Executive Summary

Connecting your Gmail, Outlook, or custom SMTP email account to PyjamaHR allows you to send, receive, and track candidate communications directly from the platform—using your own domain and inbox. This integration improves deliverability, ensures replies are visible in your work email, and unlocks advanced features like bulk emailing and interview scheduling with calendar sync. This guide covers every step, addresses common issues, and provides best practices based on real customer scenarios.

Detailed Overview

What Is Email Integration in PyjamaHR?

Email integration in PyjamaHR lets you connect your own email account (Gmail, Outlook, or any provider supporting SMTP) so that all candidate emails are sent from your address, not a generic PyjamaHR domain. This means:

Emails appear to come from your company, not PyjamaHR.
Replies from candidates go directly to your inbox and are tracked in PyjamaHR.
You can send more emails per day (beyond platform limits).
Calendar sync for interview scheduling works seamlessly.

When to Use:
- You want to avoid emails going to spam/promotions folders.
- You need to send more than 100-200 emails per day.
- You want replies and sent emails to appear in your own mailbox.
- You want to use advanced scheduling (Gmail/Outlook calendar sync).

PyjamaHR Terminology:
- Email Integration: Connecting your own email account to PyjamaHR.
- OAuth: Secure login for Gmail/Outlook (no password sharing).
- SMTP: Manual setup for custom providers (Zoho, Roundcube, Amazon SES, etc.).
- Mailbox: The section in PyjamaHR where you see sent/received emails.
- Account Settings > Email: Where you manage your integration.

Step-by-Step Guide: Connecting Your Email to PyjamaHR

Prerequisites

You must be an Admin, Super Admin, or have permission to manage integrations.
For Gmail/Outlook: You need your login credentials and (if required) admin approval for company accounts.
For SMTP: You need your SMTP server, port, username, password, and security type (SSL/TLS).

1. Access Email Integration Settings

Log in to PyjamaHR.
Click your profile icon (top right) > Settings.
Go to Account Settings > Email.

2. Choose Your Email Provider

Gmail: Click Connect Gmail.
Outlook: Click Connect Outlook.
Other/Custom: Click Connect via SMTP.

3. Connect Gmail (OAuth)

Click Connect Gmail.
A Google login window opens. Select your work Gmail account.
Grant all requested permissions (including Mail, Calendar if scheduling interviews).
- Tip: You must select all permissions for full functionality.
Wait for confirmation. You’ll see your email address listed as “Connected.”
(If you have Google Calendar already connected with a different email, disconnect it first—the same email must be used for both Mail and Calendar.)

Screenshot Callout: Show the “Connect Gmail” button and the Google permissions window.

4. Connect Outlook (OAuth)

Click Connect Outlook.
A Microsoft login window opens. Enter your Outlook/Office 365 credentials.
Grant all requested permissions.
- If prompted for admin approval, contact your IT admin to approve the integration in Azure/Microsoft Entra.
- If you see repeated consent prompts, ask your admin to check for “prompt=consent” or “prompt=admin_consent” flags in the OAuth URL.
Wait for confirmation. Your Outlook email will show as “Connected.”
(If you have Outlook Calendar already connected with a different email, disconnect it first—the same email must be used for both Mail and Calendar.)

Screenshot Callout: Show the “Connect Outlook” button and Microsoft permissions window.

5. Connect Custom SMTP (Any Email Provider)

Click Connect via SMTP.
Fill in the following fields:
- Email: The “From” address you want to use (e.g., [email protected]).
- Username: (If different from email) Your SMTP username.
- Password: Your SMTP password or app-specific password.
- SMTP Host: e.g., smtp.zoho.com, mail.infowryt.in, email-smtp.us-east-1.amazonaws.com (Amazon SES), etc.
- SMTP Port: Usually 465 (SSL), 587 (TLS), or as provided by your email host.
- Security: Choose SSL or TLS as per your provider.
Click Integrate.
Wait for confirmation. If you see “Authentication failed,” double-check credentials and security settings.

Screenshot Callout: Show the SMTP setup form with field labels.

6. For All Integrations: Test & Confirm

Send a test email to yourself or a colleague.
Check that emails appear in your “Sent” folder and that replies are tracked in PyjamaHR’s Mailbox.
For calendar sync: Try scheduling an interview and confirm that busy slots are correctly blocked.

7. For Teams: Each User Must Integrate Their Own Email

Admins cannot integrate emails for other users.
Each team member should repeat the above steps using their own credentials.

Advanced Usage & Best Practices

Power User Tips

Bulk Emailing: Once integrated, you can send more than 100-200 emails per day (limits depend on your provider, not PyjamaHR).
Tracking Replies: Replies to your emails appear in both your work inbox and PyjamaHR’s Mailbox.
Personalization: Use your company domain for better deliverability and branding.
Calendar Sync: For interview scheduling, ensure both Mail and Calendar are integrated with the same account/email.

Optimization Strategies

Avoid Promotions/Spam: Integrate your own domain to reduce the chance of emails landing in spam/promotions folders.
Monitor Disconnections: OAuth tokens can expire (especially with Gmail/Outlook). If you notice emails switching back to PyjamaHR’s default, reconnect your account.
App Passwords: For SMTP with 2FA enabled, use an app-specific password.

Do’s and Don’ts

Do:
- Always use the same email for both Mail and Calendar integrations.
- Grant all requested permissions during OAuth.
- Double-check SMTP settings with your IT/email provider.

