Executive Summary
PyjamaHR allows you to send bulk emails to candidates directly from the platform, streamlining your recruitment communication. However, there is a daily limit of 100 recipients when sending emails using the default PyjamaHR email domain. This article explains why this limit exists, how and when it resets, and how you can increase your sending capacity by integrating your own work email—plus troubleshooting tips and best practices to ensure smooth, efficient candidate outreach.
Detailed Overview
What Is the 100-Recipient Bulk Email Limit?
When sending emails from PyjamaHR using the platform’s default email address (e.g., [email protected]), you are limited to sending emails to a maximum of 100 recipients per day. This restriction is in place to:
Prevent spam and protect deliverability: High-volume sending from a shared domain can trigger spam filters, risking all customers’ email delivery.
Maintain platform reputation: Limiting bulk sends ensures PyjamaHR’s email servers remain trusted by major email providers.
When and Why to Use Bulk Email
Bulk email is ideal for:
Sending interview invites, status updates, or notifications to multiple candidates at once.
Communicating efficiently at scale during high-volume hiring campaigns.
Integration with Other PyjamaHR Features
Mass Actions: Select multiple candidates and trigger bulk emails from the candidate list.
Email Integration: Connect your own work email (Gmail, Zoho, Outlook, etc.) to remove or raise sending limits.
Candidate History: Track sent emails and candidate responses within each profile (note: see troubleshooting for known issues).
Business Impact
Faster communication: Reach candidates in batches, saving time.
Improved candidate experience: Timely updates keep candidates engaged.
Compliance and deliverability: Limits protect your reputation and ensure messages reach inboxes.
Step-by-Step Guide: Sending Bulk Emails and Managing the 100-Recipient Limit
Prerequisites
Access to PyjamaHR with permissions to send emails.
(Optional) Access to your work email credentials if you wish to integrate and increase limits.
Sending Bulk Emails (Default PyjamaHR Email)
Navigate to the Candidates List
Go to the relevant job or talent pool in PyjamaHR.Select Candidates
Use checkboxes to select up to 100 candidates.
Screenshot suggestion: Highlight the selection checkboxes and the total count indicator.Click “Send Email”
Click the “Email” button in the action bar.Compose Your Message
Fill in the subject and body. Attach files if needed.Send
Click “Send.”
- If you attempt to select more than 100 recipients, the platform will prevent you from proceeding and may display an error or disable the email button.Wait for Limit Reset
The 100-recipient limit resets every 24 hours (typically at midnight server time, but delays may occur—see troubleshooting).
Increasing Your Bulk Email Limit (Integrate Your Work Email)
Go to Settings > Integrations > Email
Screenshot suggestion: Show navigation path and integration options.Choose Your Email Provider
Select Gmail, Zoho, Outlook, or another supported provider.Authenticate and Authorize
Follow the prompts to log in and grant PyjamaHR access.Confirm Integration
Ensure your email shows as “Connected” in the settings.Send Bulk Emails
You can now send to more than 100 recipients per day (limits depend on your email provider’s policies—see advanced usage).
Special Scenarios
If you see “Connect your work email to send more than 100/200 emails”:
You must integrate your email to proceed.If your integration disconnects:
Reconnect via Settings > Email to restore higher limits.
Advanced Usage & Best Practices
Power User Tips
Batch Sending: For lists larger than 100, split your sends into batches or integrate your work email.
Monitor Outbox: Check the “Sent” folder in PyjamaHR and your integrated email for delivery confirmation.
Candidate Segmentation: Use filters to target specific candidate groups for more personalized communication.
Optimization Strategies
Avoid Spam Triggers: Personalize subject lines and avoid spammy language.
Track Responses: Integrated emails allow for better tracking of replies within PyjamaHR.
Integration Do’s and Don’ts
Do:
- Regularly check your email integration status.
- Use your organization’s official email for high-volume campaigns.
Don’t:
- Attempt to bypass the 100-recipient limit by sending multiple batches from the PyjamaHR domain—this may result in account review.
- Ignore integration errors; reconnect promptly to avoid disruptions.
Troubleshooting & Common Issues
Common Problems and Solutions
1. “I hit the 100 email limit, but it hasn’t reset after 24 hours.”
- Wait until the next calendar day (midnight server time).
- If still blocked, log out and back in, or clear browser cache.
- If unresolved, contact support with the exact time and date of your last send.
2. “I integrated my work email, but still can’t send more than 100 emails.”
- Double-check integration status in Settings > Email.
- Reconnect if disconnected (common with provider changes or expired tokens).
- If still limited, provide a screen recording to support for investigation.
3. “Emails not appearing in outbox or candidate history.”
- This may occur with certain integrations or if the connection is unstable.
- Reconnect your email and retry.
- If persistent, contact support with candidate details and screenshots.
4. “My email account was blocked after sending too many emails.”
- Your provider (e.g., Gmail, Zoho) may have its own sending limits.
- Review your provider’s daily limits and stagger sends if needed.
5. “I don’t want to integrate my work email, but need to send more than 100 emails.”
- Currently, the only way to increase the limit is by integrating your own email.
- There is no workaround for this due to anti-spam policies.
Comprehensive FAQ
1. When does the 100-recipient email limit reset?
The limit resets every 24 hours, typically at midnight server time.
2. Can I send more than 100 emails per day from PyjamaHR?
Yes, by integrating your own work email (Gmail, Zoho, Outlook, etc.).
3. What happens if I try to send to more than 100 recipients?
The platform will prevent you from proceeding or display an error.
4. How do I integrate my work email?
Go to Settings > Integrations > Email and follow the prompts for your provider.
5. My integrated email keeps disconnecting—why?
This can happen due to password changes, provider security updates, or expired tokens. Reconnect via Settings.
6. Are there limits after integrating my work email?
Yes, your provider may have its own daily sending limits (e.g., Gmail: 500/day for regular accounts).
7. Will candidate replies appear in PyjamaHR after integration?
Yes, if integration is active. If not, reconnect your email.
8. Can I use multiple email accounts to increase my limit?
No, limits are per account and per integration. Attempting to circumvent limits may violate terms of service.
9. Why do I see “Connect your work email to send more than 200 emails”?
This prompt appears when you reach the platform’s default limit. Integrate your email to proceed.
10. What if I don’t want to integrate my work email for privacy reasons?
You will be limited to 100 recipients per day using the PyjamaHR domain.
11. I paid for a subscription—shouldn’t I have higher limits?
The limit is in place for all users to protect deliverability. Integration is required for higher volumes.
12. Can I schedule bulk emails?
Currently, bulk emails are sent immediately; scheduling is not mentioned in the provided conversations.
Related Features & Next Steps
Mass Actions: Learn how to select and manage candidates in bulk (Using Mass Actions in PyjamaHR)
Email Integration Guides:
(Add links for Zoho, Outlook, etc., if available)
Candidate Communication Tracking: Review candidate profiles for email history.
Troubleshooting Integration: Contact support with screenshots and error details if issues persist.
Final Tips
Always verify your integration status before launching large campaigns.
For high-volume outreach, stagger sends and monitor provider limits.
Reach out to PyjamaHR support with detailed information (screenshots, error messages, candidate/job IDs) for faster resolution.
By understanding and managing the 100-recipient bulk email limit, you can ensure efficient, reliable, and compliant candidate communication in PyjamaHR.