Executive Summary

Exporting candidate and job data to Excel (CSV) is one of the most requested features in PyjamaHR, enabling recruiters and hiring managers to analyze, share, and archive applicant information efficiently. This guide provides a comprehensive, step-by-step walkthrough of how to export candidate data at the job level, addresses common pain points, and offers advanced tips and troubleshooting based on hundreds of real customer scenarios.

Detailed Overview

What Is Candidate/Job Data Export in PyjamaHR?

Exporting candidate or job data in PyjamaHR allows you to download detailed information about applicants—including their contact details, application status, screening question responses, and resume links—into a CSV (Excel-compatible) file. This is essential for:

Sharing shortlisted candidates with clients or hiring managers
Running custom reports and analytics outside PyjamaHR
Maintaining offline backups or complying with data retention policies
Bulk communication or follow-up with candidates

Key Points:
- Exports are available at the job level (not for the entire Talent Pool or all jobs at once).
- Resumes are included as download links in the CSV file.
- Bulk export from the Talent Pool is not currently supported (see FAQ for workarounds).

Step-by-Step Guide: Exporting Candidate Data to Excel (CSV)

Prerequisites

You must be a member of the hiring team for the job you wish to export.
You must have access to the job in question (contact your Super Admin if you don’t).
The export feature is available to all paid and trial users, but not after account deactivation.

Exporting Data for a Specific Job

Navigate to the Job
- Go to the Jobs section in your PyjamaHR dashboard.
- Click on the job title for which you want to export candidate data.
Open the Compare Candidates View
- In the job view, locate the Compare Candidates button (usually at the top right or in the candidate list toolbar).
- Click Compare Candidates.
Select Candidates to Export
- By default, you can select all candidates or filter by pipeline/stage (e.g., Sourced, Applied, Shortlisted, Rejected).
- Tip: For large jobs (over 1,000 candidates), you may need to filter or export in batches.
Apply Filters (Optional)
- Use the filter options in the Compare View to narrow down by stage, match score, keywords, or custom fields.
- Do not select candidates before entering Compare View—apply filters inside Compare View for best results.
Save as a New View (Recommended for Large Data Sets)
- After filtering, click Save as New View to create a reusable filtered list.
- This helps when exporting subsets (e.g., only “Shortlisted” or “0-2 years experience”).
Download the Data
- Click the Download button (usually top right in Compare View).
- If the candidate count is large, you’ll see a message: “We’re generating your file. You will receive it via email shortly.”
- For smaller jobs, the file may download instantly.
Check Your Email
- For large exports, check your inbox (and spam/junk folder) for an email from [email protected] with your CSV file attached or linked.
- Download the file to your computer.
Open in Excel or Google Sheets
- The file is in standard CSV format, compatible with Excel, Google Sheets, and most spreadsheet tools.

[Screenshot Callouts:
- Where to find “Compare Candidates”
- The filter panel in Compare View
- The “Download” button and email notification
- Example of CSV file columns]

Advanced Usage & Best Practices

Power User Tips

Export Only What You Need: Use filters and save views to avoid downloading unnecessary data.
Include Screening Question Responses: Add screening questions to your application form; their answers will appear as columns in the export.
Share with Clients: Download the CSV and forward it, or copy-paste selected rows for client reports.
Bulk Resume Download: The CSV includes resume links; for true bulk download of files, contact support for a data dump (usually only provided when leaving the platform).
Custom Reports: For advanced analytics, import the CSV into your BI tool or Google Sheets.

Do’s and Don’ts

Do: Always filter and save as a new view before downloading large or specific subsets.
Do: Check your spam/junk folder if you don’t receive the export email.
Don’t: Try to export from the Talent Pool—this is not supported.
Don’t: Select candidates before entering Compare View; always filter inside Compare View for accurate exports.

Troubleshooting & Common Issues

1. Not Receiving the CSV File via Email

Check spam/junk folder.
Wait up to 10 minutes for large exports.
Ensure your registered email is correct.
If still not received, try exporting a smaller subset or contact support.

