Executive Summary

Bulk downloading resumes and attachments is a frequent need for recruiters and HR teams using PyjamaHR, especially when exporting candidate data for reporting, backup, or migration purposes. This guide explains exactly how to export candidate resumes and data in bulk, what’s possible (and what isn’t), and how to avoid common pitfalls—based entirely on real customer experiences.

Detailed Overview

What Is Bulk Downloading in PyjamaHR?

Bulk downloading in PyjamaHR refers to exporting candidate data—including resumes and attachments—for multiple applicants at once, typically for a specific job posting. This is most commonly done via the Compare Candidates feature at the job level, which generates an Excel (CSV) file containing candidate details and links to their resumes.

When and Why Use Bulk Download?

Reporting & Analytics: Export candidate data for further analysis or sharing with stakeholders.
Backup & Compliance: Retain copies of resumes and attachments for compliance or transition to another system.
Migration: Move candidate data to another ATS or HRMS.
Mass Communication: Use exported data to send bulk emails or notifications outside PyjamaHR.

Integration with Other Features

Talent Pool: While you can view all candidates here, bulk export is only supported at the job level.
Compare Candidates View: Central to exporting data in bulk.
Custom Data Dumps: Available only when leaving the platform or by special request.

Business Impact

Efficient bulk export saves hours of manual work, reduces errors, and ensures you retain access to critical candidate information.

Step-by-Step Guide: Bulk Downloading Resumes and Attachments

Prerequisites

Access Level: You must have permission to view candidate data for the relevant job(s).
Job-Level Export Only: Bulk download is only available at the job level, not for the entire Talent Pool or custom folders.
File Format: Exports are provided as Excel (CSV) files with links to resumes (PDF/DOCX).

Standard Workflow

1. Navigate to the Relevant Job

Go to the Jobs section in PyjamaHR.
Select the job for which you want to export candidate data.

2. Open Compare Candidates View

Click the Compare Candidates button (sometimes labeled as "Compare" or "Comparison View").
This opens a new tab or page listing all candidates for that job.

Screenshot Suggestion: Highlight the "Compare Candidates" button on the job page.

3. Select Candidates

By default, you can select up to 100 candidates at a time.
For jobs with more than 100 candidates, use the "Select All" option or navigate through pages as needed.
For very large jobs (1000+ candidates), the export will be emailed to you.

Screenshot Suggestion: Show the candidate selection checkboxes and "Select All" option.

4. Download Data

Click the Download button (usually at the top right).
Choose Excel/CSV as the format.
The file will either download immediately or be sent to your registered email (for large exports).

Screenshot Suggestion: Highlight the "Download" button and format selection.

5. Access Resumes and Attachments

The exported Excel file contains:
- Candidate details (name, email, phone, etc.)
- A column with direct links to each candidate’s resume (PDF/DOCX)
Note: You must click each link to download the actual resume file. There is no direct "download all as ZIP" option from the UI.

6. (Optional) Download All Resumes as ZIP (Data Dump)

Only available by special request (typically when leaving PyjamaHR).
Contact support to request a full data dump.
You’ll receive a secure link to a ZIP or TAR file containing all resumes, valid for a limited time (usually 5–7 days).
Use extraction tools like 7-Zip, WinRAR, or The Unarchiver (for Mac) to open large archives.

Special Scenarios

Exporting from Talent Pool: Not supported. You must assign candidates to a job first, then use Compare Candidates.
Custom Data Dumps (Role-wise, etc.): Available only by request and may take 2–3 weeks to process.
Attachments Other Than Resumes: Only resumes are included in standard exports; other attachments may require a custom request.

Advanced Usage & Best Practices

Power User Tips

Filter Before Export: Use filters in Compare Candidates to export only relevant applicants (e.g., by stage, source, or keyword).
Bulk Add from Talent Pool: If you need to export candidates from the Talent Pool, add them to a "dummy" job first, then export.
Automate Downloading Resumes: Use the links in the CSV with a download manager or script (advanced users only).

Optimization Strategies

Plan Exports: For large jobs, initiate exports during off-peak hours to avoid delays.
Check Email Spam/Junk: Large exports are sent via email—always check your spam folder.
Download Within Link Validity: Data dump links expire in 5–7 days; download promptly.