Don’t:
- Don’t try to use a shared mailbox (not supported).
- Don’t use the same email address for multiple PyjamaHR accounts (one-to-one mapping only).
- Don’t ignore integration errors—resolve them to avoid missed emails.

Troubleshooting & Common Issues

Common Error Messages & Solutions

Error Message / Issue	Solution
Integration Failed (Outlook/Gmail)	Disconnect any existing calendar/email integration. Use the same email for both Mail & Calendar.
Authentication failed. Please verify your credentials.	Double-check SMTP username, password, host, port, and security type. Use app password if needed.
Admin approval required (Outlook)	Ask your IT admin to approve the integration in Azure/Microsoft Entra.
Connect button is disabled	Disconnect any existing integration first (can’t have both Gmail and Outlook at once).
Emails not appearing in Sent folder	Ensure you’re integrated via OAuth/SMTP, not using PyjamaHR’s default domain.
Emails go to Promotions/Spam	Use your own domain; avoid generic templates; check SPF/DKIM with your IT.
Bulk emails stop after 100-200	Integrate your own email; PyjamaHR limits apply only to platform domain emails.
Shared mailbox not supported	Only personal/work accounts can be integrated, not shared inboxes.
Token expires/disconnects	Reconnect your email; OAuth tokens may expire for security reasons.
Calendar availability mismatch (Outlook)	Ensure correct calendar is integrated; check for recent sync issues; contact support if persistent.

What If Scenarios

What if my integration keeps disconnecting?
OAuth tokens can expire; reconnect your account. If it happens repeatedly, check with your IT for security policies or contact support.
What if I can’t send emails after integrating?
Check if your provider has rate limits or if SMTP credentials are correct. For Gmail/Outlook, ensure all permissions were granted.
What if I see “Integration Failed” with Outlook?
Disconnect both Mail and Calendar, then reconnect using the same email for both. If admin approval is required, coordinate with your IT team.
What if candidates see the PyjamaHR domain in emails?
Your integration may have disconnected. Reconnect your work email and confirm in Settings > Email.

Comprehensive FAQ

1. Can I use the same email for multiple PyjamaHR accounts?
- No, each email can only be integrated with one PyjamaHR user account.

2. Can I use a shared mailbox (e.g., [email protected]) with Outlook?
- No, shared mailboxes are not supported. Only personal/work accounts can be integrated.

3. Why do I need to disconnect Google before connecting Outlook (or vice versa)?
- PyjamaHR only supports one email integration at a time per user. Disconnect the previous integration first.

4. What if my company uses custom email (Zoho, Roundcube, Amazon SES, etc.)?
- Use the SMTP integration option. You’ll need your SMTP host, port, username, password, and security type.

5. What are the daily email limits?
- With PyjamaHR’s default domain: 100-200 emails/day. With your own integration: limits depend on your provider.

6. Why are my emails going to the Promotions or Spam folder?
- This is common with bulk emails or generic templates. Integrating your own domain and personalizing content helps.

7. How do I track replies from candidates?
- Replies appear in both your work inbox and the PyjamaHR Mailbox if you’re integrated.

8. What if I see “Integration Failed” but my credentials are correct?
- Double-check that you’re using the correct security type (SSL/TLS), port, and that your provider allows SMTP connections.

9. Can I integrate my team member’s email as an Admin?
- No, each user must integrate their own email using their own credentials.

10. What happens if my integration disconnects during a bulk send?
- PyjamaHR will automatically switch to sending from its own domain to avoid missing emails. Reconnect your email to resume normal operation.

11. How do I change the display name on emails sent via SMTP?
- This is set by your SMTP provider. Some providers (like Amazon SES) require you to set the “From Name” in their dashboard.

12. Can I customize the automatic application confirmation email?
- Only if your email is integrated. Otherwise, it uses the default PyjamaHR template.

13. Why do I need to grant so many permissions during Gmail/Outlook integration?
- Full permissions are required for sending, receiving, and calendar sync. Without them, features may not work.

14. What if I get security policy violations after integrating?
- All emails are sent from your account, not PyjamaHR’s. If your provider flags emails, check your sending practices and consult your IT/security team.

Interview Scheduling: Integrate both Mail and Calendar with the same account for seamless scheduling and accurate availability.
Email Templates: Customize templates in Settings > Email Templates for consistent branding.
Bulk Actions: Use bulk email features for mass candidate communication (limits depend on your integration).
Mailbox: Track all sent/received emails in PyjamaHR’s Mailbox section.
Notifications: Set up notifications for new candidate applications and replies.

Summary Checklist

[ ] Decide which email provider to use (Gmail, Outlook, or custom SMTP).
[ ] Gather required credentials and permissions.
[ ] Disconnect any previous integration before switching providers.
[ ] Integrate both Mail and Calendar with the same account for scheduling.
[ ] Test sending and receiving emails.
[ ] Monitor for disconnections and reconnect as needed.
[ ] Each user integrates their own email—no shared mailboxes or duplicate integrations.

Still need help?
If you encounter persistent issues not covered here, contact PyjamaHR Support with screenshots, error messages, and details of your provider for fastest resolution.

This article is based on real customer scenarios and is updated regularly to reflect the latest best practices and platform changes.

How to Connect Gmail, Outlook, or Custom SMTP Email to PyjamaHR (OAuth & SMTP Integration Guide)