Connecting your Outlook Exchange Calendar to PyjamaHR enables seamless interview scheduling, real-time availability syncing, and automated calendar invites—streamlining your recruitment workflow. This guide covers everything you need to know: step-by-step setup, common pitfalls, troubleshooting, and best practices, all based on real customer experiences.

What is the Outlook Exchange Calendar Integration?
The Outlook Exchange Calendar integration allows PyjamaHR users to sync their Outlook (Microsoft 365/Exchange Online) calendars with the platform. This enables automatic interview scheduling, accurate availability display, and direct calendar invites for candidates and interviewers.

Why Use It?
- Eliminate double-booking: PyjamaHR reads your Outlook calendar to block out busy times.
- Automate scheduling: Send candidates a booking link that reflects your real-time Outlook availability.
- Centralize interview management: All scheduled interviews appear in both PyjamaHR and your Outlook calendar.
- Integrate with MS Teams/Zoom: Automatically include meeting links in invites (if configured).

When to Use It?
- When your organization uses Outlook/Exchange for email and calendar.
- If you’ve switched from Gmail/Google Calendar to Outlook.
- To enable “Calendly-like” scheduling flows for candidates and interviewers.

Integration with Other PyjamaHR Features:
- Interview Scheduling: Use your Outlook calendar to show real-time availability.
- Email Invites: Send automated calendar invites with Teams/Zoom links.
- Productivity Tracking: Ensure accurate interview data in PyjamaHR reports.

If you previously connected Google Calendar or a different Outlook account:
1. Go to Settings (click your name in the top right corner).
2. Select Account Settings > Email.
3. Click Disconnect next to the currently connected calendar.

Screenshot suggestion: Show the Account Settings > Email section with the Disconnect button.

Screenshot suggestion: Highlight the “Connect” button for Outlook.

Admin Approval Steps (for IT/Admins):
- Approve the PyjamaHR app in Azure Entra/Microsoft Entra.
- Ensure the OAuth authorization URL does not force unnecessary consent prompts (avoid prompt=consent or prompt=admin_consent unless required).

Screenshot suggestion: Show the Microsoft permissions prompt.

Do:
- Disconnect any previous calendar integration before connecting a new one.
- Ensure your Outlook calendar is up to date—PyjamaHR reads your busy/free times directly.
- Contact your IT admin early if you anticipate needing admin approval.

Don’t:
- Attempt to connect Outlook if you don’t have the required permissions.
- Expect Google and Outlook calendars to be connected simultaneously.
- Ignore admin approval prompts—these must be resolved by your IT team.

Possible Causes:
- Existing calendar integration not disconnected.
- Attempting to connect with a different email than previously used.
- Admin approval required but not granted.

Solutions:
- Disconnect any existing calendar integration first.
- Try connecting with the same email as your previous integration, or fully disconnect and reconnect with the new email.
- Contact your IT admin to approve the PyjamaHR app in Microsoft Entra.

Symptoms:
- PyjamaHR shows you as available when you’re busy in Outlook.
- Candidates can book outside your set working days (e.g., weekends).

Solutions:
- Double-check your Outlook calendar for correct busy/free times.
- Ensure your working hours are set correctly in PyjamaHR settings.
- If issues persist, contact support with screenshots and details.

Q1: I switched from Gmail to Outlook—how do I connect my new calendar?
A: Disconnect Google Calendar in Account Settings, then connect Outlook as described above.

Q2: Why does PyjamaHR show me as available when I’m busy in Outlook?
A: This may be due to a sync delay or a bug. Ensure your Outlook calendar is up to date and contact support if the issue persists.

Q3: I get an “Integration Failed” error—what should I do?
A: Disconnect any previous calendar integration, ensure you’re using the correct email, and try again. If you still see the error, contact support.

Q4: The “Connect” button is greyed out—why?
A: You already have a calendar connected. Disconnect it first.

Q5: I’m being asked for admin approval—who can help?
A: Only your organization’s IT admin can approve the PyjamaHR app in Microsoft Entra.

Q6: Can I connect both Google and Outlook calendars?
A: No, only one calendar integration is supported at a time.

Q7: My interview invites don’t include Teams/Zoom links—how do I fix this?
A: Ensure you’ve connected Teams/Zoom in PyjamaHR. If the issue persists, contact support.

Q8: My availability settings in PyjamaHR aren’t respected—why?
A: Double-check both your PyjamaHR and Outlook calendar settings. If candidates can book outside your set days, contact support.

Q9: I can’t click the “Schedule and Notify” button—what’s wrong?
A: This may be a temporary bug. Try refreshing, clearing your cache, or using a different browser.

Q10: I need to connect Outlook and MS Teams—how?
A: Connect Outlook first, then connect Teams in PyjamaHR’s integrations section.

Q11: I need to change the email used for calendar integration—how?
A: Disconnect the current integration, then connect with the new email.

Q12: I don’t see my interview data in PyjamaHR—could this be related?
A: If your calendar integration is disconnected, interview data may not sync. Reconnect and refresh.

Recommended Articles:
- How to Connect Google Calendar to PyjamaHR
- Setting Up MS Teams Integration
- Troubleshooting Email & Calendar Integrations
- Interview Scheduling Best Practices

If you encounter any issues not covered here, please contact PyjamaHR Support with:
- Screenshots or screen recordings of the issue
- The exact error message (if any)
- The email address you’re trying to connect

Proactive Tip:
Coordinate with your IT admin before starting the integration—this avoids most approval and permission issues.

By following this guide, you’ll ensure a smooth, reliable Outlook Exchange Calendar integration with PyjamaHR—enabling efficient, error-free interview scheduling for your entire team.