Executive Summary

PyjamaHR’s self-scheduling feature lets you send candidates a link to pick their own interview slot, streamlining coordination and reducing back-and-forth. This guide covers exactly how to use self-schedule links, best practices for setup, and how to avoid the most common issues reported by real PyjamaHR users—so you can deliver a seamless candidate experience and keep your hiring process on track.

Detailed Overview

What Are Self-Schedule Links in PyjamaHR?

Self-schedule links allow candidates to select their own interview time from a set of slots you define. Instead of manually coordinating via email or phone, you send a unique link generated by PyjamaHR. The candidate sees only the times you’ve made available and books directly—saving time for both parties.

When and Why to Use Self-Schedule Links:
- When you want to reduce scheduling friction and delays.
- For high-volume hiring or when multiple interviewers are involved.
- To empower candidates and improve their experience.
- When your team’s availability is limited or variable.

Integration with Other PyjamaHR Features:
- Works with the “Schedule Interview” workflow in candidate profiles.
- Integrates with interviewer calendars (Google/Outlook).
- Uses PyjamaHR email templates for automated communication.
- All scheduled interviews are tracked in the candidate’s profile and the “Events” section.

Business Impact:
- Faster time-to-interview.
- Fewer scheduling errors.
- Improved candidate satisfaction.
- Less manual work for recruiters and coordinators.

Step-by-Step Guide: Sending Self-Schedule Links

Prerequisites

You must have the “Schedule Interview” permission.
Interviewers’ working hours and time zones should be correctly set in PyjamaHR.
Ensure your calendar integration (Google/Outlook) is active if you want automatic calendar blocking.

Steps

Go to the Candidate Profile
- Navigate to the relevant job and select the candidate.
- [Screenshot: Candidate profile page]
Click “Schedule Interview”
- Find and click the “Schedule Interview” button.
- [Screenshot: Location of the button]
Choose “Let candidates pick a time”
- In the scheduling dialog, select the option labeled “Let candidates pick a time.”
- [Screenshot: Scheduling dialog with option highlighted]
Set Available Dates and Time Slots
- Specify the dates and time ranges when interviews can be booked.
- You can set different times for different days.
- Double-check the time zone setting—ensure it matches your interviewer’s working hours.
- [Screenshot: Date/time selection with time zone dropdown]
Select Interviewer(s)
- Assign the interviewer(s) for this event.
- Their calendar(s) will be checked for conflicts if integrated.
Review and Customize the Email Template
- The system will use a default or custom email template to send the link.
- You can edit the subject and body before sending.
- [Screenshot: Email preview/edit screen]
Send the Self-Schedule Link
- Click “Send” to email the candidate.
- The candidate receives a unique link to pick their slot.
Track Scheduled Interviews
- Once the candidate books, the interview appears in the “Events” section and on the candidate’s profile.
- Both candidate and interviewer receive calendar invites.

Alternate Pathways:
- Bulk Scheduling: Repeat the process for multiple candidates (no bulk send yet—one at a time).
- Rescheduling: If you need to change available slots after sending, you must create a new link and send it again (see Troubleshooting).

Advanced Usage & Best Practices

Power User Tips

Set Precise Working Hours: Always double-check the interviewer’s working hours and time zone before sending links. Misalignment can let candidates book outside intended times.
Use Team/Org Email Templates: Email templates are shared at the team and organization level—create and reuse them for consistency.
Calendar Integration: Ensure all interviewers have connected their calendars to avoid double-booking and to block time automatically.
Event Expiry: If an event expires (e.g., past date), create a new event rather than editing the old one.

Do’s and Don’ts

Do:
- Confirm time zones for both candidate and interviewer.
- Preview the candidate’s view of the link before sending.
- Communicate clearly if you need to send a new link (e.g., after changing availability).

Don’t:
- Don’t assume changes to your calendar or working hours will update existing links—send a new link if availability changes.
- Don’t ignore calendar placeholders—if your calendar is being blocked incorrectly, contact support.
- Don’t use outdated or incorrect email templates (check for correct placeholders).

Troubleshooting & Common Issues

1. Candidate Books Outside Working Hours

Cause: Time zone misconfiguration or bug.
Solution: Double-check the time zone setting when creating the event. If the issue persists, contact support with screenshots.

2. Candidate Sees More Slots Than Intended

Cause: Incorrect date/time selection or system bug.
Solution: Review the slots you selected before sending. If the link still shows unwanted times, delete the event and create a new one.

3. Calendar Blocked for Wrong Person

Cause: Event assigned to the wrong interviewer or calendar integration issue.
Solution: Ensure you select the correct interviewer. If your calendar is blocked for interviews you’re not conducting, contact support.

4. Cannot Update Availability After Sending Link

Limitation: Once a link is sent, you can only reschedule the booked slot, not the available slots.
Solution: Create a new self-schedule link with the updated availability and send it to the candidate.

5. Email Template Issues (Wrong Name/Placeholders)

Cause: Email template pulling incorrect fields.
Solution: Review and update templates. If placeholders are broken, report to support.

6. Event Expired—Can’t Create New One

Cause: Old event not deleted or expired.
Solution: Delete the expired event and create a new one.

Comprehensive FAQ

Q1: Can I change the available time slots after sending a self-schedule link?
A: No. You must create and send a new link if you want to update the available slots.

Q2: Why did a candidate book a slot outside my working hours?
A: This is usually due to a time zone mismatch. Always confirm the time zone before sending the link.

Q3: Why does my calendar get blocked for interviews I’m not conducting?
A: This can happen if you’re selected as the interviewer by mistake or due to a system issue. Double-check interviewer selection and contact support if needed.

Q4: Can I share email templates with my team?
A: Yes, templates are available at the team and organization level.

Q5: Why do candidates see more (or fewer) slots than I selected?
A: This may be due to a bug or incorrect slot selection. Review your selections and, if the issue persists, recreate the event.

Q6: What happens if the event expires?
A: You’ll need to create a new event and send a new link.

Q7: Can I bulk send self-schedule links to multiple candidates?
A: Currently, you need to send links one candidate at a time.

Q8: How do I track which candidates have booked slots?
A: All scheduled interviews appear in the candidate’s profile and the “Events” section.

Q9: What if the candidate doesn’t receive the email?
A: Check the candidate’s email address and spam folder. You can resend the link from the candidate’s profile.

Q10: Can candidates reschedule after booking?
A: Yes, candidates can use the reschedule option in their confirmation email.

Q11: Why is the wrong name showing in the interview invitation email?
A: This may be due to a template placeholder issue. Review and update the template or contact support.

Q12: What if I see a placeholder bug like $event_link in the email?
A: This indicates a template issue. Update the template or report to support.

Calendar Integration: Connect your Google or Outlook calendar for automatic blocking and conflict detection.
Email Templates: Standardize communication with shared templates.
Candidate Communication Tracking: All emails and events are logged in the candidate’s profile.
Interview Feedback Forms: Use after the interview for structured evaluation.

Still have questions?
If you encounter issues not covered here, contact PyjamaHR Support with screenshots and a description of your workflow for fastest resolution.

Real-World Example:
A recruiter set their working hours as 8:30AM–5:30PM but a candidate booked a 6:30AM slot due to a time zone mismatch. Always double-check the time zone before sending links to avoid this!

This guide is based on real customer experiences and the latest PyjamaHR platform updates. Follow these steps and best practices to ensure a smooth, professional interview scheduling process every time.

How to Send Self-Schedule Interview Links to Candidates in PyjamaHR (and Avoid Common Pitfalls)