Executive Summary

Mapping imported candidate profiles to existing jobs in PyjamaHR ensures that your talent pipeline is organized and actionable from day one. Whether you’re importing resumes or CSV files, correctly associating candidates with the right job openings is crucial for streamlined hiring, accurate reporting, and effective collaboration across your team.

Detailed Overview

What is Profile-to-Job Mapping?
When you import candidate data—via resume upload or CSV import—PyjamaHR allows you to assign (or “map”) those profiles directly to specific job requisitions. This process ensures that every candidate is visible in the correct job pipeline, enabling recruiters and hiring managers to review, shortlist, and move candidates through the hiring stages efficiently.

Why Use This Feature?
- Centralized Candidate Management: Keep all applicants for a role in one place, regardless of how they were sourced.
- Bulk Actions: Save time by importing and mapping multiple candidates at once.
- Accurate Reporting: Ensure analytics and hiring metrics reflect the true candidate pool for each job.
- Collaboration: Make it easy for your team to find and act on the right candidates.

Integration with Other Features:
- Resume Parsing: Extracts candidate details for mapping.
- Folders (e.g., Default, TA, HRBP): Organize candidates before mapping.
- Bulk Import (CSV): Supports high-volume hiring needs.

Business Impact:
Proper mapping prevents lost candidates, duplicate data, and confusion—especially critical for high-volume or enterprise hiring.

Step-by-Step Guide: Mapping Imported Profiles to Existing Jobs

Prerequisites & Requirements

Unique Identifier: Each candidate must have a unique email address (required for profile creation).
Job Requisition: The job you want to map candidates to must already exist in PyjamaHR.
File Format: Supported formats include PDF/Word resumes and CSV files (up to 10,000 candidates per import).

A. Importing Resumes and Mapping to Jobs

Navigate to the Candidates Section
- Go to the main menu and select Candidates.
- (Screenshot: Candidates section highlighted)
Click ‘Import’ or ‘Add Candidates’
- Choose Import Resumes.
- (Screenshot: Import button location)
Upload Resumes
- Drag and drop or select files from your computer.
- Ensure each resume contains an email address.
- (Screenshot: File upload dialog)
Select the Target Job
- After upload, you’ll see an option to Add to Job.
- Choose the relevant job from the dropdown list.
- (Screenshot: Add to Job dropdown)
Complete the Import
- Click Add to Job.
- Wait for the confirmation message: “You will be notified once the import is complete.”
- (Screenshot: Confirmation message)
Verify Candidates in Job Pipeline
- Go to the Jobs section, select the job, and check the candidate list.
- (Screenshot: Job pipeline with new candidates)

Note: If the “Add to Job” button is not clickable, ensure all resumes have uploaded successfully and meet the required format.

B. Importing Candidates via CSV and Mapping to Jobs

Go to Candidates > Import > CSV Import
- (Screenshot: CSV Import option)
Upload Your CSV File
- Ensure the file has a column for email addresses.
- Maximum: 10,000 candidates per import.
Map CSV Fields to PyjamaHR Fields
- Match columns (e.g., Name, Email, Phone) to PyjamaHR fields.
- (Screenshot: Field mapping screen)
Select the Target Job
- When prompted, choose the job you want to map candidates to.
- (Screenshot: Job selection during CSV import)
Complete the Import
- Click Import and wait for the confirmation.
- You’ll be notified when the import is complete.
Check the Job Pipeline
- Navigate to the job to confirm candidates are mapped correctly.

Advanced: For high-volume imports (over 10,000 candidates), split your CSV into multiple files and repeat the process.

C. Mapping Profiles from Folders to Jobs

If you’ve added candidates to folders (e.g., Default, TA, HRBP), you can later select these candidates and use the Add to Job action to map them to a specific job.
(Screenshot: Folder view and Add to Job action)

Advanced Usage & Best Practices

Bulk Imports: For large hiring drives (e.g., 40,000 internship applications), use CSV import in batches of 10,000.
Unique Emails: Always ensure resumes/CSV rows have unique email addresses to avoid duplicate or failed imports.
Folder Organization: Use folders to pre-sort candidates before mapping to jobs, especially if you’re handling multiple roles.
Field Mapping: Double-check field mapping during CSV import to ensure all candidate data is imported correctly.
Confirmation: Always verify candidates appear in the correct job pipeline after import.

Do’s:
- Use the latest CSV template provided by PyjamaHR.
- Check for confirmation messages after each import.
- Use screen recordings when reporting issues to support.

Don’ts:
- Don’t import resumes without email addresses.
- Don’t exceed the 10,000 candidate limit per CSV import.
- Don’t close the browser window until you see the confirmation message.

Troubleshooting & Common Issues

Issue: “Add to Job” Button Not Clickable

Cause: Resumes not fully uploaded or missing required fields (e.g., email).
Solution: Re-upload resumes, ensure all have email addresses, and wait for upload completion.

Issue: Candidates Not Appearing in Job Pipeline

Cause: Import not completed or mapped to the wrong job/folder.
Solution: Check import status, verify job selection, and re-import if necessary.

Issue: CSV Import Limitations

Error: “You can currently import up to 10,000 candidates at once using a CSV file.”
Solution: Split your file and import in batches.

Issue: Slow or Stuck Imports

Symptoms: “My request of adding candidate is still in Progress from morning 9am.”
Solution: Check internet connection, retry upload, and contact support if the issue persists.

Issue: Duplicate or Missing Candidates

Cause: Duplicate emails or missing required fields.
Solution: Clean your data before import.

When to Contact Support

If imports repeatedly fail despite following all steps.
If you encounter unexplained errors or system slowness.
If you need to import more than 10,000 candidates per job (enterprise solutions available).

Comprehensive FAQ

1. How do I map imported candidates to a specific job?
During the import process, select the target job from the dropdown before completing the import.

2. What is the maximum number of candidates I can import at once?
Up to 10,000 candidates per CSV import.

3. Can I import candidates without resumes?
Yes, via CSV import, but each row must have a unique email address.

4. What happens if a resume doesn’t have an email address?
The candidate profile will not be created; add an email before importing.

5. Why is the “Add to Job” button disabled?
Resumes may not be fully uploaded or are missing required fields.

6. Can I map candidates from folders to jobs later?
Yes, select candidates in a folder and use the “Add to Job” action.

7. What if I need to import more than 10,000 candidates?
Split your CSV into batches or contact support for enterprise solutions.

8. How do I verify that candidates were mapped correctly?
Check the candidate list in the job pipeline after import.

9. Can I import candidates to multiple jobs at once?
No, each import must be mapped to a single job.

10. What should I do if my import is stuck or slow?
Retry, check your internet, and contact support if unresolved.

11. What file formats are supported for import?
PDF/Word for resumes, CSV for bulk data.

12. Can I import candidates from other ATS platforms?
Yes, export as CSV and follow the import process.

Resume Parsing: Automatically extracts candidate data during import.
Folders: Organize candidates before mapping to jobs.
Bulk Actions: Move, tag, or assign candidates in bulk.
Reporting & Analytics: Track candidate sources and pipeline health.

Still need help?
If you encounter persistent issues or have unique requirements, contact PyjamaHR Support with a detailed description and, if possible, a screen recording of your workflow.

By following this guide, you’ll ensure every imported candidate is mapped to the right job, maximizing your team’s efficiency and ensuring a seamless hiring process in PyjamaHR.

How to Map Imported Profiles to Existing Jobs in PyjamaHR