Importing your existing candidate database or migrating data from another ATS into PyjamaHR is essential for a seamless transition and to leverage the full power of the platform from day one. This guide provides step-by-step instructions, best practices, troubleshooting, and advanced tips based on hundreds of real customer scenarios—ensuring you avoid common pitfalls and maximize your hiring efficiency.

What is Candidate Import & Data Migration in PyjamaHR?

Candidate import and data migration allow you to bring your existing talent pool—whether from spreadsheets, resume files, or another ATS—into PyjamaHR. This ensures all your historical and active candidate data is centralized, searchable, and ready for use with PyjamaHR’s AI-powered features, reporting, and workflows.

When and Why to Use It:
- Switching from another ATS (e.g., Zoho, Keka, Manatal, etc.)
- Consolidating candidate data from job boards (Naukri, Indeed, LinkedIn, etc.)
- Bulk uploading resumes received via email or stored on drives
- Maintaining a single source of truth for all candidate information

Integration with Other PyjamaHR Features:
- Imported candidates can be assigned to jobs, talent pools, or folders
- Resume parsing auto-extracts details for search and AI matching
- Imported data is available for reporting, bulk actions, and communication

Business Impact:
- Faster onboarding: Start using PyjamaHR with your full candidate history
- Improved searchability: All data is indexed and filterable
- Seamless workflow: No need to juggle multiple systems or spreadsheets

PyjamaHR supports several import pathways:
- CSV/Excel Import (for bulk candidate data)
- Bulk Resume Upload (PDF/DOC files)
- Chrome Extension (for direct import from job boards like Naukri, Indeed, LinkedIn, Hirist, etc.)
- Assisted Migration (for very large datasets or complex migrations—contact support)

Best for: Migrating from another ATS, spreadsheets, or exporting from job boards.

Prerequisites:
- Data in CSV or Excel format
- Each candidate must have a unique email address (required for profile creation)
- Download the sample CSV template from PyjamaHR

Steps:
1. Go to the relevant Job or Talent Pool in PyjamaHR.
2. Click Add Candidates > Import via CSV/Excel.
3. Download the sample template and format your data accordingly.
- Required columns: Name, Email, Phone, Resume Link (optional), and any custom fields
- Resume files can be linked via a public URL (e.g., Google Drive link)
4. Upload your file and map columns to PyjamaHR fields.
5. Review the preview and confirm the import.
6. Monitor the import status—you’ll be notified once complete.

Limits:
- Maximum 10,000 candidates per CSV import
- For larger datasets, split into multiple files or contact support for assisted migration

Screenshots to include:
- Add Candidates button location
- CSV upload dialog
- Field mapping screen

Best for: When you have a folder of resumes but no structured spreadsheet.

Steps:
1. Go to the relevant Job or Talent Pool.
2. Click Add Candidates > Upload Resumes.
3. Select up to 50 files per upload session (PDF/DOC).
4. PyjamaHR will parse resumes and auto-create candidate profiles.
5. Review and assign candidates to jobs or folders as needed.

Notes:
- Each upload session is limited to 50 files.
- For very large volumes, repeat the process or request assisted migration.

Best for: Directly importing candidates from job boards (Naukri, Indeed, LinkedIn, Hirist, etc.)

Steps:
1. Install the PyjamaHR Chrome Extension (instructions here).
2. Pin the extension and log in with your PyjamaHR credentials.
3. Navigate to the job board (e.g., Naukri, Indeed).
4. Open the candidate profile or list.
5. Click the Add to PyjamaHR icon.
6. Select the target job or talent pool for import.
7. Confirm and repeat as needed.

Limitations:
- Bulk import is not available for all job boards (e.g., Indeed currently supports one-at-a-time import; bulk import is in development).
- Some job boards may change their UI, occasionally breaking the extension—contact support if you encounter issues.

Screenshots to include:
- Extension icon in browser
- Add to PyjamaHR button on job board
- Job selection dialog

Best for:
- More than 10,000 candidates
- Data split across multiple files or formats
- Need to import resumes AND associated notes, custom fields, or historical data

How to request:
1. Contact PyjamaHR support via chat or email.
2. Provide details: number of candidates, data format, where resumes are stored (Google Drive, Dropbox, etc.).
3. The team will coordinate a secure transfer and handle the import for you (may be subject to a service fee for very large datasets).

