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Automating Rejection, Shortlisting, and Stage-Change Emails in PyjamaHR: The Complete Guide

Updated this week

Executive Summary

PyjamaHR enables you to automate candidate communications at key stages of your hiring pipeline—including rejection, shortlisting, and stage changes—using customizable email templates and workflow triggers. This automation saves recruiters significant manual effort, ensures timely candidate updates, and helps maintain a professional candidate experience at scale.

Detailed Overview

What Is Automated Candidate Communication in PyjamaHR?

Automated candidate communication in PyjamaHR refers to the platform’s ability to send emails (such as rejection, shortlisting, or stage-change notifications) automatically when candidates reach specific stages in your hiring pipeline. You can configure these automations using email templates, one-click actions, and screening question logic.

When and Why to Use It

  • High-volume hiring: Automate repetitive communications to save time.

  • Consistent candidate experience: Ensure every candidate receives timely, branded updates.

  • Reduce manual errors: Minimize the risk of forgetting to notify candidates.

  • Custom workflows: Tailor communications for different roles, stages, or rejection reasons.

Integration with Other PyjamaHR Features

  • Screening Questions: Automatically reject or shortlist candidates based on their answers.

  • One-Click Rejection: Instantly reject candidates and send a pre-configured email.

  • Custom Email Templates: Personalize messages for different scenarios.

  • AI Recruiter (Premium): Provides recommendations but does not automate stage changes or emails.

Business Impact

  • Saves recruiter time: Reduces manual email sending.

  • Improves candidate experience: Timely, accurate, and personalized communication.

  • Reduces errors: Automated logic ensures correct templates and names are used.

Step-by-Step Guide: Setting Up Automated Rejection, Shortlisting, and Stage-Change Emails

Prerequisites

  • You must have recruiter/admin access to the job(s) you want to configure.

  • Email templates should be created in advance for each scenario.

  • For screening-based automation, ensure screening questions are set up in the job posting.

1. Automating Rejection Emails

a. Via Screening Questions (Auto-Disqualification)

  1. Go to the Job Setup
    Navigate to the job for which you want to configure screening questions.

  2. Edit Screening Questions
    In the job setup, add or edit screening questions.

  3. Set Disqualification Logic
    For each question, select the answer(s) that should trigger automatic rejection.
    - Example: For "Are you willing to relocate?", set "No" as a disqualifier.

  4. Choose Disqualification Action
    - Select “Disqualify candidate automatically” for the chosen answer.
    - Tip: If you do not want candidates to be auto-rejected, select “Do not disqualify.”

  5. Save Changes
    Candidates who select a disqualifying answer will be automatically moved to the Rejected stage.

  6. Configure Rejection Email
    - Go to the rejection stage settings.
    - Attach or select the email template to be sent automatically upon rejection.

Screenshot Callout:
- Show the screening question setup with the “Disqualify candidate automatically” toggle.
- Show the rejection email template selection screen.

b. Via One-Click Rejection

  1. Select Candidate(s) in Pipeline
    From the candidate list, select one or more candidates.

  2. Click the Dropdown Next to the Reject (Thumbs Down) Icon
    - Do not click directly on the icon; use the dropdown for more options.

  3. Choose Email Template
    - Select the desired rejection email template.
    - Toggle “Enable one-click rejection” ON to automate sending this template for future rejections.

  4. Reject Candidate
    - When you reject a candidate, the selected email will be sent automatically.

Screenshot Callout:
- Show the dropdown menu next to the reject icon with template selection and toggle.

c. Disabling Automatic Rejection/Emails

  • To disable auto-rejection from screening questions, set the question to “Do not disqualify.”

  • To disable one-click rejection, toggle OFF “Enable one-click rejection” in the rejection mail settings pop-up.

2. Automating Shortlisting and Stage-Change Emails

a. Manual Stage Change with Email

  1. Move Candidate to Next Stage
    Drag or select the candidate and move them to the desired pipeline stage.

  2. Send Email on Stage Change
    - If configured, a pop-up will prompt you to send a stage-change email.
    - Select the appropriate template or write a custom message.

  3. Bulk Actions
    - You can select multiple candidates and move them in bulk, sending emails to all at once.

Note:
- As of now, fully automated stage-change emails (triggered without manual action) are not available. All stage-change emails require a manual trigger.

b. Shortlisting Emails

  • Shortlisting emails are sent when a candidate is moved to a “Shortlisted” or “Interview” stage.

  • Configure the email template for this stage in the pipeline settings.

3. Editing or Undoing Automation Settings

  • To change the rejection email template for a role, go to the rejection mail settings pop-up and select a new template.

  • To undo one-click rejection, toggle OFF the “Enable one-click rejection” option.

  • If you cannot see the option (e.g., after initial setup), contact support for assistance.

Advanced Usage & Best Practices

Power User Tips

  • Custom Templates: Create role-specific templates for different rejection reasons (e.g., failed screening, failed interview).

