Executive Summary
PyjamaHR allows you to track a candidate’s journey across multiple job applications within your organization. This feature is essential for understanding a candidate’s full engagement history, preventing duplicate entries, and making informed hiring decisions. This article explains how to view a candidate’s application history across jobs, outlines best practices, and addresses common challenges based on real customer experiences.
Detailed Overview
What Is Candidate Application History Across Jobs?
Candidate application history refers to the record of all jobs a candidate has applied to (or been added to) within your PyjamaHR account. This consolidated view helps recruiters and hiring managers:
See all positions a candidate has engaged with (applied, sourced, or referred)
Avoid duplicate candidate entries and ensure data integrity
Understand the candidate’s journey and feedback across different roles
Make better-informed decisions by referencing previous evaluations and outcomes
When and Why to Use This Feature
Re-engaging past candidates: Quickly see if a candidate has previously applied for other roles.
Evaluating fit: Review past interview feedback or outcomes to inform current hiring decisions.
Preventing duplicates: Ensure you’re not evaluating the same candidate multiple times for different jobs without context.
Compliance and reporting: Maintain a transparent record of candidate interactions.
Integration with Other PyjamaHR Features
Talent Pool: Central database of all candidates, regardless of job.
Candidate Profile: Where you access the full application history and job-specific details.
Comments & Feedback: Job-specific notes visible within each application instance.
Step-by-Step Guide: Viewing a Candidate’s Application History Across Jobs
Prerequisites
You must have internal access (Super Admin, Admin, or Recruiter). External Recruiters cannot view cross-job application history due to privacy restrictions.
The candidate must exist in your Talent Pool (either applied, sourced, or imported).
Steps
Navigate to the Talent Pool
- From the main dashboard, click on Talent Pool in the left sidebar.
- [Screenshot: Talent Pool navigation highlighted]Search for the Candidate
- Use the search bar at the top to enter the candidate’s name, email, or phone number.
- [Screenshot: Search bar in Talent Pool]Open the Candidate Profile
- Click on the candidate’s name to open their profile.
- [Screenshot: Candidate profile link]View Application History
- Inside the candidate profile, look for a section labeled Jobs Applied or Job History.
- Here, you’ll see a list of all jobs the candidate has been associated with, including:Job title
Application date
Current status in each job pipeline
[Screenshot: Jobs Applied/Job History section]
Review Job-Specific Details
- Click on any job listed to view job-specific details, including:Interview feedback
Comments (note: comments are job-specific and not consolidated across jobs)
Application status and history
[Screenshot: Job-specific details in candidate profile]
Special Note on Comments
Comments are job-specific: You cannot currently see all comments across jobs in a single view. Each job’s feedback is tied to that job’s context.
Feature request in progress: Many customers have requested a consolidated comment view; this is under consideration for future updates.
For External Recruiters
Access is restricted: External Recruiters cannot view a candidate’s application history across jobs for privacy and data security reasons.
Advanced Usage & Best Practices
Power User Tips
Use the Talent Pool as your single source of truth: Always start your candidate search here to avoid duplicates and see full history.
Leverage duplicate detection: When uploading or adding a candidate, PyjamaHR will alert you if the candidate already exists and show their job associations.
Document feedback clearly: Since comments are job-specific, always reference the job title and context in your notes for future clarity.
Optimization Strategies
Regularly review candidate profiles: Before moving a candidate forward, check their application history for past feedback or rejections.
Coordinate with your team: Use internal comments and tags to flag candidates with notable histories or previous interview outcomes.
Do’s and Don’ts
DO: Always check a candidate’s job history before re-engaging or re-interviewing.
DON’T: Assume feedback or comments from one job automatically apply to another—context matters.
DO: Use the Talent Pool for all candidate searches and management.
DON’T: Expect to export all candidate data across jobs in bulk; exports are job-specific.
Troubleshooting & Common Issues
Issue: Can’t See Application History Across Jobs
Check your access level: Only internal users (not External Recruiters) can view this information.
Candidate not found in Talent Pool: Ensure the candidate was not deleted or merged incorrectly.
Issue: Comments Not Visible Across Jobs
Expected behavior: Comments are intentionally job-specific. You must click into each job within the candidate profile to see related comments.
Issue: Duplicate Candidates
What happens: PyjamaHR will alert you if a candidate already exists when adding to a new job.
Solution: Update the existing profile rather than creating a new one.
Issue: Exporting All Candidate Data Across Jobs
Current limitation: You can only export candidate data at the job level, not across all jobs or the entire Talent Pool.
When to Contact Support
If you believe your access level is incorrect
If you suspect data is missing or not displaying as expected
For feature requests (e.g., consolidated comment view)
Comprehensive FAQ
Q1: Can I see all jobs a candidate has applied to in one place?
A: Yes, within the candidate’s profile in the Talent Pool, you’ll see a list of all jobs they’ve been associated with.
Q2: Can I view all comments/feedback for a candidate across jobs in one view?
A: No, comments are job-specific. You must click into each job within the candidate’s profile to see related comments.
Q3: Why can’t I see a candidate’s application history?
A: You may have External Recruiter access, which restricts this view. Only internal users can see cross-job history.
Q4: How do I know if a candidate is a duplicate?
A: PyjamaHR will notify you during candidate upload or addition if a duplicate exists, showing their job associations.
Q5: Can I export all candidate data across all jobs?
A: No, exports are only available at the job level using the Compare Candidates view.
Q6: Can I bulk download all resumes from the Talent Pool?
A: No, resumes can only be downloaded individually or exported per job (with links in the Excel export).
Q7: What happens if a candidate is rejected for one job and applies for another?
A: Their application history will show both jobs and their respective statuses; feedback is kept separate per job.
Q8: Can I see if a candidate was previously rejected or hired for another role?
A: Yes, the job history in their profile will display the outcome/status for each job.
Q9: Can I access this feature on all subscription plans?
A: Access to candidate history is standard, but exporting and some advanced features may be limited to paid plans.
Q10: How do I prevent team members from missing a candidate’s previous applications?
A: Always use the Talent Pool for candidate searches and encourage your team to check the full profile before proceeding.
Related Features & Next Steps
Talent Pool: Central hub for all candidate management.
Compare Candidates View: For exporting candidate data at the job level.
Mass Actions: For bulk communications (job-specific).
User Roles & Permissions: Manage who can see cross-job history.
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Still have questions?
If you need further assistance or want to request new features (like consolidated comments), contact PyjamaHR Support or use the in-app chat.
This article is based on real customer feedback and current PyjamaHR capabilities as of June 2024. We continuously update our documentation as new features are released.