Executive Summary

Uploading or converting tests and candidate files is a critical part of the PyjamaHR workflow, enabling efficient assessment and candidate management. However, users may occasionally encounter issues such as failed uploads, missing questions, or conversion errors. This guide provides a comprehensive, actionable approach to diagnosing and resolving test upload or conversion failures—ensuring you can keep your hiring process on track with minimal disruption.

Detailed Overview

What Is Test Upload/Conversion in PyjamaHR?

Test upload and conversion refer to the process of importing assessments (tests), candidate resumes, or job descriptions into PyjamaHR—either by uploading files (PDF, DOCX, CSV, XLSX) or by using integrated features (e.g., importing from job boards or previous ATS systems). This process is essential for:

Creating and sharing assessments with candidates
Bulk importing candidate profiles
Adding job descriptions or custom questions to job postings

Integration Points:
Test uploads interact with candidate profiles, job postings, and reporting features. Smooth uploads ensure accurate candidate data, seamless test delivery, and reliable analytics.

Business Impact:
Failures in this process can delay hiring, cause candidate confusion, or result in incomplete data—making troubleshooting and prevention critical for recruiters and HR teams.

Step-by-Step Guide: Uploading and Converting Tests in PyjamaHR

Prerequisites

Supported file formats: PDF, DOCX, CSV, XLSX (as per workflow)
Properly formatted files (see best practices below)
Stable internet connection
Access to the relevant PyjamaHR module (Tests, Candidates, Jobs)

1. Uploading a Test or Candidate File

Navigate to the Relevant Section:
- For tests: Go to the "Assessments" or "Tests" tab.
- For candidates: Go to the "Candidates" or "Talent Pool" tab.
- For job descriptions: Go to "Jobs" > "Create Job" > "Upload JD".
Click the Upload Button:
- Look for buttons labeled "Upload Test", "Import PDF", "Upload Resume", or "Upload JD".
Select Your File:
- Choose the file from your computer. Ensure it is in a supported format (e.g., .docx, .pdf, .csv, .xlsx).
Wait for Confirmation:
- The system should display a progress bar or confirmation message (e.g., "Parsing in progress", "Upload complete").
Review the Imported Data:
- For tests: Ensure all questions are visible and formatted correctly.
- For candidates: Check that profiles are created and data is parsed.
- For job descriptions: Verify the JD appears as expected.

Screenshots to Include:
- Upload button location
- File selection dialog
- Progress bar or confirmation message
- Example of a successfully uploaded test/candidate/JD

2. If Upload Fails or Data Is Missing

Check for Error Messages:
- Note any on-screen errors (e.g., "Failed to upload", "No questions found", "Parsing in progress for too long").
Review File Format and Content:
- Ensure the file is in the correct format (.docx, not .doc; .xlsx, not .xls).
- For resumes, ensure email IDs are properly formatted and present (required for candidate creation).
- For tests, ensure questions are present and formatted as per PyjamaHR guidelines.
Try Basic Troubleshooting:
- Refresh the page (hard refresh: Ctrl+F5 or Cmd+Shift+R).
- Reduce browser zoom if UI elements are inaccessible (e.g., "Continue" button not visible).
- Re-upload the file after making corrections.
Bulk Uploads:
- If uploading in bulk, ensure you do not exceed platform limits (e.g., 10,000 lines for CSV).
- Split large files into smaller chunks if necessary.
Check for System-Wide Issues:
- If multiple users are affected or uploads are slow across all jobs, there may be a temporary platform issue. Wait and retry after some time.
Contact Support with Details:
- Share a screenshot or screen recording of the issue.
- Provide the problematic file (if possible).
- Mention the job ID or candidate details for faster resolution.

Advanced Usage & Best Practices

Power User Tips

File Format Matters: Always use .docx instead of .doc, and .xlsx instead of .xls. For PDFs, ensure they are not password-protected or corrupted.
Email ID Formatting: For candidate resumes, ensure email addresses are clearly separated and correctly formatted (e.g., avoid "1)[email protected]"—add a space after the number).
Bulk Upload Optimization: For large imports, upload in batches (e.g., 50 CVs at a time) and monitor progress.
Job Description Uploads: If uploading fails, manually enter details as a temporary workaround.
Screen Recordings: When reporting issues, screen recordings help support diagnose UI or workflow problems much faster.

Do's and Don'ts

Do:
- Double-check file formats and content before uploading.
- Use the provided sample templates for CSV/XLSX uploads.
- Ensure all required fields (e.g., email for candidates) are present.
- Refresh the page and retry if the UI appears stuck.

Don't:
- Upload files with unsupported formats or corrupted content.
- Exceed bulk upload limits (split files if needed).
- Ignore error messages—capture and share them with support.

