Executive Summary

Managing duplicate candidate records is a common challenge in PyjamaHR, especially when importing resumes or handling large talent pools. This article explains how to identify, update, ignore, and restore candidate records, as well as the current limitations around merging and permanent deletion. Learn best practices to keep your candidate database clean and actionable, while avoiding common pitfalls.

Detailed Overview

Duplicate candidate records can occur in PyjamaHR when resumes are imported multiple times or when candidates apply to multiple jobs. Managing these duplicates is essential for maintaining an organized talent pool and ensuring accurate reporting and communication.

Key Processes Covered:
- Identifying and handling duplicate candidates during resume import
- Understanding the difference between "Update" and "Ignore" actions
- Searching for and restoring deleted candidates
- Current platform limitations regarding merging and permanent deletion

Integration with Other Features:
- Candidate status/stage management (e.g., Sourced, Rejected)
- Talent Pool search functionality

Business Impact:
- Reduces recruiter confusion and manual work
- Prevents loss of candidate data
- Ensures accurate candidate tracking and reporting

Step-by-Step Guide

1. Handling Duplicate Candidates During Resume Import

When importing resumes, PyjamaHR automatically detects duplicates based on candidate information (typically email ID).

You will see two options:
- Update: Updates the existing candidate record with new information from the imported resume.
- Ignore: Skips importing the duplicate resume, leaving the existing record unchanged.

Important Note:
If you choose "Update," the candidate’s stage will be reset to "Sourced," even if they were previously in a different stage (e.g., "Rejected").

Example Scenario:
You import a resume for a candidate already marked as "Rejected." If you select "Update," the candidate will move to the "Sourced" stage.

Screenshots to include:
- Duplicate detection screen during import
- "Update" and "Ignore" buttons

2. Searching for Deleted Candidates

Deleted candidates are not permanently removed from the Talent Pool. You can search for them using:

Candidate’s Email ID: Most reliable method.
Candidate’s Name: Possible, but email is recommended for accuracy.

How to Search:
1. Go to the Talent Pool.
2. Use the search bar at the top.
3. Enter the candidate’s email ID (recommended) or name.

Screenshots to include:
- Talent Pool search bar
- Example search results for a deleted candidate

3. Restoring Deleted Candidates

Currently, PyjamaHR does not offer a direct "Restore" button for deleted candidates. However, since deleted candidates remain searchable, you can:

Re-import the candidate using the same email ID (will trigger duplicate detection)
Use the "Update" option to bring the candidate back into active workflow (moves them to "Sourced" stage)

4. Deleting Candidates Permanently

Current Limitation:
Permanent deletion of candidates from the Talent Pool is not supported. Deleted candidates remain in the system and can be found via search.

5. Merging Duplicate Candidate Records

Current Limitation:
There is no option to merge duplicate candidate records directly in PyjamaHR. The best practice is to use the "Update" function during import to consolidate information into a single record.

Advanced Usage & Best Practices

Always use email ID for searching candidates (especially deleted ones) to avoid confusion with similar names.
Before updating a duplicate, check the candidate’s current stage. Updating will move them to "Sourced," which may not be desirable if they were previously "Rejected" or in another stage.
Document candidate status changes if you need to track movement due to updates.
Regularly audit your Talent Pool for duplicates and use the import workflow to consolidate records.

Do’s:
- Use "Update" to consolidate information when importing duplicates.
- Use email ID for precise candidate searches.

Don’ts:
- Don’t expect permanent deletion—deleted candidates remain searchable.
- Don’t expect to merge two separate candidate records after import; use "Update" during import instead.

Troubleshooting & Common Issues

Q: I updated a duplicate candidate, but their stage changed unexpectedly. Why?
A: Updating a duplicate during import moves the candidate to the "Sourced" stage, regardless of their previous status.

Q: I can’t find a deleted candidate by name.
A: Use the candidate’s email ID for more accurate search results.

Q: Can I permanently delete a candidate from the Talent Pool?
A: No, permanent deletion is not currently supported.

Q: Can I merge two separate candidate records?
A: No, merging is not available. Use the "Update" function during import to consolidate records.

Q: I accidentally deleted a candidate. Can I restore them?
A: There is no direct restore option, but you can re-import the candidate and use "Update" to reactivate their record.

Comprehensive FAQ

How do I handle duplicate candidates during resume import?
Use "Update" to consolidate, or "Ignore" to skip.
What happens to the candidate’s stage if I update a duplicate?
The candidate moves to the "Sourced" stage.
Can I search for deleted candidates?
Yes, use the email ID in the Talent Pool search.
Can I restore a deleted candidate?
No direct restore, but re-importing and updating will reactivate them.
Can I permanently delete a candidate?
No, permanent deletion is not available.
Can I merge two candidate records?
No, merging is not supported.
What’s the difference between "Update" and "Ignore" during import?
"Update" refreshes the existing record and moves to "Sourced"; "Ignore" skips the duplicate.
Will updating a duplicate affect their job application status?
Yes, their stage will reset to "Sourced."
Can I search for deleted candidates by name?
Yes, but email ID is more reliable.
What if I imported a duplicate by mistake?
Use "Ignore" to prevent changes, or "Update" if you want to refresh the record.

Talent Pool Management: Regularly review and clean up your candidate database.
Candidate Status Tracking: Monitor changes in candidate stages after updates.
Resume Import Workflows: Use best practices to avoid creating duplicates.

Still have questions?
If you encounter issues not covered here, contact PyjamaHR Support for personalized assistance.

Keywords: merge duplicate candidates, delete candidate, restore candidate, update candidate record, PyjamaHR, talent pool, resume import, candidate status, permanent deletion, search deleted candidate

Merging, Deleting, or Restoring Duplicate Candidate Records in PyjamaHR: Complete Guide