2. Exporting More Than 1,000 Candidates

For jobs with >1,000 candidates, the file is always sent via email.
For jobs with >10,000 candidates, export in smaller batches using filters.
If you need a full data dump, contact support (usually only for account closure).

3. Exporting Only Selected Candidates

In Compare View, apply filters and save as a new view before downloading.
Selecting candidates before Compare View will not limit the export.

4. Missing Screening Question Responses

Only screening questions present at the time of candidate application are included.
If you added questions after candidates applied, their responses may be blank.

5. No Download Option in Talent Pool

PyjamaHR does not support exporting the entire Talent Pool.
Workaround: Add candidates to a “dummy” job and export from there.

6. Blank or Empty CSV File

This can occur if filters are too restrictive or no candidates match.
Try removing filters or exporting all candidates.

7. Cannot Download Resumes in Bulk

The CSV includes resume links, but you must download files individually.
For true bulk resume download, request a data dump from support (usually for account closure).

8. Access Denied or Missing Export Option

You must be a member of the hiring team for the job.
Contact your Super Admin to be added to the job.

Frequently Asked Questions (FAQ)

Q1: Can I export all candidates from the Talent Pool or across all jobs at once?
A: No, PyjamaHR currently only supports exporting candidate data at the job level. There is no direct export for the entire Talent Pool or all jobs.

Q2: Will the export include resumes?
A: Yes, the CSV includes a column with links to each candidate’s resume. You can click to download resumes individually.

Q3: Can I export only shortlisted or filtered candidates?
A: Yes. Use filters in Compare View, save as a new view, and then export.

Q4: Why am I not receiving the export email?
A: Check your spam/junk folder. For very large exports, allow extra time. If still missing, try a smaller export or contact support.

Q5: Can I export screening question answers?
A: Yes, if the questions were present when the candidate applied. Answers appear as columns in the CSV.

Q6: Is there a way to export custom reports or analytics?
A: You can export CSVs and use them in Excel, Google Sheets, or BI tools. For custom data dumps (e.g., role-wise), contact support (may take 2-3 weeks).

Q7: What if I need to export data for account closure or migration?
A: Contact support for a full data dump. You’ll receive a CSV with resume links and, in some cases, a zip file of resumes.

Q8: Can I export data for closed jobs?
A: Yes, you can export data from any job (open or closed) as long as you have access.

Q9: Can I export candidate data with timestamps or stage changes?
A: The CSV includes current stage and application date. For more granular tracking, use PyjamaHR’s reports or request a custom export.

Q10: Why do I see more candidates in the export than I selected?
A: Only filters applied in Compare View affect the export. Selecting candidates before entering Compare View does not limit the export.

Q11: Can I automate exports or connect to Google Sheets?
A: No direct integration or API is available as of now. Manual export is required.

Q12: What if my export is blank or missing data?
A: Check your filters and ensure candidates match your criteria. If issues persist, contact support.

Import Candidates via Excel: How to Import Candidates via Excel/CSV
Using the Compare Candidates Feature: Comparison View - How to Export Candidate Data
Bulk Emailing Candidates: Use Mass Actions in candidate lists.
Custom Reports: Contact support for advanced or role-wise data dumps (may incur additional processing time).

Summary Table: What You Can and Cannot Export

Data Type	Export Supported?	How to Export
Candidates for a Job	Yes	Compare View > Download CSV
All Candidates (All Jobs)	No	Not supported
Talent Pool	No	Not supported (workaround: add to dummy job)
Screening Question Answers	Yes	Included in job-level CSV
Resumes (Bulk Download)	Partial	Links in CSV; full dump via support on request
Custom Reports	Partial	Export CSV + manual analysis; support for dumps

Still Need Help?

If you encounter issues not covered here, or require a custom data export (e.g., for account closure or migration), please contact PyjamaHR Support via chat or email. Provide your job ID, description of the issue, and any relevant screenshots for fastest resolution.

This article is based on hundreds of real customer conversations and is updated regularly to reflect the latest PyjamaHR features and best practices.

How to Export Candidate or Job Data to Excel (CSV) in PyjamaHR: The Complete Guide