Executive Summary

Deduplicating candidates during import in PyjamaHR ensures your talent database remains clean, accurate, and easy to manage. This feature automatically detects duplicate candidates based on their email address and provides clear options to update existing records or ignore duplicates, saving you time and preventing confusion. Learn how to leverage PyjamaHR’s deduplication workflows to streamline your hiring process and avoid common pitfalls.

Detailed Overview

What Is Candidate Deduplication During Import?

Candidate deduplication in PyjamaHR is the process by which the system identifies and manages duplicate candidate records when you import resumes or candidate data. PyjamaHR uses the candidate’s email address as the unique identifier. If a candidate with the same email already exists in your database, the platform will prompt you with options to update the existing record or ignore the duplicate.

When and Why to Use Deduplication

Bulk Resume Uploads: When importing multiple resumes via CSV or direct upload, deduplication prevents clutter and confusion.
Re-applications: If a candidate applies again or updates their information, deduplication ensures their profile is updated rather than duplicated.
Collaborative Hiring: Keeps your team aligned by ensuring everyone works with the most up-to-date candidate information.

Integration with Other PyjamaHR Features

Candidate Profiles: All jobs a candidate has applied to are visible in their profile (for users with appropriate access).
Stage Management: Updating a duplicate candidate can affect their stage in the hiring pipeline (e.g., moving from Rejected to Sourced).
Role-Based Access: Internal users (Admins, Super Admins) have more visibility into candidate duplicity than External Recruiters.

Business Impact and Benefits

Reduces Manual Cleanup: Less time spent merging or deleting duplicates.
Improves Data Quality: Ensures candidate information is current and accurate.
Enhances Collaboration: Prevents confusion among recruiters and hiring managers.

Step-by-Step Guide: Deduplicating Candidates During Import

Prerequisites

You must have permission to import candidates (Admin, Super Admin, or Recruiter role).
Prepare your candidate data with accurate email addresses.

Steps

Navigate to Candidate Import
- Go to the “Candidates” section.
- Click on “Import Candidates” (button label may vary).
Upload Your File
- Select your CSV or resume files for upload.
- Ensure each candidate’s email address is included and correct.
System Checks for Duplicates
- PyjamaHR scans the uploaded data for existing email addresses in your database.
- If a duplicate is found, a message appears:
“Duplicate candidate found. Would you like to update the existing record or ignore this upload?”
Choose an Action
- Update:
- The existing candidate’s information will be updated with the new data from your import.
- Important: If the candidate was in the “Rejected” stage, updating will move them to the “Sourced” stage.
- Ignore:
- The existing candidate record remains unchanged.
- The new data is not imported for this candidate.
Complete the Import
- Review the summary of imported and ignored/updated candidates.
- Click “Finish” to complete the process.

(Screenshot Callouts)

Where to find the “Import Candidates” button.
Example of the duplicate candidate prompt with “Update” and “Ignore” options.
Candidate profile showing multiple job applications.

Pathways for Different User Types

Internal Users (Admin, Super Admin):
Can see all jobs a candidate is part of and receive duplicate warnings.
External Recruiters:
May not see duplicate warnings or candidate history due to restricted access.

Advanced Usage & Best Practices

Power User Tips

Always Use Unique Email Addresses:
The system relies on email as the unique identifier. Double-check for typos or alternate emails.
Bulk Updates:
Use the “Update” option to refresh candidate data in bulk, especially after career fairs or sourcing events.
Monitor Candidate Stages:
Be aware that updating a candidate moves them to the “Sourced” stage, even if they were previously rejected.

Optimization Strategies

Standardize Data Entry:
Ensure all imported files use the same email format and field mapping.
Regularly Review Candidate Profiles:
Check for candidates with multiple applications to different jobs for a holistic view.

Do’s and Don’ts

Do:
- Use the “Update” option to keep candidate data current.
- Inform your team about how deduplication affects candidate stages.

Don’t:
- Don’t import candidates with missing or incorrect email addresses.
- Don’t assume “Ignore” will update any information—it skips the duplicate entirely.

Troubleshooting & Common Issues

Common Issues

1. Duplicate Not Detected
- Cause: Candidate email address is different (e.g., typo, alternate email).
- Solution: Standardize email addresses before import.

2. Candidate Data Not Updated After Re-application
- Cause: Known bug where resubmitted applications don’t update all fields (e.g., CV, custom fields).
- Solution: Contact support with candidate email and details. Hard refresh your browser to check for updates.

3. Candidate Not Visible After Update
- Solution: Perform a hard refresh. If still not visible, contact support.

4. Stage Change Unexpected
- Scenario: Updating a rejected candidate moves them to “Sourced.”
- Solution: Manually move the candidate back to the desired stage if needed.

5. External Recruiters Can’t See Duplicates
- Cause: Access restrictions.
- Solution: Request higher access if necessary, or coordinate with internal team members.

When to Contact Support

If candidate data is not updating after import.
If duplicate detection is not working as expected.
If you encounter access or visibility issues.

Comprehensive FAQ

1. How does PyjamaHR detect duplicate candidates during import?
By matching the candidate’s email address to existing records.

2. What happens if I import a candidate with a different email but the same name?
A new candidate record is created; deduplication only works on email addresses.

3. What’s the difference between “Update” and “Ignore” during import?
“Update” refreshes the existing candidate’s data and moves them to “Sourced.” “Ignore” skips the duplicate and leaves the existing record unchanged.

4. If I update a candidate who was previously rejected, what happens?
They are moved to the “Sourced” stage.

5. Can I see all jobs a candidate has applied to?
Yes, in the candidate profile (for internal users).

6. Why don’t I see duplicate warnings as an external recruiter?
External Recruiter access restricts visibility into existing candidate data.

7. What if a candidate resubmits their application and their data isn’t updated?
This may be a bug; contact support with details.

8. How can I prevent duplicates before importing?
Standardize and verify email addresses in your import file.

9. Will updating a candidate overwrite all their data?
It updates fields present in the import; missing fields remain unchanged.

10. What should I do if I can’t see updated candidate data?
Try a hard refresh. If the issue persists, contact support.

11. Can I merge candidates with different emails?
No, deduplication is based solely on email address.

12. What fields are updated when I choose “Update”?
All fields present in the import file, including CV if provided.

Candidate Profile Management: Review and edit candidate details post-import.
Role-Based Access Control: Adjust user roles for better visibility and control.
Bulk Actions: Use bulk update features for efficient candidate management.
Reporting & Analytics: Monitor import activity and candidate status.

Still have questions?
If you encounter any issues not covered here, please reach out to PyjamaHR Support with specific candidate emails and a description of the problem for prompt assistance.

How to Deduplicate Candidates During Import in PyjamaHR: Preventing and Managing Duplicate Candidate Records