Executive Summary

Exporting candidate and assessment data from PyjamaHR to CSV (Excel) or PDF is essential for reporting, sharing with clients, and offline analysis. This article provides a comprehensive, step-by-step guide to exporting data at the job level, including best practices, troubleshooting, and answers to the most common customer questions—ensuring you get exactly the data you need, every time.

Detailed Overview

What is Data Export in PyjamaHR?
PyjamaHR allows you to export candidate data—including assessment results, contact details, and resume links—primarily at the job level. The export is typically in CSV (Excel-compatible) format, with links to candidate CVs (PDFs) included in the file. This feature is crucial for recruiters and hiring managers who need to:

Share shortlisted candidates with clients or team members
Analyze candidate pipelines offline
Maintain backup records or comply with data policies
Bulk download CVs for further review

When and Why to Use Data Export:

Client Reporting: Share candidate details and assessment results with external stakeholders.
Bulk Communication: Filter and export email addresses for targeted outreach.
Data Migration: Move data to another ATS or HR system.
Compliance: Maintain offline records for audits or legal requirements.

Integration with Other Features:
Exports are generated via the Compare Candidates view, which supports filtering, sorting, and custom views. The exported CSV includes links to candidate CVs (PDFs), making it easy to access resumes outside the platform.

Step-by-Step Guide: Exporting Candidate & Assessment Data

Prerequisites

You must have access to the relevant job(s) in PyjamaHR.
Data export is available job-wise (not for the entire talent pool at once).
Ensure your email address in PyjamaHR is correct and accessible.

1. Navigate to the Job

Log in to your PyjamaHR account.
Go to the Jobs section and select the job for which you want to export data.

2. Open the Compare Candidates View

Click on Compare Candidates (may also appear as "Comparison View" or "Compare" in some UI versions).
- Screenshot suggestion: Highlight the "Compare Candidates" button on the job page.

3. Select Candidates to Export

To export all candidates:
- Click All Candidates.
- Note: For large jobs (hundreds or thousands of candidates), selecting "All Candidates" is the most efficient way.
To export a filtered or specific set:
- Use filters (e.g., pipeline stage, experience, assessment score) to narrow down candidates.
- Manually select candidates if you only want a subset.
- Screenshot suggestion: Show filter options and candidate selection checkboxes.

4. Save as a New View (Recommended for Custom Exports)

(Optional but recommended) Click Save as New View to preserve your filtered selection for future exports or analysis.

5. Download the Data

Click the Download button (usually at the top right of the Compare Candidates view).
- Choose CSV (Excel-compatible) as the export format.
- Note: Some versions may also offer PDF, but CSV is the primary export format for data.
For large exports:
- You may see a message: “We will email you the file.”
- The CSV will be sent to your registered email address from [email protected].
For smaller exports:
- The file may download directly to your browser.

6. Accessing CVs (PDFs)

The exported CSV includes a column with links to each candidate’s CV (PDF).
Click the link to download the individual resume.
Bulk download of all CVs as a single zip is only available via special data dump requests (contact support if needed).

Advanced Usage & Best Practices

Power User Tips

Filtering: Use pipeline stages, experience, or assessment scores to export only relevant candidates.
Custom Views: Save filtered views for recurring exports (e.g., weekly shortlist reports).
Bulk Actions: For very large jobs, exporting all candidates at once is more reliable than manual selection.
Resume Access: Use the CV link column in the CSV to quickly access or share candidate resumes.

Do’s and Don’ts

Do:
- Always check your spam/junk folder if you don’t receive the export email.
- Use job-level exports for the most complete data set.
- Save custom views for repeated reporting needs.

Don’t:
- Attempt to export the entire talent pool at once—this is not currently supported.
- Expect PDF exports of all data; CSV is the standard format.
- Select more candidates than your email provider can handle in one go for bulk communication (Gmail limits apply).