  • Use Placeholders: Always use placeholders like ##{{Candidate Name}} to personalize emails and avoid mistakes (e.g., all candidates receiving “Dear Philip”).

  • Bulk Actions: Use bulk reject or stage-change for high-volume roles, but double-check template selection before confirming.

  • Testing: Send test emails to yourself or a dummy candidate to verify templates and automation.

Optimization Strategies

  • Review Screening Questions Regularly: Ensure disqualification logic matches your current hiring criteria.

  • Audit Email Templates: Periodically check templates for accuracy, branding, and correct placeholders.

  • Monitor Email Logs: Check candidate email history to confirm delivery and content.

Do’s and Don’ts

Do:
- Use “Do not disqualify” if you want all candidates to proceed regardless of answers.
- Double-check template selection before enabling one-click rejection.
- Use the dropdown next to the reject icon for more control.

Don’t:
- Don’t manually type candidate names in templates—use placeholders.
- Don’t enable auto-rejection unless you’re certain about your screening logic.
- Don’t assume stage-change emails are fully automated—manual action is still required.

Troubleshooting & Common Issues

Common Problems and Solutions

1. Candidates auto-rejected unexpectedly
- Cause: Screening question set to auto-disqualify.
- Solution: Edit the question and select “Do not disqualify.”

2. Wrong rejection email sent (e.g., wrong template or name)
- Cause: Incorrect template selected or manual name entry.
- Solution: Update the template to use placeholders and select the correct template in settings.

3. Unable to change or undo one-click rejection
- Solution: Go to the rejection mail settings pop-up and toggle OFF “Enable one-click rejection.” If the option is not visible, contact support.

4. Rejection emails sent even when “without email” is selected
- Solution: Double-check the rejection action and template selection. If issue persists, contact support.

5. Email body not updating as per selected template
- Solution: Perform a hard refresh. If still unresolved, report to support.

6. Blank rejection emails received by candidates
- Solution: Ensure the email body is fully loaded before sending. If recurring, contact support.

7. Shortlisting or stage-change emails not sent or not appearing in history
- Solution: Check email logs and integration settings. If emails are missing, contact support.

8. Screening filters not working or not showing all questions
- Solution: Report missing filters to support for resolution.

Comprehensive FAQ

1. How do I stop candidates from being auto-rejected based on screening questions?
Edit the screening question and select “Do not disqualify” for all answers.

2. How do I change the rejection email template for a job?
Go to the rejection mail settings pop-up, select your desired template, and save.

3. Can I undo one-click rejection after enabling it?
Yes, toggle OFF “Enable one-click rejection” in the rejection mail settings.

4. Why are all my rejection emails addressed to the wrong name?
You likely typed a name manually in the template. Use the ##{{Candidate Name}} placeholder instead.

5. Can I automate stage-change emails (e.g., when moving to “Interview”)?
Currently, stage-change emails require manual confirmation. There is no full automation for this yet.

6. Why are my shortlisting emails not being sent or appearing in history?
Check your email integration and logs. If the issue persists, contact support.

7. How do I send rejection emails without sending an email?
When rejecting, select “without email” in the rejection pop-up.

8. Why can’t I see all my screening questions in the filter?
Some question types may not be available for filtering. Report missing filters to support.

9. Can I bulk reject candidates and send emails at once?
Yes, select multiple candidates and use the reject dropdown to send emails in bulk.

10. What happens if I change my mind after rejecting a candidate?
You can move the candidate back to another stage, but the rejection email cannot be unsent.

11. Can I automate shortlisting based on AI Recruiter scores or assessments?
No, AI Recruiter provides recommendations but does not automate movement or emails.

12. How do I test my rejection or stage-change email templates?
Send a test email to yourself or a dummy candidate before enabling automation.

13. Why are some candidates not being auto-rejected even though they failed a screening question?
Check if the “Disqualify candidate automatically” option is enabled for that answer.

14. How do I ensure all candidates receive the correct email template?
Audit your templates, use placeholders, and verify template selection before enabling automation.

Related Features & Next Steps

  • Screening Questions: Set up for auto-disqualification or information gathering.

  • Custom Email Templates: Create and manage templates for all communication scenarios.

  • Bulk Actions: Efficiently manage high-volume candidate pipelines.

  • AI Recruiter: Use for recommendations and interview automation (does not automate stage changes).

  • Email Integration: Ensure your email is properly connected for sending and tracking candidate communications.

Recommended Additional Setup:
- Review and update your screening questions and templates regularly.
- Train your team on using one-click rejection and template selection.
- Monitor candidate communication logs for delivery and content accuracy.

Related Help Articles:
- How to Set Up Screening Questions in PyjamaHR
- Managing Email Templates in PyjamaHR
- Bulk Actions: Rejecting and Moving Candidates
- Troubleshooting Email Delivery Issues

Still have questions?
If you encounter issues not covered here, contact PyjamaHR Support with specific candidate names, job IDs, and screenshots for faster resolution.

This article is based on real customer scenarios and workflows. For the latest updates, always refer to your PyjamaHR dashboard and official release notes.

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