Executive Summary
PyjamaHR allows you to tailor candidate data fields and configure candidate list views to match your unique hiring workflows. This guide covers how to add custom fields, personalize the candidate comparison view, export selective data, and optimize your workflow—so you can manage, filter, and share candidate information exactly the way your business needs.
Detailed Overview
What are Custom Candidate Fields and View Configuration?
Custom candidate fields let you collect and track information specific to your hiring process (e.g., “Expected Salary,” “Preferred Work Location,” “Vendor Name”). View configuration allows you to select which data columns appear in candidate lists, comparison views, and exports—so you see and share only what matters.
When and Why Use These Features?
Industry-Specific Data: Add fields for certifications, contract types, or department names unique to your sector (e.g., “Nurses,” “Rescue Divers,” “Per Diem”).
Vendor/Partner Management: Track which recruiter or vendor submitted a candidate, and filter by source.
Client Reporting: Export only the fields your clients need, hiding sensitive or irrelevant data.
Efficient Filtering: Quickly find candidates by custom criteria (e.g., city, experience level, contract type).
Workflow Optimization: Save time by configuring views for different hiring scenarios (permanent, contract, freelance).
Integration with Other PyjamaHR Features
Application Forms: Custom fields can be added to forms for candidates to fill out.
Compare Candidates: Configure which fields appear when comparing applicants.
Export/Reporting: Download only the data you need in Excel/CSV format.
External Recruiters: Limit access and fields for vendor partners.
Screening & Filtering: Use custom fields for advanced filtering and shortlisting.
Step-by-Step Guide: Custom Fields & View Configuration
1. Adding Custom Candidate Fields
A. For Application Forms (Job-Specific Fields)
1. Go to Jobs and select the job you want to customize.
2. Click Edit Job.
3. Navigate to the Application Form section.
4. Click Add Field.
- Choose field type: Text, Numeric, Yes/No, Multiple Choice, etc.
- Enter the field label (e.g., “Expected Salary”, “Preferred Work Location”).
- Mark as Required if needed.
5. Save your changes.
Notes:
- Some fields (e.g., “Total Work Experience”) are mandatory and cannot be removed due to job board requirements (e.g., LinkedIn).
- Custom dropdowns for fields like “Department” or “Experience Level” may require support intervention—contact support with your specific needs.
B. For Candidate Profiles (Database-Wide Fields)
- Currently, adding custom fields to all candidate profiles (not just per job) may require support. Contact support with your requirements (e.g., “Candidate Rate,” “Client Rate,” “Certifications”).
2. Configuring Candidate List & Comparison Views
A. Accessing the Compare View
1. Go to Jobs.
2. Select the job you want to work with.
3. Click Compare Candidates (top right).
4. Click All Candidates to see the full list.
B. Customizing Data Fields
1. In the Compare View, click Data Fields.
2. Select or deselect the fields/columns you want to display (e.g., Name, Location, Experience, Salary, Notice Period, Custom Fields).
3. The view updates in real-time.
C. Filtering Candidates
- Use the filter icons in each column to narrow down candidates (e.g., by city, experience, answers to screening questions).
- Only Yes/No, Multiple Choice, and Numeric fields are filterable. Single Choice fields may not appear in filters (known limitation).
D. Saving and Exporting Views
1. After configuring your view and filters, click Save View (if available).
2. To export, click Download (CSV/Excel).
- This exports only the visible columns and filtered candidates.
E. Sharing Views
- You can share exported files via email.
- Direct sharing links may not always work for external users—test before sending to clients.
3. Editing Views After Job Posting
You can edit the hiring flow, stages, and application form fields even after a job is posted.
Go to the job, click Edit, make changes, and save.
Advanced Usage & Best Practices
Power User Tips
Save Views for Recurring Reports: Configure and save views for different scenarios (e.g., “Permanent Hires,” “Freelancers,” “Vendor Submissions”) to avoid repetitive filtering.
Export for Client Reporting: Hide sensitive columns (like “Source”) before exporting to share only relevant data with clients.
Mandatory Fields for Filtering: Make key fields (e.g., “Current Location”) mandatory in application forms to enable effective filtering later.
Custom Departments & Experience Levels: For non-standard industries (e.g., healthcare, production), request support to add custom dropdown options.
Vendor Management: Use custom fields to track vendor names and costs, and filter candidates accordingly.
