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 “Templates” > “Interview Templates.”
Create a New Template:
- Click “Create New Template.”
- Important: Enter a unique name in the “Template Name” or header field.
- Press Enter after typing the name.
[Screenshot: Template creation screen with the name field highlighted]
Add Interview Questions/Structure:
- Fill in your interview questions or structure as needed.
Save the Template:
- The “Save as New Template” button will become active only after you enter a name and press Enter.
- Click “Save as New Template.”
- If the button is greyed out, double-check that you have entered a name and pressed Enter.
Apply Template When Scheduling:
- When scheduling an interview, select your saved template from the dropdown list.

Note: If you only see the “Overwrite Current Template” option, it means you haven’t entered a new name or pressed Enter.

2. Managing and Using Email Templates

Access Email Templates:
- Go to “Settings” > “Templates” > “Email Templates.”
Create or Edit Templates:
- To create a new template, enter a unique name and press Enter.
- Compose your email content.
- Click “Save as New Template.”
Apply Email Templates:
- When sending emails to candidates, select the desired template from the dropdown.

Tip: PyjamaHR also supports Gmail templates integration. Enable this in your account settings if you use Gmail for candidate communication.

3. Reusing Screening Questions for Similar Roles

Current Limitation: PyjamaHR does not yet have a standalone repository for screening questions.

Workaround:
- Clone an Existing Job:
1. Go to the job you want to clone.
2. Click “Clone Job.”
3. The screening questions from the original job will be copied to the new job.
4. Edit other job details as needed.

Note: This is the recommended method for reusing screening questions until a dedicated repository feature is available.

4. 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, 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: “Save as New Template” Button is Greyed Out

Solution:
- Ensure you have entered a template name in the header field and pressed Enter.
- If still unavailable, refresh the page or try in a different browser.

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.

Issue: Screening Questions Not Reusable Across Jobs

Solution:
- Use the “Clone Job” feature to duplicate jobs with their screening questions.

When to Contact Support

If templates are not appearing where expected after following the above steps
If you encounter persistent errors or UI issues
If you need help with Gmail template integration

Comprehensive FAQ

1. Why can’t I save a new template?
You must enter a unique name and press Enter before the “Save as New Template” button becomes active.

2. Can I reuse screening questions across different jobs?
Currently, only by cloning an existing job. A dedicated repository feature is not yet available.

3. Why are my templates visible in Settings but not when scheduling interviews?
This may be a syncing or UI issue. Try refreshing, logging out/in, or contact support with a screen recording.

4. How do I update an existing template?
Edit the template and use “Overwrite Current Template.” To create a new version, change the name and save as new.

5. Can I share templates with other team members?
Templates created in Settings are available to all users with appropriate permissions.

6. What if I accidentally overwrite a template?
There is no undo. Always double-check the template name before saving.

7. Can I use Gmail templates with PyjamaHR?
Yes, enable Gmail template integration in your account settings.

8. Why are my screening questions not showing up for candidates?
Ensure the questions are mapped correctly and that the job is published on supported job boards.

9. Can candidates skip mandatory screening questions?
If a question is set as mandatory, candidates should not be able to skip it. If they are, contact support.

10. How do I move candidates in bulk between folders?
Deselect any pre-selected users before selecting the ones you want to move.

11. What should I do if I encounter errors while scheduling interviews?
Provide a screen recording to support for faster troubleshooting.

Job Cloning: For reusing entire job setups, including screening questions.
Gmail Template Integration: For advanced email workflows.
Bulk Candidate Actions: For efficient candidate management.
Settings > Templates: Central hub for managing all templates.

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.

How to Use Templates for Recurring or Similar Roles in PyjamaHR