Troubleshooting & Common Issues

1. Not Receiving the Export Email

Check spam/junk folders for emails from [email protected].
Confirm your PyjamaHR account email is correct.
For large exports, allow up to 30 minutes for delivery.
If still not received, try exporting a smaller set or contact support.

2. Export Includes More Candidates Than Selected

Ensure you have applied filters correctly.
Use “Save as New View” before exporting to lock in your selection.
If the issue persists, clear filters and re-select candidates.

3. CSV File is Empty or Corrupted

Try re-exporting the data.
Open the CSV in a different spreadsheet application (Excel, Google Sheets).
If the problem continues, contact support with the job ID and export details.

4. Cannot Export from Talent Pool

Export is only available at the job level, not for the entire talent pool.
Workaround: Export candidates job by job.

5. Bulk Download of CVs (PDFs)

The CSV includes links to individual CVs.
For a zip file of all CVs, contact support for a one-time data dump (processing may take several days).

6. Export Fails or Hangs

Try a smaller selection.
Refresh your browser and retry.
If the issue is ongoing, report the job ID and error to support.

Comprehensive FAQ

1. Can I export all candidates from all jobs at once?
No, exports are job-specific. Repeat the process for each job.

2. Can I export only selected candidates?
Yes, use filters or manual selection in the Compare Candidates view, then export.

3. Where do I find the exported file?
For large exports, check your email (including spam). For small exports, the file downloads directly.

4. Does the export include assessment scores and results?
Yes, all candidate data visible in the Compare Candidates view—including assessments—is included.

5. Can I export to PDF?
The standard export is CSV. For resumes, the CSV includes links to PDF files.

6. How do I bulk download all CVs as PDFs?
Use the links in the CSV for individual downloads. For a zip of all CVs, request a data dump from support.

7. Why am I not receiving the export email?
Check spam, confirm your email, and allow time for large exports. Contact support if unresolved.

8. Can I export from the Talent Pool or a custom folder?
Currently, only job-level exports are supported.

9. What data is included in the CSV?
Candidate name, email, phone, assessment results, pipeline stage, and a link to the CV (PDF).

10. Is there a limit to the number of candidates I can export?
No hard limit, but very large exports may take longer and are sent via email.

11. Can I export filtered candidates (e.g., by experience or stage)?
Yes, apply filters before exporting.

12. How do I ensure only selected candidates are exported?
Use filters and save as a new view before exporting.

13. Can I export data for closed jobs?
Yes, follow the same process for closed jobs.

14. What if the CSV file won’t open?
Try another spreadsheet app or re-export. Contact support if the issue persists.

15. Can I export candidate data for compliance or backup?
Yes, the CSV export is suitable for compliance and backup purposes.

Compare Candidates View: Central hub for filtering, comparing, and exporting candidate data.
Reports Section: For additional analytics and filtering (not for direct export).
Bulk Actions: Use exported data for bulk emailing or client sharing.
Data Dump Requests: For full company data or all CVs, contact support (processing time applies).

Summary Table: Export Pathways

Scenario	Export Method	Output Format	Includes CVs?	Notes
All candidates in a job	Compare Candidates > All	CSV (Excel)	Yes (links)	Email for large exports
Filtered/selected candidates	Compare Candidates > Filter	CSV (Excel)	Yes (links)	Save as new view for accuracy
Bulk download all CVs (PDFs)	Support Data Dump Request	Zip/CSV	Yes	Contact support, 5-7 days processing
Export from Talent Pool	Not supported	N/A	N/A	Export job by job

Still Need Help?

If you encounter persistent issues or need a full data dump (including all CVs as PDFs), contact PyjamaHR Support with your job ID and a description of your request.

By following this guide, you’ll be able to export exactly the candidate and assessment data you need from PyjamaHR—quickly, reliably, and with all the details your business requires.

How to Export Candidate and Assessment Data to CSV (Excel) or PDF in PyjamaHR