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How to Manage Notification Settings for New Applications in PyjamaHR

Updated over 3 weeks ago

Executive Summary

PyjamaHR provides robust notification settings to help you stay informed about new job applications—whether you want instant alerts, prefer to limit notifications, or need to disable candidate confirmation emails. This guide covers everything you need to know to customize notifications for new applications, avoid inbox overload, and ensure a seamless experience for both recruiters and candidates.

Detailed Overview

What are Notification Settings for New Applications?
Notification settings in PyjamaHR control how and when you (and your candidates) receive alerts about new job applications. These notifications can include:

  • Internal notifications: Emails to recruiters/hiring managers when a candidate applies.

  • Candidate notifications: Automatic confirmation emails sent to applicants after submission.

Why Manage These Settings?
- Reduce inbox clutter: Avoid overwhelming your team or personal email with application alerts.
- Enhance candidate experience: Control whether candidates receive confirmation emails.
- Align with your workflow: Ensure the right people are notified, at the right time, via the right channel.

Integration with Other Features:
- Job board postings: Notifications are triggered by applications from job boards and embedded (iframe) forms.
- Email integrations: Notification delivery can be affected by your connected email accounts (e.g., Gmail).
- Talent pool referrals: Applications forwarded via unique referral email IDs may also trigger notifications.

Step-by-Step Guide: Managing Notification Settings for New Applications

1. Accessing Notification Settings

  1. Log in to your PyjamaHR account.

  2. Go to your user profile:
    - Click your profile icon (top right corner).
    - Select Settings from the dropdown.

  3. Navigate to the Notifications section:
    - Look for a tab or menu labeled Notifications.

Screenshot callout: Highlight the “Settings” and “Notifications” tabs in the user profile.

2. Customizing Internal Notifications (for Recruiters/Hiring Managers)

  • To enable/disable notifications for new applications:
    1. In the Notifications section, find the option for Candidate Applications.
    2. Choose your preferred setting:

    • Every Application: Receive an email for each new application.

    • Daily Digest: (If available) Get a summary email.

    • Off: Stop receiving notifications for new applications.
      3. Click Save or Update to apply changes.

Screenshot callout: Show the toggle or dropdown for “Candidate Applications” notifications.

3. Managing Candidate Confirmation Emails

  • To disable automatic confirmation emails to applicants:
    ​ Note: As of now, this setting typically requires support intervention. Customers have requested self-service, but currently, you must contact PyjamaHR support to disable candidate confirmation emails.

  1. Contact PyjamaHR Support via chat or email.

  2. Request to “disable application confirmation emails sent to candidates.”

  3. Support will confirm once the change is made.

  • To enable confirmation emails:

  • By default, candidates receive a confirmation email after applying.

  • If previously disabled, contact support to re-enable.

4. Special Scenarios

a. Notifications for Applications via Embedded (iframe) Forms

  • If you’re not receiving notifications for applications submitted through an embedded form:

  • Double-check your notification settings (as above).

  • Ensure the “Candidate Applications” notification is enabled.

  • If issues persist, contact support for troubleshooting.

b. Talent Pool Referrals

  • Applications forwarded to your unique referral email ID are added to your talent pool.

  • Notification settings for these may follow your general application notification preferences.

5. Changing the Email Address for Notifications

  • If you want to change which email receives notifications:
    1. Update your primary email in your PyjamaHR profile.
    2. For integrated accounts (e.g., Gmail), ensure your Google Calendar and Gmail use the same email ID to avoid integration errors.
    3. If you encounter errors, disconnect and reconnect the integration with the correct email.

Advanced Usage & Best Practices

  • Power User Tip:
    Use the “Daily Digest” option (if available) to reduce notification volume while staying informed.

  • For Large Teams:
    Assign notification preferences per user to avoid spamming all team members.

  • Integration Caution:
    If using Gmail integration, ensure your Google Calendar and Gmail accounts match to prevent delivery issues.

