Executive Summary

Exporting candidate data and reports from PyjamaHR is essential for sharing information with clients, analyzing recruitment funnels, and maintaining organizational records. This guide covers the step-by-step process to export data to CSV or Excel, explains current limitations (such as exporting from the Talent Pool), and provides troubleshooting tips and best practices based on real customer scenarios.

Detailed Overview

What Does Exporting Candidate Data Do?

PyjamaHR allows you to export candidate data—including names, emails, phone numbers, application stages, screening question responses, and resume links—from individual job postings. This export is available in CSV or Excel format and is primarily accessed via the Compare Candidates feature at the job level.

When and Why Use Export?

Share candidate lists with clients or hiring managers
Analyze recruitment metrics in Excel or Google Sheets
Backup candidate data for compliance or record-keeping
Bulk email candidates using external tools
Review screening question responses offline

Integration with Other Features

Compare Candidates: Central to exporting data; allows filtering and selection of fields.
Job Pipelines/Stages: Export includes candidate stage, making funnel analysis possible.
Screening Questions: Responses are included if configured in the job.
Resume Links: Downloaded file includes links to candidate resumes.

Step-by-Step Guide: Exporting Candidate Data to CSV/Excel

Prerequisites

Access Level: You must be part of the hiring team for the job you wish to export.
Job-Based Export: Export is available per job, not for the entire Talent Pool or custom folders.
Browser: Use a modern browser for best results.

1. Exporting All Candidates for a Job

Navigate to the Job
- Go to the Jobs section in PyjamaHR.
- Select the job for which you want to export candidate data.
Open Compare Candidates View
- Click the Compare Candidates button (usually at the top right of the job page).
Select Candidates
- By default, all candidates in the job are selected.
- If you want to filter by stage (e.g., only shortlisted or rejected), use the stage filters at the top.
Customize Data Fields (Optional)
- Click on Data Fields to add or remove columns (e.g., Name, Email, Phone, Experience, Salary, Notice Period, Screening Question Responses).
- Note: Layout cannot be changed, but fields can be added/removed.
Download the Data
- Click the Download button (top right in Compare View).
- Choose CSV or Excel format as prompted.
- For large jobs (over 1,000 candidates), the file will be emailed to your registered email address.
Check Your Email
- For large exports, look for an email from PyjamaHR with a download link. Check spam/junk folders if not received within 10–15 minutes.

Screenshot Callouts:
- Jobs dashboard with Compare Candidates button highlighted
- Compare View with Data Fields and Download buttons highlighted

2. Exporting Selective Candidate Data

Filter in Compare View: Use filters for stage, keywords, or custom fields after entering Compare View.
Save as New View: After filtering, save the filtered set as a new view for future downloads.
Download: Click Download as above.

3. Exporting Screening Question Responses

Ensure screening questions are part of the job application form.
Responses will appear as columns in the exported file.
If missing, check if the job had screening questions configured.

4. Importing to Google Sheets

Download the CSV or Excel file as above.
Open Google Sheets.
Use File > Import to upload the CSV/Excel file.
Data will be available for further analysis or sharing.

5. Exporting Resumes

The exported file includes a column with links to each candidate’s resume.
For bulk resume downloads (all PDFs), contact support for a one-time data dump (usually only provided when leaving the platform).

Advanced Usage & Best Practices

Power User Tips

Bulk Filtering: Move candidates to a unique pipeline/stage before exporting to isolate specific groups.
Custom Views: Save filtered views for recurring exports (e.g., daily shortlist reports).
Field Selection: Only export necessary fields to streamline sharing and analysis.
Large Exports: For jobs with over 10,000 candidates, export in smaller batches for reliability.

Integration with Other Tools

Google Sheets: Use CSV export for seamless import.
Client Sharing: Share the exported file directly or upload to a shared drive.
Data Analysis: Use Excel/Sheets features (pivot tables, charts) for deeper insights.

Do’s and Don’ts

Do: Always check your email (including spam) for large exports.
Do: Use Compare View filters for precise exports.
Don’t: Attempt to export from the Talent Pool or custom folders—this is not currently supported.
Don’t: Select individual candidates before entering Compare View; filter after entering Compare View for best results.

Troubleshooting & Common Issues

Common Problems and Solutions

Issue	Solution
Not able to download Excel/CSV	Ensure you are added to the hiring team for the job. Ask your admin if unsure.
Export option missing	Only available at the job level, not in Talent Pool or custom folders.
File not received via email	Wait 10–15 minutes, check spam/junk. For very large jobs, try exporting in smaller batches.
Exported file missing screening question responses	Confirm screening questions were set up in the job. Only jobs with screening questions will include those columns.
Cannot select more than 100 candidates	In Compare View, all candidates are included by default. Use filters, not manual selection.
Exported file only has links to resumes, not actual PDFs	Bulk resume files are only provided as a one-time data dump (usually when leaving PyjamaHR). Contact support if needed.
Zip file from support is empty or won’t open	Use extraction tools like 7zip, WinRAR, or The Unarchiver (Mac). If still empty, contact support.
Talent Pool export not available	Only job-level exports are supported. For Talent Pool data, move candidates to a job first.

What If Scenarios

What if I need data from multiple jobs?
Export each job separately and merge files in Excel/Sheets.
What if I want to export all Talent Pool data?
Not supported. Move candidates to a job for export.
What if I need a custom report (e.g., funnel analysis)?
Export job data and use Excel/Sheets to build custom reports.

Comprehensive FAQ

1. Can I export all candidates from the Talent Pool?
No, exporting is only available at the job level. Move candidates to a job to export.

2. Can I export resumes in bulk?
The exported CSV/Excel includes links to resumes. For actual PDF files, contact support for a one-time data dump.

3. How do I export only shortlisted or rejected candidates?
Use stage filters in Compare View, then download.

4. Why am I not seeing the Download option?
Ensure you’re in Compare View for a job and have the necessary permissions.

5. Can I customize which fields are exported?
Yes, use the Data Fields option in Compare View to add/remove columns.

6. What if my export is too large?
For jobs with over 1,000 candidates, the file is emailed. For jobs with over 10,000, export in batches.

7. Can I export directly to Google Sheets?
No direct integration, but you can import the CSV/Excel file into Google Sheets.

8. Why are screening question responses missing?
Only included if screening questions were configured in the job.

9. Can I export data for multiple jobs at once?
No, export is job-wise. Export each job separately.

10. What if I need a full backup of all company data?
Contact support for a one-time data dump (usually when leaving PyjamaHR).

11. Can I export candidate data from custom folders or pipelines?
No, only job-level export is supported.

12. What if I don’t receive the export email?
Check spam/junk. If still missing after 30 minutes, contact support.

Compare Candidates View: Central to exporting data; learn more in Comparison View - How to Export Candidate Data
Job Pipelines & Custom Stages: Use pipelines to organize candidates for easier export.
Screening Questions: Set up in job application forms for richer export data.
Bulk Resume Download: Contact support for one-time company data dumps.
Data Analysis: Use Excel/Google Sheets for advanced reporting.

Key Takeaways

Export is job-based, not Talent Pool-based.
Use Compare Candidates for all exports.
Customize fields and filter candidates in Compare View.
For bulk resume files or full company data, contact support.
Always check your email (and spam) for large exports.

If you encounter issues not covered here, please contact PyjamaHR support with your job ID and a description of the problem for prompt assistance.

How to Export Candidate Data and Reports to CSV, Excel, or Google Sheets in PyjamaHR