Executive Summary

PyjamaHR’s AI Recruiter and bulk candidate management features are designed to help organizations efficiently screen and process thousands of applicants—especially for high-volume roles. This article provides actionable best practices, step-by-step workflows, and troubleshooting guidance for handling large candidate pools with AI interviews, ensuring you get the most value from PyjamaHR while avoiding common pitfalls.

Detailed Overview

What Are Large Candidate Pools and AI Interviews in PyjamaHR?

A large candidate pool refers to jobs that attract thousands (sometimes tens of thousands) of applicants—such as internships or popular roles. PyjamaHR supports importing and managing up to 10,000 candidates per job at once via CSV, with enterprise options for even higher volumes.

The AI Recruiter Interview feature allows you to automatically screen candidates at scale, using AI-driven assessments to shortlist the best fits. This is especially valuable when manual review is impractical due to volume.

When and Why to Use These Features

High-volume hiring: For roles with 3,000+ applicants (e.g., HR Generalist, Software Engineering Intern).
Bulk imports: When migrating from another ATS (e.g., Keka) or handling campus drives.
Automated screening: To save recruiter time and ensure consistent, unbiased shortlisting.

Integration with Other PyjamaHR Features

Bulk CSV Import: Add thousands of candidates in one go.
AI Recruiter: Automate initial screening and scoring.
Candidate Review: Human review of AI-screened candidates.
Enterprise Scaling: Special platform versions for >10,000 candidates per job.

Business Impact

Faster shortlisting: AI reduces manual workload.
Improved candidate experience: Faster responses and less bottlenecking.
Scalability: Confidently handle spikes in applications.

Step-by-Step Guide: Managing Large Candidate Pools with AI Interviews

Prerequisites

Access to PyjamaHR with recruiter/admin permissions.
CSV file of candidates (max 10,000 per import).
AI Recruiter enabled for your account (contact support for enterprise scaling).

1. Prepare Your Candidate Data

Format your CSV: Ensure columns match PyjamaHR’s required fields (e.g., Name, Email, Phone).
Limit: Each CSV import supports up to 10,000 candidates.
Source: Data can be exported from platforms like Keka.

Screenshot suggestion: CSV template mapping screen.

2. Import Candidates in Bulk

Go to the relevant Job in PyjamaHR.
Click Import Candidates.
Upload your CSV file.
Map fields as prompted.
Click Import.
Wait for the notification: “You will be notified once the import is complete.”

Note: For >10,000 candidates, split into multiple CSV files and import sequentially.
If importing multiple batches, ensure each batch is unique to avoid duplicates.

Screenshot suggestion: Import Candidates button and field mapping UI.

3. Assign AI Recruiter Interviews

Select candidates (individually or in bulk).
Click Request AI Interview.
Configure the AI interview settings as needed.
Send invitations.

Screenshot suggestion: Bulk select and AI Interview request dialog.

4. Review AI Interview Results

Access the AI Recruiter Interview tab for the job.
Review candidate scores and AI-generated feedback.
Shortlist or reject candidates based on AI recommendations.

Screenshot suggestion: AI Interview results dashboard.

5. Human Review & Next Steps

For top candidates, proceed to manual review or next interview rounds.
Use filters and search to manage large lists efficiently.

Advanced Usage & Best Practices

Power User Tips

Batch Imports: For 40,000+ candidates, split into 4 CSV files and import sequentially.
Enterprise Scaling: If you routinely handle >10,000 candidates per job, request access to PyjamaHR’s enterprise-optimized platform.
Field Mapping: Always double-check field mapping during import to avoid data loss.
AI Interview Customization: Tailor AI interview questions to the specific role for better screening accuracy.

Optimization Strategies

Monitor Import Status: If you don’t receive a completion notification, check for errors or contact support.
Avoid Duplicates: Ensure each candidate is only imported once per job.
Leverage Filters: Use PyjamaHR’s filtering tools to quickly segment candidates post-AI screening.

Do’s and Don’ts

Do:
- Use the latest CSV template provided by PyjamaHR.
- Monitor AI interview processing times, especially with large batches.
- Contact support for enterprise needs or import issues.

Don’t:
- Attempt to import more than 10,000 candidates in a single CSV.
- Overlap candidate data across multiple imports for the same job.
- Ignore AI interview delays—report issues if processing exceeds 24 hours.

Troubleshooting & Common Issues

Issue: AI Interview Results Not Loading (“Spinning”)

Symptoms: AI Recruiter interview screen keeps spinning; unable to review results.

Solutions:
- Wait up to 24 hours for processing (large batches may take longer).
- If delays exceed 24 hours, contact support with candidate/job details.
- Provide wait times and candidate names to help support prioritize your ticket.

Issue: Import Limitations

Symptoms: Unable to import more than 10,000 candidates per job; additional imports do not increase total.

Solutions:
- Split candidates into multiple CSV files (max 10,000 each).
- For enterprise needs (>10,000 per job), request access to the enterprise platform.

Issue: Import Appears Stuck

Symptoms: “You will be notified once the import is complete” message, but no update.

Solutions:
- Check your email and PyjamaHR notifications.
- If no update after several hours, contact support and provide the CSV file and job name.

Issue: Account or Feature Access Problems

Try logging in via incognito mode to rule out browser cache issues.
If AI Recruiter is not available, confirm with support that your account has access.

Comprehensive FAQ

1. What is the maximum number of candidates I can import per job?
Up to 10,000 candidates per CSV import. For higher volumes, contact support for enterprise options.

2. Can I import multiple CSV files for the same job?
Yes, but each import is capped at 10,000 candidates. Ensure no duplicates.

3. What happens if I try to import more than 10,000 candidates at once?
The system will not process imports above this limit. Split your data.

4. How long does AI interview processing take for large batches?
Typically within hours, but can take up to 3 days for very large pools. Contact support if it exceeds this.

5. What should I do if AI interview results are not loading?
Wait up to 24 hours, then contact support with candidate and job details.

6. Can I use AI Recruiter for all candidates in a bulk import?
Yes, you can assign AI interviews in bulk after importing.

7. How do I avoid duplicate candidates?
Ensure each candidate is unique in your CSV files before importing.

8. What file formats are supported for import?
CSV is supported. Ensure proper field mapping.

9. What if my import fails or gets stuck?
Check notifications, then contact support with your file and job details.

10. How do I get access to enterprise features for very large pools?
Contact PyjamaHR support to discuss your requirements.

11. Can I customize AI interview questions for different jobs?
Yes, configure AI interview settings per job.

12. What if I’m migrating from another ATS (e.g., Keka)?
Export your data as CSV, then import into PyjamaHR.

Bulk Emailing: Communicate with large candidate pools efficiently.
Advanced Filtering: Segment and shortlist candidates post-AI screening.
Integration with Other ATS: Migrate data from platforms like Keka.
Enterprise Scaling: Contact support for high-volume hiring needs.

Still have questions?
Contact PyjamaHR Support with your job name, candidate details, and a description of your issue for prioritized assistance.

By following these best practices, you’ll maximize the efficiency and effectiveness of your high-volume hiring with PyjamaHR’s AI Recruiter.

Best Practices for Managing Large Candidate Pools with AI Interviews in PyjamaHR