Troubleshooting & Common Issues

1. "Test is not getting uploaded" / "Unable to scroll down to press continue"

Solution: Reduce browser zoom to reveal hidden buttons. Try a different browser if the issue persists.

2. "Test is showing 0 questions" / "Candidates see blank test"

Solution: Ensure questions are added and saved in the test. If choices/options are missing, re-enter and save them. If the issue persists, contact support with a screen recording.

3. "Failed to upload resume/CV" / "No error message, but upload doesn't work"

Solution: Check file format (.docx/.pdf), ensure email ID is present and properly formatted, and retry. If uploading in bulk, check for platform limits.

4. "Parsing in progress" for too long

Solution: For large uploads, allow extra time. If stuck for more than 10 minutes, refresh and retry. If unresolved, contact support.

5. "Add to Job" button not clickable after upload

Solution: Ensure all resumes are uploaded successfully. If the button remains inactive, refresh the page or try re-uploading.

6. Bulk upload not showing candidates

Solution: Confirm you used the correct template and format. Check for confirmation messages. If still missing, split the file and retry.

7. CSV/XLSX upload issues

Solution: Match your columns to the provided template. Ensure resume links are in the correct format.

8. No error, but data not visible

Solution: Check if you uploaded to the correct job or talent pool. Use global search to locate candidates. If missing, re-upload.

9. File conversion errors (e.g., .doc not working, .docx works)

Solution: Convert files to .docx or .pdf before uploading.

10. System-wide or recurring issues

Solution: Wait and retry later. If urgent, escalate to support with detailed evidence (screen recording, file, job ID).

Comprehensive FAQ

Q1: Why is my test showing 0 questions after upload?
A: Ensure you have added and saved all questions. If using multiple-choice, add choices for each question. If the issue persists, re-enter questions and save again.

Q2: Why can't I upload a .doc file, but .docx works?
A: PyjamaHR supports .docx, not .doc. Convert your file to .docx before uploading.

Q3: My resume upload fails with no error message. What should I do?
A: Check that the resume includes a properly formatted email address. Try uploading as .docx or .pdf. If still failing, contact support with the file.

Q4: The "Add to Job" button is not clickable after uploading resumes. Why?
A: This usually means the upload is incomplete or failed. Refresh the page and check for failed uploads. Re-upload if necessary.

Q5: Bulk upload is taking too long or not showing candidates. What can I do?
A: Large files may take time to process. Split your upload into smaller batches (e.g., 50 at a time) and ensure you use the correct template.

Q6: I can't scroll down to press "Continue" during test upload.
A: Reduce your browser zoom or try a different browser to access hidden UI elements.

Q7: My CSV/XLSX upload isn't working. What format should I use?
A: Use the sample template provided in PyjamaHR. Ensure all required columns are present and formatted correctly.

Q8: I uploaded candidates, but they don't appear in the job/talent pool.
A: Check if you uploaded to the correct section. Use global search to find candidates. If missing, re-upload.

Q9: What should I do if the upload progress is stuck or not updating?
A: Refresh the page. If the issue persists, try again later or contact support.

Q10: How do I report an upload/conversion issue to support?
A: Share a screen recording or screenshot, the problematic file, and the job/candidate details for fastest resolution.

Q11: Are there limits to how many candidates I can upload at once?
A: Yes, for example, CSV uploads may be limited to 10,000 lines. For best results, upload in batches of 50-100.

Q12: Can I upload files from previous ATS systems?
A: Yes, but ensure they meet PyjamaHR’s format requirements. For very large files, split them and upload in parts.

Bulk Resume Upload: For importing large candidate lists—see [Bulk Upload Guide].
Assessment/Test Creation: For building and sharing custom tests—see [Creating Assessments in PyjamaHR].
Job Description Upload: For adding JDs to job postings—see [Job Posting Best Practices].
Candidate Profile Management: For editing and managing imported candidates—see [Managing Candidate Profiles].

Recommended Next Steps:
- Review and use PyjamaHR’s sample templates for CSV/XLSX uploads.
- Train your team on file formatting and upload best practices.
- Bookmark this guide for quick reference during troubleshooting.

Need more help?
If you’ve tried all troubleshooting steps and still face issues, contact PyjamaHR Support with a detailed description, screen recording, and the file in question for fastest resolution.

Related Articles:
- [Bulk Resume Upload: Step-by-Step Guide]
- [Creating and Managing Assessments in PyjamaHR]
- [Job Description Upload: Troubleshooting and Best Practices]
- [Candidate Profile Data: Formatting and Import Tips]

By following this guide, you can resolve most test upload and conversion issues in PyjamaHR quickly and independently—keeping your hiring process running smoothly and efficiently.

Troubleshooting Test Upload or Conversion Failures in PyjamaHR