Do:
- Always use the sample CSV template to avoid mapping errors.
- Ensure every candidate has a unique email address.
- Double-check file formats (CSV, XLSX, PDF, DOC).
- For Chrome Extension, keep it updated to the latest version.

Don’t:
- Don’t try to upload more than 50 resumes at once via the bulk resume upload.
- Don’t use unsupported file types or non-public resume links.
- Don’t expect to download/export the entire talent pool in one go—exports are job-based.

1. Import Fails or No Candidates Appear
- Check file format: Use the sample CSV template.
- Missing required fields: Ensure email is present for each candidate.
- Exceeded limits: Split files if over 10,000 candidates per import.
- No success message: Wait for the notification or check for errors in the import dialog.

2. Resumes Not Imported (from Naukri/Job Boards)
- Resume missing in source: Only candidate details (not the resume) may be imported if the resume is missing on the job board.
- Chrome Extension not working: Try reinstalling, updating, or switching browsers. If still broken, contact support—job board UI changes can break the extension.

3. Bulk Import Not Available (Indeed, etc.)
- Current limitation: Some job boards only support one-at-a-time import. Bulk import is under development—contact support for updates or workarounds.

4. Data Not Visible After Import
- Refresh the page or check the correct job/talent pool.
- Wait for processing: Large imports may take time to appear.
- Check for email notifications confirming import completion.

5. Error Messages
- "You will be notified once the import is complete" but nothing happens: Check file size/format, and try splitting the file.
- "Imported successfully" but can’t find candidates: Check the job/talent pool, or search by email/name.

6. Resume Parsing Issues
- Details not extracted: Some resume formats may not parse well. Try re-uploading or contact support for manual review.

7. Data Export Limitations
- Cannot export entire talent pool: Exports are job-based only. Use Compare Candidates > All Candidates > Download as CSV for each job.

1. What is the maximum number of candidates I can import at once?
Up to 10,000 per CSV import; 50 per bulk resume upload session.

2. Can I import resumes and candidate data from another ATS?
Yes, via CSV/Excel import or assisted migration for large/complex datasets.

3. Can I import candidates directly from job boards?
Yes, using the PyjamaHR Chrome Extension for Naukri, Indeed, LinkedIn, Hirist, etc. (Bulk import may be limited on some boards.)

4. Can I import candidates without an email address?
No, email is required as a unique identifier for each candidate.

5. What if my CSV file is too large?
Split into multiple files of 10,000 candidates or fewer.

6. Can I import custom fields?
Yes, but custom fields must be set up in PyjamaHR first—contact support for help.

7. How do I import resumes stored in Google Drive or Dropbox?
Include the public link in the Resume column of your CSV.

8. Can I bulk import from Instahyre, Wellfound, or other platforms?
If you have the resumes, use bulk upload; if not, use the Chrome Extension if supported.

9. What if my import fails with no error message?
Check file format, required fields, and try again. If still stuck, contact support with your file.

10. Can PyjamaHR do the migration for me?
Yes, for large or complex migrations, PyjamaHR offers assisted migration (may be subject to a service fee).

11. How do I avoid duplicate candidates?
PyjamaHR checks for duplicate emails and will not create duplicate profiles.

12. Can I export all my data (including resumes) later?
You can export job-wise data (including resume links) via Compare Candidates > Download as CSV. Full talent pool export is not currently supported.

13. What if I need to migrate notes, tags, or historical data?
Contact support for assisted migration and custom field mapping.

14. Can I import candidates into the Talent Pool without assigning them to a job?
Yes, you can import directly into the Talent Pool.

15. What if my data is in a different format (not CSV/Excel)?
Contact support for guidance or assisted migration.

Recommended Additional Setup:
- Set up custom fields before import if needed
- Organize your jobs and folders for easy assignment
- Schedule a demo or onboarding call for complex migrations

Related Help Articles:
- Import Candidates via Excel/CSV
- Import Candidates via Resume PDF/DOC
- Using the PyjamaHR Chrome Extension
- Comparison View: How to Export Candidate Data

By following this guide, you’ll ensure a smooth, efficient, and error-free transition of your candidate data into PyjamaHR—setting your team up for recruiting success from day one.