Executive Summary
PyjamaHR’s candidate time-zone detection and display feature is designed to simplify interview scheduling for global teams and candidates. By automatically detecting and displaying time zones for both interviewers and candidates, PyjamaHR aims to eliminate confusion, prevent scheduling mishaps, and ensure everyone is on the same page—no matter where they are in the world.
Detailed Overview
What Is Candidate Time-Zone Detection and Display?
Candidate time-zone detection and display in PyjamaHR refers to the platform’s ability to:
- Detect the time zone of both the interviewer and the candidate (based on user profile, browser, or manual selection).
- Display all interview times in the correct local time zone for each participant, both during scheduling and in all related communications (confirmation emails, calendar invites, etc.).
- Respect interviewer-set availability and working hours when candidates self-schedule interviews.
When and Why to Use It
Global hiring: When interviewers and candidates are in different countries or regions.
Self-scheduling: When candidates are allowed to pick their own interview slots.
Reducing errors: To avoid interviews being scheduled outside of working hours or at inconvenient times due to time-zone mismatches.
Integration with Other PyjamaHR Features
Calendar Integration: Syncs with interviewer’s calendar and respects their set availability.
Email Notifications: Sends confirmation and reminder emails with the correct local time zone for each recipient.
Interview Scheduling Links: Candidates see available slots in their own time zone.
Business Impact and Benefits
Reduces no-shows and confusion by ensuring everyone sees the correct time.
Saves recruiter time by preventing manual corrections and rescheduling.
Improves candidate experience with clear, accurate communication.
Step-by-Step Guide: How to Schedule Interviews with Accurate Time-Zone Detection
Prerequisites
Interviewer and candidate profiles should have accurate location/time-zone information.
Interviewer’s working hours and availability must be set correctly in PyjamaHR.
Ensure browser/device time zones are set correctly for both parties.
1. Setting Your Time Zone and Availability
Go to your Profile Settings
- Click on your avatar or initials in the top-right corner.
- Select Settings > Profile.Set your time zone
- Under “Time Zone,” select your current time zone (e.g., “Europe/Bucharest (GMT+2)” or “America/New_York (EST)”).
- [Screenshot: Profile Settings > Time Zone dropdown]Set your working hours
- Navigate to Calendar & Availability.
- Define your available days and time slots (e.g., 8:30 AM – 5:30 PM).
- [Screenshot: Calendar & Availability page]
2. Scheduling an Interview
A. Recruiter Schedules Directly
Go to the Candidate Profile
- Open the candidate’s profile and click Schedule Interview.Choose Date, Time, and Time Zone
- Select the date and time for the interview.
- Confirm the time zone displayed matches your intended zone.
- [Screenshot: Schedule Interview modal with Time Zone selector]Send Invite
- Candidate receives invite in their local time zone.
B. Allowing Candidates to Self-Schedule
Create an Interview Event with Self-Scheduling
- In the interview scheduling modal, select Allow candidate to choose time slot.Set Available Slots
- Define specific days and times candidates can choose from.
- Ensure slots are within your working hours and correct time zone.
- [Screenshot: Self-Scheduling setup with available slots and time zone]Send Scheduling Link
- Candidate receives a link to pick a slot.
- The link displays times in the candidate’s detected local time zone.
- [Screenshot: Candidate’s view of available slots in their time zone]
3. Candidate Books a Slot
Candidate selects a slot; confirmation screen and emails show the time in their local time zone.
Interviewer receives notification in their own time zone.
4. Confirming and Rescheduling
Both parties can confirm or reschedule; all times are displayed in their respective local time zones.
If rescheduling, always double-check the displayed time zone before confirming.
Advanced Usage & Best Practices
Power User Tips
Always double-check your profile time zone before scheduling, especially after travel or daylight saving changes.
Set explicit working hours to prevent candidates from booking outside your preferred times.
Test the candidate scheduling link using an incognito window or a device set to a different time zone to verify the candidate experience.
Optimization Strategies
Use organization-level email templates to ensure consistent communication about time zones.
Encourage candidates to check their device/browser time zone if they report mismatches.
Do’s and Don’ts
Do:
- Set your time zone and working hours before sending invites.
- Communicate clearly with candidates about the time zone shown in invites.
- Use the “Allow candidate to choose time slot” feature only after confirming your availability is correct.