Do’s and Don’ts

Do:
- Use Compare Candidates for all job-level exports.
- Request a data dump well in advance if you’re leaving the platform.
- Use recommended extraction tools for large ZIP/TAR files.

Don’t:
- Expect to export the entire Talent Pool in one click (not supported).
- Wait until the last minute to request a data dump.
- Attempt to download resumes directly from the Talent Pool or custom folders.

Troubleshooting & Common Issues

Common Problems and Solutions

Issue	Solution
Can’t find Download button	Ensure you’re in Compare Candidates view for a specific job.
Only 100 candidates selectable at a time	For jobs with >1000 candidates, export will be emailed. For others, repeat export for each page.
Didn’t receive export email	Check spam/junk folder. Wait up to 30 minutes for large exports.
ZIP/TAR file won’t open	Use 7-Zip (Windows), WinRAR (Windows), or The Unarchiver (Mac).
Data dump link expired	Contact support to request a new link (may not always be possible).
Only resume links, not files, in export	This is by design. For actual files, request a data dump.
Attachments other than resumes missing	Only resumes are included in standard exports. Contact support for other attachments.
Talent Pool export not available	Add candidates to a job first, then export.

What If Scenarios

What if I need all resumes for all jobs at once?
Only possible via a support-requested data dump.
What if I need role-wise or folder-wise exports?
Not supported via UI; custom data dump may be possible (takes 2–3 weeks).
What if I miss the data dump window?
You may need to request a new export; not always guaranteed.

Comprehensive FAQ

1. Can I bulk download all resumes from the Talent Pool?
No, bulk export is only available at the job level via Compare Candidates. For Talent Pool, assign candidates to a job first.

2. Does the Excel export include the actual resume files?
No, it includes links to each resume. You must download each file individually, or request a data dump for all files.

3. How do I get all resumes as a ZIP file?
Contact support to request a data dump (usually only when leaving PyjamaHR).

4. What is the maximum number of candidates I can export at once?
Up to 1000 candidates per export; larger jobs are sent via email.

5. Can I export candidate data for all jobs at once?
No, you must export job by job. For all data, request a data dump.

6. What file formats are supported for export?
Excel (CSV) for candidate data; resumes are in PDF/DOCX.

7. How long are data dump links valid?
Typically 5–7 days. Download promptly.

8. What if my ZIP file won’t open?
Use 7-Zip, WinRAR, or The Unarchiver.

9. Can I get attachments other than resumes?
Not in standard exports. Contact support for custom requests.

10. Can I automate downloading all resumes from the links?
Advanced users can use download managers or scripts, but this is not officially supported.

11. What if I need to export only certain candidates (e.g., by stage or source)?
Use filters in Compare Candidates before exporting.

12. What if I’m leaving PyjamaHR and need all my data?
Request a data dump from support well in advance.

13. Can I get candidate data in a format other than Excel?
No, only Excel (CSV) is supported for bulk export.

14. Can I export data from custom folders in the Talent Pool?
No, only job-level exports are supported.

15. What if I need to export every 6 months for backup?
Only one data dump is provided when leaving the platform. Otherwise, use job-level exports.

Compare Candidates View: How to Export Candidate Data
Import Candidates in Bulk: Import Candidates via Resume PDF/DOC
Mass Emailing: Use exported data for communication outside PyjamaHR.
Data Backup Policy: Contact support for company-wide data dumps.

Recommended Next Steps:
- Plan regular job-level exports for ongoing backup.
- If you anticipate leaving PyjamaHR, request your data dump at least 2–3 weeks in advance.
- Use filters and dummy jobs to organize and export custom candidate lists.

Summary Table: What’s Possible and What’s Not

Action	Supported?	How
Bulk export resumes for a specific job	Yes	Compare Candidates > Download
Bulk export resumes for all jobs	No (UI), Yes (by request)	Contact support for data dump
Bulk export from Talent Pool	No	Add to job, then export
Export attachments other than resumes	No (UI), Maybe (by request)	Contact support
Download all resumes as ZIP	No (UI), Yes (by request)	Contact support

Still have questions?
If you encounter issues not covered here, contact PyjamaHR Support with your specific scenario for personalized assistance.

This article is based on real customer conversations and reflects the current capabilities and limitations of PyjamaHR as of June 2024.

How to Bulk Download Resumes and Attachments in PyjamaHR (2024 Guide)