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What to Do When Verification or Interview Links Expire in PyjamaHR

Updated over 4 months ago

Executive Summary

PyjamaHR uses time-limited verification and interview links to ensure secure, efficient workflows for candidates, HR teams, and admins. If your verification, interview, or download link has expired, this guide provides actionable steps to resolve the issue, avoid common pitfalls, and understand the process for requesting a new link. Learn how to minimize disruptions and keep your hiring or onboarding process on track.

Detailed Overview

PyjamaHR issues various types of time-sensitive links, including:

  • Account verification links (for new users or admins)

  • AI interview links (for candidates)

  • Assignment or assessment links (for candidates)

  • Download links (for data exports or backups)

These links are valid for a specific duration (e.g., 24, 48, or 72 hours) as communicated in your email or notification. Once expired, these links cannot be reused or extended for security and process integrity reasons.

Why links expire:
- Security: Prevents unauthorized access.
- Workflow management: Ensures timely completion of interviews, assignments, and verifications.
- Data integrity: Protects sensitive information and maintains compliance.

Integration with PyjamaHR:
- Links are sent via email or in-app notifications.
- Expiry times are set by the HR/admin team or system defaults.
- Some links (e.g., AI interviews) cannot be regenerated by support; others (e.g., verification or download links) can be reissued by the HR/admin team.

Business Impact:
- Delays in completing interviews or verifications can impact hiring timelines.
- Expired download links may delay access to critical data.

Step-by-Step Guide: What to Do When Your Link Expires

  • Verification Link: Used to activate your account or verify your email.

  • Interview/Assignment Link: Used to complete an AI interview or assignment.

  • Download Link: Used to access exported data or backups.

2. Check the Expiry Notification

  • Look for the expiry time in your original email or notification.

  • Common messages include:

  • “Link will be valid for 72hrs”

  • “Download window of 6 hours”

  • “Interview link has expired”

3. Take the Appropriate Action

  1. Look for a “Resend” Option:
    - On the login or verification page, click “Resend Verification Link” (if available).
    - (Screenshot: Show the “Resend” button on the verification page)

  2. Check Your Email (Including Spam/Junk):
    - The new link will be sent to your registered email address.

  3. If You Still Don’t Receive the Link:
    - Contact your HR admin or PyjamaHR support with your registered email and a description of the issue.
    - (Screenshot: Example of support contact form)

  1. Understand the Policy:
    - AI interview and assignment links are strictly time-bound and cannot be extended or reused once expired (see conversations 2819, 3186, 2765, 2609).
    - Support cannot reactivate or extend these links.

  2. Contact the HR/Admin Team:
    - If you missed the window due to exceptional circumstances (e.g., network issues, emergencies), politely request the HR/admin to consider rescheduling or providing a new opportunity.
    - (Example message: “I sincerely apologize for missing the interview due to [reason]. Is it possible to reschedule or receive a new link?”)

  3. Monitor for New Opportunities:
    - Keep an eye on your email, LinkedIn, or the PyjamaHR portal for future openings.

  1. Request a New Link:
    - Contact your HR/admin or PyjamaHR support with your user ID and details of the required download.
    - Specify if you need an extended window (e.g., 48 hours for large files).

  2. Wait for Confirmation:
    - The team will generate a new link and share it via email.

Advanced Usage & Best Practices

  • Act Promptly: Always complete verification, interviews, or downloads as soon as possible after receiving the link.

  • Check Spam/Junk Folders: Verification and download links may be filtered by your email provider.

  • Communicate Early: If you anticipate missing a deadline (e.g., due to personal or technical issues), inform your HR/admin immediately.

  • Document Issues: If you encounter technical problems (e.g., network failure during an interview), take screenshots or screen recordings to support your case.

  • Respect Time Windows: PyjamaHR and hiring teams cannot override expiry policies for AI interviews or assignments.

Do’s:
- Use the “Resend” option for verification links where available.
- Contact HR/admin for expired download links or to request rescheduling (if justified).
- Monitor your email closely during hiring or onboarding.

Don’ts:
- Don’t attempt to reuse expired links.
- Don’t delay action until the last minute.
- Don’t contact support for expired AI interview links unless you have a valid, documented reason.

Troubleshooting & Common Issues

Error Messages & Solutions

  • “Link has expired”

  • Solution: Follow the steps above based on link type.

  • Didn’t receive the verification email:

  • Solution: Check spam/junk, use “Resend” option, or contact support.

  • AI Interview expired due to network issues:

  • Solution: Unfortunately, links cannot be reactivated. Contact HR/admin to explain your situation.

  • Download link expired before completion:

  • Solution: Request a new link and specify if you need a longer window.

What If Scenarios

  • What if I missed the interview due to a personal emergency?

  • Contact HR/admin with your explanation. Rescheduling is at their discretion.

  • What if the “Resend” button doesn’t work?

  • Contact support with your registered email and a description of the issue.

  • What if I need a longer download window?

  • Request this when asking for a new link (e.g., “Please provide a 48-hour window for large data downloads”).

When to Contact Support

  • You cannot find or use the “Resend” option for verification.

  • You need a new download link.

  • You have technical issues preventing verification or download (attach screenshots).

Comprehensive FAQ

1. My verification link expired. How do I get a new one?
Use the “Resend Verification Link” option on the login/verification page, or contact support.

2. My AI interview link expired. Can I get a new one?
No, AI interview links cannot be extended or regenerated. Contact HR/admin to request a new opportunity, but this is not guaranteed.

3. I didn’t receive the verification email. What should I do?
Check your spam/junk folder, use the “Resend” option, or contact support.

4. My download link expired before I could finish. Can I get another?
Yes, contact support or your HR/admin to request a new download link.

5. Can I extend the validity of my interview or assignment link?
No, these are strictly time-bound for process integrity.

6. What if I missed the deadline due to network or personal issues?
Contact HR/admin with your explanation. Rescheduling is at their discretion.

7. How long are links valid?
Varies by link type (e.g., 24, 48, 72 hours). Check your original email/notification.

8. Can support override link expiry for interviews?
No, support cannot reactivate expired AI interview or assignment links.

9. What information should I provide when requesting a new link?
Your registered email, user ID, and a clear description of the issue.

10. Is there a way to prevent link expiry?
Complete actions promptly and monitor your email for notifications.

11. What if I need a longer window for a download?
Request a longer window when contacting support (e.g., 48 hours for large files).

12. Can I use the same link on multiple devices?
Yes, but only within the validity period.

Related Features & Next Steps

Pro Tip:
Always act promptly on time-sensitive links and communicate early with your HR/admin if you anticipate any issues. This ensures a smooth experience and minimizes the risk of missing critical steps in your hiring or onboarding journey with PyjamaHR.

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