

Organising Candidates in PyjamaHR: Mastering Tags, Folders, and Smart Lists