Don’t:
- Assume the default time zone is always correct—always verify.
- Ignore candidate complaints about time mismatches; investigate immediately.
- Overlook confirmation emails—check that the time zone is displayed as intended.
Troubleshooting & Common Issues
Common Problems and Solutions
1. Interview Scheduled in the Wrong Time Zone
Symptoms: Interview appears in India time (IST) instead of your local time (e.g., GMT/London, CST, EST).
Solution:
Check your profile and calendar settings for correct time zone.
Ensure the candidate’s browser/device time zone is set correctly.
If using self-scheduling, verify that available slots are set in your intended time zone.
2. Candidate Books Outside Interviewer’s Working Hours
Symptoms: Candidate selects a slot at 6:30 AM when interviewer’s hours start at 8:30 AM.
Solution:
Double-check your working hours in PyjamaHR.
Ensure the “Allow candidate to choose time slot” feature is respecting your set availability.
3. Confirmation Emails Show Wrong Time Zone
Symptoms: Confirmation email displays time in IST or GMT, not the intended local time.
Solution:
Report the issue to support with screenshots and interview details.
Check if the issue is only in the email or also in the calendar invite and platform.
4. Time Zone Changes After Rescheduling
Symptoms: Time zone switches (e.g., from GMT+2 to Asia/Kolkata) after confirming reschedule.
Solution:
Before confirming, verify the displayed time zone.
If the issue persists, contact support with before/after screenshots.
5. Interview Slots Available on Unintended Days
Symptoms: Candidates can pick slots on days not set by the interviewer.
Solution:
Review and update available slots in the self-scheduling setup.
If the issue continues, report to support with the scheduling link and details.
Recovery Procedures
If an interview is scheduled at the wrong time:
Reschedule using the correct time zone settings.
Communicate with the candidate to clarify the correct time.
If confirmation emails are incorrect:
Send a manual follow-up email with the correct time and time zone.
When to Contact Support
If you have verified all settings and issues persist.
If confirmation emails or calendar invites consistently show the wrong time zone.
If candidates report repeated confusion or mismatches.
Comprehensive FAQ
1. Why are my interviews defaulting to India time (IST) instead of my local time zone?
Check your profile and calendar settings. If everything is set correctly and the issue persists, contact support.
2. How does PyjamaHR detect the candidate’s time zone?
PyjamaHR uses the candidate’s browser/device time zone or allows manual selection during scheduling.
3. Can I set different time zones for different interviewers?
Yes, each interviewer can set their own time zone in their profile.
4. Why can candidates book slots outside my working hours?
Ensure your working hours are set correctly in your availability settings and that self-scheduling slots are within those hours.
5. What should I do if confirmation emails show the wrong time zone?
Report the issue to support with screenshots. In the meantime, send a manual correction to the candidate.
6. How do I check what time zone the candidate sees?
Test the scheduling link in a browser set to a different time zone or ask the candidate to confirm.
7. Can I change the time zone after sending an invite?
You can reschedule the interview with the correct time zone, but the original invite cannot be edited.
8. Why do calendar invites and confirmation emails show different times?
This may be due to a mismatch between platform settings and email/calendar integration. Contact support if this occurs.
9. What happens if the candidate’s device time zone is incorrect?
The candidate may see the wrong time. Advise them to check their device settings.
10. How do I prevent interviews from being scheduled in the middle of the night?
Set your working hours and verify all time zone settings before sending invites.
Related Features & Next Steps
Calendar Integration: Sync your PyjamaHR calendar with Google or Outlook for seamless scheduling.
Email Templates: Use organization-level templates to standardize time zone communication.
Self-Scheduling Links: Empower candidates to book interviews at their convenience, with accurate time zone detection.
Interview Reminders: Set up automated reminders to reduce no-shows.
Recommended Next Steps:
- Review and update your profile time zone and working hours.
- Test the candidate scheduling experience from different time zones.
- Explore related articles:
- How to Set Up Interviewer Availability in PyjamaHR
- Troubleshooting Calendar Sync Issues
- Best Practices for Global Interview Scheduling
Still have questions?
If you’ve followed the steps above and are still experiencing issues, please contact PyjamaHR Support with detailed screenshots and a description of the problem. Our team is here to help you ensure every interview is scheduled accurately, no matter where in the world you or your candidates are located.