Executive Summary

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

Detailed Overview

What Are Folders 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").

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

Integration with Other PyjamaHR Features
- Folders 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.

2. 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").

3. 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.

Bulk Upload:
1. 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.

Advanced Usage & Best Practices

Power User Tips

Naming Conventions: Use clear, consistent folders (e.g., "Vendor: [Name]", "Freelancer", "Permanent").
Bulk Actions: Select multiple candidates for folder moves to save time.
Use folders for broad categories (e.g., hiring type)

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.
- 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.

Comprehensive FAQs

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 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?
Some candidates might not appear immediately in your Default Folder due to processing delays or system synchronization. If candidates were added recently, please wait a few hours. If they were added more than a day ago and still don't appear, contact Support.
How do I manage access for external recruiters?
Use folders 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 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 Folders