  • Candidate Experience:
    Disabling confirmation emails may reduce candidate engagement or cause confusion—consider adding a custom message on your application form if you turn off confirmations.

Do’s:
- Regularly review notification settings, especially after adding new team members or changing workflows.
- Communicate changes in notification policy to your team.

Don’ts:
- Don’t ignore notification overload—customize settings to avoid missing important applications.
- Don’t forget to update your email address in both PyjamaHR and integrated services.

Troubleshooting & Common Issues

1. Not Receiving Application Notifications

  • Check notification settings: Ensure “Candidate Applications” notifications are enabled.

  • Check spam/junk folder: Sometimes emails are filtered.

  • Integration mismatch: If using Gmail, both Google Calendar and Gmail must use the same email address.

  • Contact support: If settings are correct but notifications are missing.

2. Candidates Still Receiving Confirmation Emails After Disabling

  • Support action required: This setting is not self-service; confirm with support that the change is complete.

3. Inbox Overload

  • Switch to digest or disable notifications: Adjust settings as described above.

  • Change notification recipient: Update your profile email or assign notifications to a shared inbox.

4. Error Integrating New Email

  • Google integration error: Ensure both Google Calendar and Gmail are connected to the same email address.

  • Disconnect and reconnect: Remove old integrations before adding new ones.

Comprehensive FAQ

Q1: How do I stop receiving email notifications for every new application?
A: Go to Profile > Settings > Notifications, and turn off or adjust the “Candidate Applications” notification.

Q2: How do I disable confirmation emails sent to candidates?
A: Currently, you must contact PyjamaHR support to disable this feature.

Q3: Can I choose which team members receive application notifications?
A: Yes, each user can set their own notification preferences in their profile settings.

Q4: Why am I not receiving notifications for applications submitted via the embedded (iframe) form?
A: Ensure your notification settings are enabled. If the issue persists, contact support.

Q5: Can I receive a daily summary instead of individual notifications?
A: If the “Daily Digest” option is available in your settings, select it. If not, request this feature from support.

Q6: How do I change the email address that receives notifications?
A: Update your email in your PyjamaHR profile and ensure any integrations (like Gmail) use the same address.

Q7: Why do candidates still get confirmation emails after I asked to disable them?
A: Confirm with support that the change has been processed, as this is not a self-service setting.

Q8: What happens if I forward resumes to my unique referral email?
A: The candidate is added to your talent pool; notification settings may apply as per your general preferences.

Q9: Can I customize the content of confirmation emails?
A: This is not mentioned in the conversations; contact support for current capabilities.

Q10: What if my inbox is getting “polluted” with too many notifications?
A: Adjust your notification settings or set up filters in your email client.

Q11: How do I resolve Google integration errors when changing notification emails?
A: Ensure both Google Calendar and Gmail use the same email address; disconnect and reconnect integrations if needed.

Q12: Do notifications apply to applications from all job boards and sources?
A: Yes, notifications are triggered for all active job boards and embedded forms, as per your settings.

Related Features & Next Steps

  • Employee Referral System: Manage notifications for candidates added via referral email.

  • Email Integration: Ensure seamless delivery of notifications by properly configuring Gmail/Google Calendar.

  • Job Board Management: Notifications apply to all job boards where your jobs are posted.

  • Talent Pool Management: Notifications for talent pool additions follow your general preferences.

Recommended Next Steps:
- Review and update your notification settings regularly.
- Communicate notification policies to your team.
- Explore related articles:
- How to Set Up Email Integrations in PyjamaHR
- Managing Talent Pools and Referrals
- Customizing Candidate Communication

Still have questions?
Contact PyjamaHR Support via chat or email for personalized assistance.

Keywords: PyjamaHR notification settings, application confirmation email, disable candidate email, stop recruiter notifications, job application alerts, embedded form notifications, talent pool notifications, Gmail integration errors

This article is based strictly on real customer conversations and current PyjamaHR workflows as of June 2024. For the latest updates, always refer to your in-app settings or contact support.

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