Do’s and Don’ts
Do:
- Use clear, descriptive labels for custom fields.
- Test your application form as a candidate to ensure all required fields appear and function.
- Regularly review and update your saved views as your hiring needs evolve.
Don’t:
- Don’t rely on Single Choice fields for filtering—use Multiple Choice or Yes/No for better filter compatibility.
- Don’t share Compare View links externally without testing, as access may be restricted or views may appear blank.
- Don’t forget to make critical fields mandatory if you plan to filter or report on them later.
Troubleshooting & Common Issues
Common Problems and Solutions
1. Custom Field Not Appearing in Filters
- Only Yes/No, Multiple Choice, and Numeric fields are filterable.
- Single Choice fields may not appear—use supported field types.
2. Mandatory Fields Not Visible to Candidates
- Double-check that fields are marked as “Required” in the application form.
- Preview the form as a candidate to verify.
3. Can’t Remove Certain Fields
- Some fields (e.g., “Total Work Experience”) are mandatory due to job board integrations.
4. Data Not Updating After Candidate Resubmission
- This may be a bug—contact support with candidate email and job ID for investigation.
5. Export/Download Not Working or Missing Data
- Ensure you’re in the Compare View and have selected the correct fields.
- Only job-specific data can be exported; Talent Pool exports are not supported.
6. Filters Not Working as Expected
- Numeric filters may have known issues—report specifics to support.
- Filtering logic (AND/OR) may not match expectations for Multiple Choice fields.
7. Sharing Compare View Link Shows Blank Page
- This may be a bug or access issue—export and share the file instead.
8. Can’t Add Custom Dropdown Options (e.g., Department)
- Contact support with your required options for manual addition.
9. Can’t Automatically Segregate Candidates into Folders
- Manual assignment is required; no automated workflow currently.
10. Can’t Save View or View Disappears
- If you encounter errors saving views, capture a screen recording and contact support.
Comprehensive FAQ
1. Can I add custom fields to candidate profiles?
- Yes, for job-specific application forms. For database-wide fields, contact support.
2. How do I customize which columns show in candidate lists?
- Use the Compare View > Data Fields to select/deselect columns.
3. Can I filter candidates by custom fields?
- Yes, if the field is Yes/No, Multiple Choice, or Numeric.
4. Can I export only selected candidate data?
- Yes, configure your view and export from Compare View.
5. Can I share candidate profiles with clients without showing all fields?
- Export the desired view and share the file. Direct sharing links may not always work externally.
6. Can I edit application form fields after posting a job?
- Yes, go to the job, click Edit, and update the form.
7. Why can’t I remove “Total Work Experience” from the form?
- It’s mandatory for job board integrations.
8. Why aren’t my custom fields showing up in filters?
- Only certain field types are filterable; use Yes/No, Multiple Choice, or Numeric.
9. Can I automate moving candidates to folders or stages based on answers?
- Not currently; manual action is required.
10. Can I save filter configurations for reuse?
- Saving views is supported in Compare View; if you encounter issues, contact support.
11. Can I add custom dropdown options for Department or Experience Level?
- Contact support with your requirements.
12. Can I export all candidates from the Talent Pool?
- No, exports are job-specific.
13. Why do some fields not update when a candidate resubmits their application?
- This may be a bug—report details to support.
14. Can I create different views for different hiring types (permanent, contract, freelance)?
- Yes, configure and save separate views for each scenario.
15. Can I restrict external recruiters’ access to only certain fields or actions?
- Limited access controls exist; for further customization, contact support.
Related Features & Next Steps
Screening Questions: Use in application forms for advanced filtering.
AI Recruiter: For automated interview scheduling and scoring (does not automate candidate movement).
Job Board Integrations: Some fields are required for posting to LinkedIn, Monster, etc.
External Recruiter Access: Manage what vendor partners can see and do.
Reporting & Exports: Use Compare View for custom reporting.
Recommended Next Steps:
- Review your current application forms and candidate views.
- Identify fields and filters critical to your workflow.
- Contact support for advanced customizations or to request new dropdown options.
- Explore related articles:
- How to Export Candidate Data
- Understanding Access Types
- Comparison View: How to Export Candidate Data
Still have questions?
If you encounter issues not covered here, contact PyjamaHR Support with detailed screenshots, job IDs, and a description of your workflow for the fastest resolution.
This guide is based on real customer scenarios and is updated regularly. Bookmark for future reference!