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How to Attach Additional Documents to a Candidate Profile in PyjamaHR

Updated over 3 weeks ago

Executive Summary

Attaching additional documents—such as licenses, proof of work authorization, or other supporting files—to a candidate profile in PyjamaHR is essential for maintaining a complete and compliant hiring record. This guide explains exactly how to upload and manage candidate attachments, outlines best practices, and addresses common issues, ensuring you never lose track of critical candidate information.

Detailed Overview

PyjamaHR allows recruiters and hiring managers to store all relevant candidate documents in one place. Whether you collect documents during the application process or after initial screening, you can upload files directly to a candidate’s profile for easy access and tracking. This feature is tightly integrated with the candidate management workflow, ensuring your team always has the right information at the right time.

When and Why to Use This Feature:
- Compliance: Store proof of work authorization, licenses, or certifications for audit readiness.
- Process Efficiency: Keep all candidate information centralized—no more searching through emails.
- Collaboration: Ensure your team can access all candidate documents, regardless of who collected them.

Integration with Other Features:
- Use screening questions with the “File Upload” option to collect documents during application.
- Upload additional files to the candidate profile as needed throughout the hiring process.

Step-by-Step Guide: Attaching Additional Documents

Prerequisites

  • Access to PyjamaHR via a desktop browser (full attachment functionality is not currently available in the mobile app).

  • Candidate profile already exists in your PyjamaHR account.

Method 1: Collecting Documents During Application

  1. Navigate to Job Creation or Edit Screen.

  2. Add a Screening Question:
    - Click “Add Screening Question.”
    - Select the “File Upload” question type.
    - Specify the document(s) you require (e.g., “Upload your work authorization”).
    - Save and publish the job.

  3. Result: Candidates will be prompted to upload the required documents when applying. These files are automatically attached to their profile.

Screenshot Callout: Show the “Add Screening Question” dialog with “File Upload” selected.

Method 2: Uploading Documents to an Existing Candidate Profile

  1. Open PyjamaHR in a Desktop Browser.
    - Tip: If using a mobile device, switch to desktop mode in your browser for full functionality.

  2. Go to the Candidate’s Profile:
    - Use the search bar or navigate via the relevant job listing.

  3. Locate the Attachments Section:
    - Look for the “Attachments” or “Documents” tab/section within the candidate profile.

  4. Upload the Document:
    - Click “Upload” or “Add Attachment.”
    - Select the file(s) from your device (e.g., licenses, proof of work authorization).
    - Confirm upload.

  5. Verify Upload:
    - Ensure the document appears in the attachments list with the correct file name and upload date.

Screenshot Callout: Highlight the “Attachments” section and the “Upload” button in the candidate profile.

Special Note: Mobile App Limitations

  • Current Limitation: You cannot upload attachments via the PyjamaHR mobile app.

  • Workaround: Open PyjamaHR in your mobile browser and enable desktop mode to access the full site and upload documents.

Advanced Usage & Best Practices

  • Standardize Document Collection: Use the “File Upload” screening question for roles that always require specific documents.

  • Centralize Communication: If you collect documents via email, upload them to the candidate profile immediately to avoid losing track.

  • File Naming: Use clear, descriptive file names (e.g., “John_Doe_Work_Auth.pdf”) for easy identification.

  • Audit Trail: Regularly review the attachments section to ensure all required documents are present and up to date.

  • Collaborative Access: All team members with access to the candidate profile can view uploaded documents, streamlining collaboration.

Do’s:
- Do upload all critical documents to the candidate profile for compliance and record-keeping.
- Do use the desktop browser for uploading attachments.

Don’ts:
- Don’t rely solely on email or external storage for candidate documents.
- Don’t attempt to upload attachments via the mobile app (feature not yet supported).

Troubleshooting & Common Issues

Issue: Can’t find the option to upload attachments in the mobile app.
​ Solution: Use the desktop browser version, or open PyjamaHR in your mobile browser and enable desktop mode.

Issue: Candidate forgot to upload a required document during application.
​ Solution: Request the document via email, then upload it manually to the candidate’s profile.

Issue: Attachments section not visible.
​ Solution: Ensure you are viewing the full candidate profile in the desktop browser version.

Issue: File upload fails or is not accepted.
​ Solution: Check file size and format. Supported formats typically include PDF, DOCX, JPG, and PNG. If issues persist, contact PyjamaHR support.

Comprehensive FAQ

1. Can candidates upload documents after submitting their application?
No, only recruiters can upload additional documents to a candidate profile after submission.

2. How do I request additional documents from a candidate?
Contact the candidate via email, then upload the received files to their profile.

3. Is there a way to require specific documents during application?
Yes, add a “File Upload” screening question when creating or editing the job listing.

4. Can I upload attachments from my phone?
Not via the mobile app. Use your mobile browser in desktop mode as a workaround.

5. What types of files can I upload?
Common formats include PDF, DOCX, JPG, and PNG. For other formats, check with support.

6. Can multiple documents be uploaded for one candidate?
Yes, you can upload as many supporting documents as needed to the attachments section.

7. Who can see the uploaded documents?
All team members with access to the candidate profile.

8. What if I accidentally upload the wrong document?
Delete the incorrect file from the attachments section and upload the correct one.

9. Are attachments included when exporting candidate data?
Check export settings or contact support for details on exporting attachments.

10. Is there a file size limit for uploads?
Refer to the upload dialog for file size restrictions, or contact support if you encounter issues.

Related Features & Next Steps

  • Screening Questions: Use “File Upload” to collect documents at application.

  • Candidate Notes: Add context to attachments by using notes in the candidate profile.

  • Job Templates: Standardize document requirements for recurring roles.

  • Mobile App Updates: Watch for future releases supporting attachment uploads.

Related Help Articles:
- How to Create and Use Screening Questions in PyjamaHR
- Managing Candidate Profiles in PyjamaHR
- Best Practices for Candidate Communication

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

This article is based on real customer conversations and reflects the latest PyjamaHR capabilities as of June 2024.

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