Executive Summary

Verifying your business e‑mail domain in PyjamaHR is a critical step for ensuring secure, professional communication and unlocking full platform functionality—including job posting, candidate engagement, and team collaboration. This guide provides a comprehensive, actionable walkthrough for domain verification, addresses common issues, and shares best practices based on real customer scenarios.

Detailed Overview

What Is Business E‑Mail Domain Verification in PyjamaHR?

Business e‑mail domain verification is the process of confirming that your organization owns and controls the e‑mail domain (e.g., @yourcompany.com) you use within PyjamaHR. This step is essential for:

Security: Prevents unauthorized access and protects candidate data.
Professionalism: Ensures all communications come from a verified company address.
Platform Access: Required for integrating with job boards, enabling notifications, and using advanced features like SMTP/Outlook integration.

When to Use:
- During initial account setup
- When changing your company’s e‑mail domain
- When integrating custom SMTP or Outlook accounts
- If prompted due to suspicious activity or anti-spam filters

Integration Points:
- Email notifications
- Job posting integrations (e.g., LinkedIn, Indeed)
- Team invitations and admin controls

Step-by-Step Guide: How to Verify Your Business E‑Mail Domain

Prerequisites

You must have a business e‑mail address (not a personal email like Gmail, Yahoo, etc.).
Access to your company’s domain admin or IT team (if DNS or SMTP changes are required).
A functional company website and LinkedIn company page (often required for full business verification).

1. Access the E‑Mail Domain Verification Section

Log in to your PyjamaHR account.
Go to Settings
> Email Integration (or Company Profile > Email Domain Verification).

2. Choose Google Account – Select the Google account you want to integrate with PyjamaHR.

3. Confirm Sign-In – Click Continue to proceed with signing back into PyjamaHR.

4. Grant Access Permissions – Click Allow to let PyjamaHR send emails on your behalf via your Google account.

5. Integration Successful – You’ll be redirected to the PyjamaHR Email Settings page showing Gmail connected to your account.

4. (Optional) Configure Custom SMTP/Outlook Integration

Go to Settings > Email Integration > Custom SMTP/Outlook.
Enter the following details:
- Email Address: The “From” address you want to use (must match your verified domain).
- SMTP Host: e.g., smtp.yourcompany.com
- SMTP Port: Commonly 465 (SSL) or 587 (TLS)
- Username: Your SMTP username (may differ from e‑mail address)
- Password: Your SMTP password
Click Test Connection.
If successful, click Save.
[Screenshot: SMTP configuration fields]

5. Verify Domain Ownership (Advanced/IT Required)

If prompted, you may need to add a DNS TXT record to your domain:
- PyjamaHR will provide a unique verification token.
- Log in to your domain registrar (e.g., GoDaddy, Namecheap).
- Add the TXT record as instructed.
- Return to PyjamaHR and click Verify.
[Screenshot: Example DNS TXT record instructions]

6. Confirmation and Next Steps

Once verified, your domain will show as Verified in the settings.
You can now:
- Invite team members using your company domain
- Send e‑mails from your business address
- Integrate with job boards and other tools

Advanced Usage & Best Practices

Power User Tips

Use Group or Alias Addresses Carefully: If using a group e‑mail (e.g., [email protected]), ensure all recipients can access the verification e‑mail.
Multiple Domains: If your company uses multiple domains (e.g., @company.com and @subsidiary.com), repeat the verification process for each.
SMTP Integration: For Amazon SES or custom SMTP, ensure both the username and “From” address are correctly configured—these may differ.
Super Admin Transition: To change the main admin e‑mail/domain, invite the new address as a super admin, then remove the old one within 20 minutes for a seamless transition.

Do’s and Don’ts

Do:
- Use only business e‑mail addresses for all PyjamaHR communications.
- Ensure your domain is active and your website is live.
- Keep your LinkedIn company page up to date—often required for full verification.

Don’t:
- Use personal e‑mail addresses (e.g., Gmail, Yahoo) for business verification.
- Attempt to verify with a non-functional or placeholder domain.
- Share sensitive SMTP credentials in public chat—use secure channels.

