Executive Summary
Adding the right departments and hiring managers to your jobs in PyjamaHR ensures accurate job categorization, streamlined team collaboration, and secure access control. This guide covers everything you need to know—from creating and managing departments to assigning hiring managers—so your team can work efficiently and avoid common pitfalls.
Detailed Overview
What Are Departments and Hiring Managers in PyjamaHR?
Departments: Used to categorize jobs (e.g., Engineering, Sales, NOC, SOC) for internal reporting and for filtering jobs on your careers page. They help candidates and your team quickly find relevant roles.
Hiring Managers: Team members assigned to oversee specific jobs. Only hiring managers (and those added to the hiring team) can access candidate feedback, download reports, and manage the hiring process for those jobs.
Why It Matters
Access Control: Only users added to a job as hiring managers or hiring team members can view sensitive information (e.g., candidate feedback, download reports).
Collaboration: Assigning the right people ensures everyone involved can contribute and track progress.
Reporting & Careers Page: Departments are used for filtering and reporting, and are visible to candidates on your careers page.
Integration with Other Features
User Roles: Access to jobs and candidates is determined by role (Admin, Hiring Manager, Recruiter, Interviewer, External Recruiter).
Careers Page: Departments appear as filters for candidates.
Reports: Only those assigned to a job can download candidate data or see feedback.
Step-by-Step Guide: Adding Departments and Hiring Managers
Prerequisites
You must have Admin or appropriate permissions to create jobs and assign team members.
To add a hiring manager, the user must be part of your PyjamaHR organization (or be invited).
1. Adding a Department to a Job
A. While Creating a New Job
Go to the “Create Job” page.
Find the “Department” field.
- If your department is listed in the dropdown, select it.
- If not, type the department name (e.g., “NOC”, “SOC”, “Management”) and press Enter.Note: In some accounts, only pre-set departments are available. If you cannot add a new one, contact support with the department name you need added.
Complete the rest of the job details and publish or save the job.
B. Editing an Existing Job
Navigate to the job you want to edit.
Click Edit Job.
In the Department field, select or type the department as above.
Save changes.
Screenshot Callouts:
- Show the “Department” dropdown and where to type a new department.
- Show the “Edit Job” screen with the department field highlighted.
2. Assigning Hiring Managers to a Job
A. Adding Existing Team Members
Open the job you want to assign a hiring manager to.
Go to the “Manage Hiring Team” or similar section.
Click Add Team Member.
Select the user and assign the Hiring Manager role.
Save.
B. Inviting a New Hiring Manager
In the Manage Hiring Team section, click Invite Team Member.
Enter the user’s email address.
- If the email is already associated with another company in PyjamaHR, you cannot add them unless they leave the other organization.
- If the user has been invited but not signed up, ask them to complete the signup process using the invite link.Assign the Hiring Manager role.
Send Invite.
Screenshot Callouts:
- “Manage Hiring Team” section.
- Invite dialog with role selection.
3. Assigning External Recruiters or Interviewers (Advanced)
External recruiters can only be assigned to specific jobs and cannot create jobs.
Interviewers can be added as unbilled users for interview purposes.
Advanced Usage & Best Practices
Power User Tips
Custom Departments: If you frequently need new departments, keep a list and send them to support for bulk addition.
Access Control: Only add users to jobs they need access to—this keeps sensitive data secure and reduces confusion.
Billing Awareness: Hiring Manager is a billable role; Interviewer and External Recruiter are not. Assign roles accordingly to manage costs.
Department Naming Consistency: Use consistent department names to avoid confusion on the careers page and in reports.
Do’s and Don’ts
Do:
- Add all relevant hiring team members to each job for full access.
- Use department names that match your organization’s structure.
- Remove users from jobs when they no longer need access.
Don’t:
- Don’t assume Admin or HR Manager access alone grants job access—users must be added to each job.
- Don’t invite users with emails already linked to another PyjamaHR organization.
- Don’t create duplicate department names (e.g., “HR” and “Human Resources”).
Troubleshooting & Common Issues
1. Cannot See Candidate Feedback or Download Reports
Solution: You must be added to the job as a hiring manager or hiring team member, regardless of your admin or HR manager status.
2. Department Not in Dropdown / Can’t Add New Department
Solution: Type the department name and press Enter. If this doesn’t work, contact support to add the department for you.
3. Cannot Add a Hiring Manager (Email Already in Use)
Solution: The email is linked to another company in PyjamaHR. The user must leave the other organization or use a different email.
4. Invited User Not Appearing
Solution: Ask the user to complete the signup process using the invite link. You can track pending invites in the “Team Member” settings.
5. Department Showing on Careers Page but No Jobs Listed
Solution: Ensure jobs are assigned to the department. Only jobs with the department selected will appear under that filter.
6. Cannot Delete a Department
Solution: Deleting departments is not currently supported. You can remove the department from all jobs to hide it from the careers page.
7. Billing Issues with User Roles
Solution: Only Hiring Managers are billable. Downgrade roles if needed to reduce costs.
Comprehensive FAQ
Q1: Can I add a new department not listed in the dropdown?
A: Yes, type the department name and press Enter. If this doesn’t work, contact support.
Q2: Can I delete or rename a department?
A: Deleting or renaming departments is not currently supported. You can remove the department from all jobs to hide it.
Q3: Why can’t I see candidate feedback or download reports?
A: You must be added to the job as a hiring manager or hiring team member.
Q4: What if the hiring manager’s email is already in use?
A: The user must leave their previous PyjamaHR organization or use a different email.
Q5: How do I assign an external recruiter or interviewer?
A: Add them via the “Manage Hiring Team” section and assign the appropriate role.
Q6: Why is a department visible on the careers page with no jobs?
A: No jobs are currently assigned to that department.
Q7: Can I customize the department list for my company?
A: Only by adding departments during job creation or by contacting support.
Q8: Are there billing implications for adding hiring managers?
A: Yes, Hiring Manager is a billable role. Interviewer and External Recruiter are not.
Q9: Can hiring managers create jobs?
A: Yes, hiring managers can create jobs.
Q10: Can I restrict recruiters to only see jobs they’re assigned to?
A: Use the Hiring Manager role for this purpose.
Q11: How do I track which recruiter added a candidate?
A: Check the candidate’s timeline section.
Q12: What if I can’t add a department or team?
A: Contact support with your requirements.
Related Features & Next Steps
User Access & Roles: Understanding Access Types in PyjamaHR
Careers Page Customization: Assign departments for better filtering.
Reports: Only accessible to users assigned to jobs.
External Recruiter Management: Assign specific jobs for external recruiters.
Recommended Next Steps:
- Review your current department list for consistency.
- Audit hiring team assignments for each job.
- Contact support for bulk department additions or access issues.
Still have questions?
If you encounter issues not covered here, please contact PyjamaHR Support with screenshots and a description of your scenario for personalized assistance.
This article is based on real customer scenarios and workflows to ensure you have all the answers you need for managing departments and hiring managers in PyjamaHR.