Executive Summary
PyjamaHR’s template features help you save time and maintain consistency when hiring for recurring or similar roles. By creating and managing templates for interviews, emails, and screening questions, you can streamline your recruitment process, reduce repetitive work, and ensure a standardized candidate experience across multiple job postings.
Detailed Overview
What Are Templates in PyjamaHR?
Templates in PyjamaHR are reusable sets of information—such as interview structures, email communications, and screening questions—that can be quickly applied to new or similar job postings. This is especially valuable for organizations that frequently hire for the same roles or need to ensure process consistency across teams.
Key Use Cases:
- Hiring for the same position multiple times (e.g., “Account Officer,” “Graphic Design Intern”)
- Standardizing interview questions and evaluation criteria
- Reusing email communication formats for candidate outreach
- Maintaining a consistent set of screening questions for similar job types
Integration with Other PyjamaHR Features
Job Cloning: When you clone a job, associated templates (including screening questions) are duplicated, saving setup time.
Email & Interview Templates: Templates can be managed in the Settings area and applied during scheduling or communication.
Screening Questions: While there is no standalone repository for screening questions, cloning jobs is the current workaround.
Business Impact
Efficiency: Reduces manual entry and repetitive setup
Consistency: Ensures all candidates for similar roles are evaluated using the same criteria
Quality: Minimizes errors and missed steps in the hiring process
Comprehensive Step-by-Step Guide
1. Creating and Saving Interview Templates
Prerequisites: You must have the necessary permissions to create or edit templates.
Navigate to Settings:
- Go to the “Settings” section in your PyjamaHR dashboard.
- Select “Email Templates”Create a New Template:
- Click “Create New Template.”
- Important: Enter a unique name in the “Template Name” or header field, Type and other details.**For setting up interview templates, choose Schedule Quick Interview as Type.
3. Save the Template:
- Click “Save Template”.
4. Apply Template When Scheduling:
- When scheduling an interview, select your saved template from the dropdown list.
Tip: PyjamaHR also supports Gmail templates integration. Enable this in your account settings if you use Gmail for candidate communication.
3. Viewing and Selecting Templates During Scheduling
When scheduling interviews, you should see a list of your saved templates in the dropdown.
If templates are visible in Settings but not during scheduling
a. check if you have selected the correct type for interview templates OR
b. this may indicate a syncing issue or a bug (see Troubleshooting below).
Advanced Usage & Best Practices
Power User Tips
Naming Conventions: Use clear, role-specific names (e.g., “Account Officer – Interview v2”) to easily identify templates.
Template Updates: To update a template, edit it and use “Overwrite Current Template.” To create a variant, change the name and save as new.
Bulk Actions: While moving candidates between folders, ensure you deselect any pre-selected users to avoid errors.
Optimization Strategies
Standardize Across Teams: Share template names and usage guidelines with your team for consistency.
Integrate with Gmail: For advanced email workflows, enable Gmail templates in PyjamaHR settings.
Do’s and Don’ts
Do:
- Always enter a unique name and press Enter before saving a new template.
- Clone jobs to reuse screening questions.
- Regularly review and update templates for accuracy.
Don’t:
- Don’t overwrite templates unless you intend to update them for all future use.
- Don’t expect screening questions to be available as standalone templates (yet).
Troubleshooting & Common Issues
Issue: Templates Visible in Settings but Not During Scheduling
Solution:
- This may be a syncing issue. Try logging out and back in.
- If the problem persists, provide a screen recording to support for investigation.
Issue: Accidentally Overwriting a Template
Solution:
- Always double-check the template name before saving.
- To create a new version, change the name before saving.
When to Contact Support?
If templates are not appearing where expected after following the above steps
If you encounter persistent errors or UI issues
Comprehensive FAQs
1. Why are my templates visible in Settings but not when scheduling interviews?
Check if you have selected the type as "Schedule Quick Interview" while setting up the template.
This can also be a syncing or UI issue if you've checked the above setting. Try refreshing, logging out/in, or contact support with a screen recording.
2. How do I update an existing template?
Edit the template by clicking on View and Edit” To create a new version, change the name and save as new.
3. Can I share templates with other team members?
Templates created in Settings are available to all users with appropriate permissions.
4. What should I do if I encounter errors while scheduling interviews?
Provide a screen recording to support for faster troubleshooting via the in-app chat or write an email to [email protected]
Related Features & Next Steps
Bulk Candidate Actions: For efficient candidate management.
Settings > Templates: Central hub for managing all templates.
Recommended Articles:
- Bulk Actions for Candidate Management
Still have questions?
If you followed all steps and still face issues, contact PyjamaHR support with detailed information and, if possible, a screen recording. Our team is here to help you optimize your hiring process!
This article is based on real customer conversations and addresses the most common issues and best practices for using templates for recurring or similar roles in PyjamaHR. For feature requests, please let our support team know so we can continue to improve your experience.