Troubleshooting & Common Issues

Common Error Messages & Solutions

Error Message / Issue	Solution
“Verification e‑mail not received”	Check spam/junk. Confirm correct e‑mail. For group/alias, ensure all members check inbox.
“Authentication failed. Please verify your credentials and try again.”	Double-check SMTP username, password, and port. Confirm with your IT team.
“Your account has been blocked due to suspicious activity.”	Contact support. Provide your business website, LinkedIn URL, and registration documents for manual review.
“Email format has to be [email protected]”	Use a valid business e‑mail, not a personal address.
“Domain does not seem to be functional”	Ensure your website is live and DNS is correctly configured.
“Integration Failed” (Outlook/SMTP)	Disconnect any existing calendar/email integrations, then reconnect with correct credentials.

What If Scenarios

Didn’t receive verification e‑mail:
Check spam/junk.
For aliases, ensure all group members check their inboxes.
If still not received, contact your IT to whitelist PyjamaHR’s sender address.
SMTP username differs from e‑mail address:
Enter the correct SMTP username as provided by your IT or mail provider.
Changing company domain:
Invite the new domain e‑mail as super admin, then remove the old one.
Blocked due to anti-spam filters:
Provide business website, LinkedIn, and registration documents for manual review.
Freelancers or no company domain:
PyjamaHR requires a business domain for verification; personal e‑mails are not supported.

When to Contact Support

If you’re unable to receive the verification e‑mail after following all steps.
If your account is blocked and you cannot resolve via self-service.
If you need to verify a domain but lack access to DNS or IT resources.

Comprehensive FAQ

1. Why do I need to verify my business e‑mail domain?
To ensure secure, professional communication and unlock all PyjamaHR features.

2. Can I use a personal e‑mail address (Gmail, Yahoo, etc.)?
No, only business e‑mail domains are supported for verification.

3. What if my company uses multiple domains?
You must verify each domain separately.

4. I didn’t receive the verification e‑mail. What should I do?
Check spam/junk, confirm the address, and ensure group/alias members check their inboxes.

5. What is the difference between SMTP username and e‑mail address?
Some mail providers (e.g., Amazon SES) use a separate username for SMTP authentication—use the correct one as provided.

6. Can I change my admin e‑mail/domain?
Yes. Invite the new e‑mail as super admin, then remove the old one within 20 minutes.

7. My account is blocked due to suspicious activity. How do I resolve this?
Contact support with your business website, LinkedIn URL, and registration documents for manual review.

8. What documents are accepted for business verification?
Any official document proving legal registration (e.g., incorporation certificate, EIN, trade license).

9. What if my website is not live yet?
A live, functional website is required for verification.

10. Can I use a group or alias e‑mail for verification?
Yes, but ensure all recipients can access the verification e‑mail.

11. How do I integrate with Outlook or custom SMTP?
Use the “Email Integration” section in settings, and enter all required fields (address, SMTP host, port, username, password).

12. What if my LinkedIn company page is not set up?
Set up and optimize your LinkedIn company page; it’s often required for full business verification.

13. What if my business is a startup or newly registered?
Provide your registration documents, live website, and LinkedIn page—even if recently created.

14. What if I’m a freelancer or sole proprietor?
PyjamaHR requires a business domain and registration; freelancers using personal e‑mail are not supported.

Team Invitations: Once your domain is verified, invite team members using their business e‑mail addresses.
Job Board Integrations: Verified domains are required for posting jobs to LinkedIn, Indeed, and other platforms.
Custom SMTP/Outlook Integration: Enhance deliverability and branding by sending e‑mails from your verified business address.
Business Verification: For full access, ensure your website and LinkedIn company page are also verified.

Real-World Scenarios & Examples

Changing Domains: “We changed our company domain. To update, we invited the new e‑mail as super admin, completed verification, and removed the old admin within 20 minutes.”
SMTP Integration: “My SMTP username was different from my e‑mail address (Amazon SES). Entering the correct username resolved the authentication error.”
Blocked Account: “Our account was blocked due to anti-spam filters. We provided our business website, LinkedIn, and registration documents, and support manually verified and unblocked us within 15 minutes.”
Group E‑mail Verification: “We used a group e‑mail for HR. All group members checked their inboxes to find the verification e‑mail.”

Summary

Verifying your business e‑mail domain in PyjamaHR is essential for secure, professional, and fully functional use of the platform. By following the steps and best practices outlined above—and proactively addressing common issues—you can ensure a smooth onboarding experience and minimize disruptions to your hiring workflow.

If you encounter any issues not covered here, our support team is ready to assist you with advanced troubleshooting and manual verification.

Still need help?
Contact PyjamaHR Support with your business website, LinkedIn URL, and registration documents for prompt assistance.

Verifying Your Business E‑Mail Domain in PyjamaHR: Step-by-Step Guide, Troubleshooting, and Best Practices