Executive Summary
Replying to candidate emails is a core part of managing your recruitment pipeline in PyjamaHR. This guide explains exactly how to view, track, and reply to candidate emails within the platform, outlines current limitations, and provides actionable solutions for common issues—ensuring you never miss a candidate response or lose track of your hiring conversations.
Detailed Overview
What Is Candidate Email Reply in PyjamaHR?
PyjamaHR allows you to send and receive emails with candidates directly from the platform, centralizing communication and making it easy to track all correspondence per candidate. Replies from candidates can be viewed in their profile’s Mail tab and, depending on your email integration, in your registered email inbox as well.
When and Why Use This Feature:
- To keep all candidate communication organized and accessible to your hiring team.
- To ensure every recruiter can see the full conversation history with each candidate.
- To streamline follow-ups, interview scheduling, and feedback requests.
Integration with Other Features:
- Works alongside candidate profiles, job stages, and mailbox integration (Gmail/Outlook/Custom SMTP).
- Email history is tied to each candidate, supporting compliance and audit trails.
Business Impact:
- Reduces manual tracking and risk of missed candidate responses.
- Improves candidate experience by ensuring timely, professional replies.
- Enables collaborative hiring by making communication visible to relevant team members.
Step-by-Step Guide: How to Reply to Candidate Emails in PyjamaHR
Prerequisites
You must have recruiter access to the relevant job/candidate.
For full email sync, integrate your work email (Gmail/Outlook/SMTP) with PyjamaHR (see email integration guide).
1. Locate the Candidate’s Profile
Use the Global Search (magnifying glass icon at the top) to find the candidate by name or email.
Alternatively, navigate via the relevant job > candidate list > select candidate.
2. Open the Mail Tab
In the candidate profile, click the Mail tab.
Here you’ll see all emails sent to and received from this candidate.
[Screenshot suggestion: Candidate profile with Mail tab highlighted]
3. View Candidate Replies
Incoming replies from candidates will appear in the Mail tab’s conversation thread.
If you do not see a reply, confirm the candidate responded to the correct email address and check your registered email inbox as well.
4. Reply to the Candidate
In the Mail tab, scroll to the bottom of the conversation.
Use the Compose or Send Mail To [Candidate Name] field.
Type your reply, attach files if needed, and click Send.
[Screenshot suggestion: Reply field at the bottom of the Mail tab]
Note:
- There is currently no direct “Reply” button in the main Mailbox or Inbox view. You must reply from the candidate’s profile > Mail tab.
- You cannot reply directly from your registered email inbox and have it sync back to PyjamaHR (unless using integrated email—see below).
5. (Optional) Track Replies in Your Registered Email Inbox
If you have integrated your email, candidate replies may also appear in your regular inbox.
However, all official tracking and reply actions should be performed within the candidate’s Mail tab in PyjamaHR for full visibility.
Advanced Usage & Best Practices
Power User Tips
Use Global Search: Quickly find any candidate by name or email to access their Mail tab.
Bulk Emailing: When emailing multiple candidates, each message is sent individually (not as a group), and replies will be tracked per candidate profile.
Email Integration: For best results, integrate your work email to ensure all sent and received emails are synced and reduce the risk of emails landing in spam/promotions folders.
Optimization Strategies
Centralize Communication: Always reply from within PyjamaHR to keep the full conversation history accessible to your team.
Monitor Integration Status: If your email integration disconnects (e.g., after sending many emails), re-authenticate promptly to avoid missed messages.
Assign Ownership: Only the user who sent an email can see it in their sent items; emails are not shared across users unless viewing the candidate’s Mail tab.
Do’s and Don’ts
Do:
- Always reply from the candidate’s profile > Mail tab for proper tracking.
- Regularly check your email integration status.
- Use the platform for all candidate communication to avoid fragmented records.
Don’t:
- Don’t expect to reply directly from the main Mailbox or Inbox view—this is not currently supported.
- Don’t rely solely on your external email client for candidate replies if you want a complete record in PyjamaHR.
- Don’t assume all users can see each other’s emails—email visibility is user-specific except in the candidate profile.
Troubleshooting & Common Issues
1. Cannot Find Candidate Reply in PyjamaHR
Check the correct candidate profile: Sometimes replies are associated with a different candidate due to similar names or email addresses.
Verify the candidate replied to the correct email address: If not, their reply may not sync to PyjamaHR.
Check your registered email inbox: Some replies may appear there, especially if integration is active.
2. No “Reply” Button in Mailbox/Inbox
This is by design. Always reply from the candidate’s profile > Mail tab.
3. Emails Not Sending or Not Appearing in Sent History
Confirm your email integration is active.
If sending bulk emails, note that integrations may disconnect after a threshold—reconnect as needed.
If issues persist, contact support with candidate names, job IDs, and timestamps.
4. Candidate Replies Not Received
Check spam/promotions folders in your registered email.
Ensure your email integration is active and authenticated.
If replies are missing for all candidates, report to support with examples.
5. Email Integration Disconnects Frequently
This can happen due to provider security (token expiry, bulk sending limits).
Re-authenticate your email integration.
If using custom SMTP, ensure credentials are up to date.
6. Email Visibility Across Users
Each recruiter can only see emails they sent in their own sent items.
All emails (sent and received) are visible in the candidate’s Mail tab for team collaboration.
Comprehensive FAQ
Q1: How do I reply to a candidate’s email in PyjamaHR?
A: Go to the candidate’s profile > Mail tab > scroll to the bottom > use the reply field.
Q2: Can I reply directly from the main Mailbox or Inbox?
A: No, replies must be sent from the candidate’s profile > Mail tab.
Q3: Why don’t I see a “Reply” button in the Mailbox?
A: This feature is not currently available; use the candidate’s profile instead.
Q4: Can I reply from my regular email client and have it sync to PyjamaHR?
A: Only if your email is integrated; otherwise, replies in your email client will not appear in PyjamaHR.
Q5: I sent an email, but the candidate’s reply isn’t showing up. What should I do?
A: Check the candidate’s profile > Mail tab, your registered email inbox, and confirm the integration is active.
Q6: Why are some candidate replies only appearing in my email inbox and not in PyjamaHR?
A: This can happen if the reply is sent to your integrated email but not routed through PyjamaHR. Always check both locations.
Q7: Can all recruiters see each other’s emails?
A: No, only emails you send are visible in your sent items. All emails are visible in the candidate’s Mail tab.
Q8: What happens if my email integration disconnects?
A: PyjamaHR will send emails via its own system as a backup. Reconnect your email for full sync.
Q9: Why do emails sometimes go to spam or promotions folders?
A: This is controlled by the recipient’s email provider. Integrating your work email can help reduce this.
Q10: Can I bulk reply to candidates?
A: You can send bulk emails, but replies must be handled individually per candidate profile.
Q11: Why can’t I see emails sent by another user?
A: Email visibility is user-specific except in the candidate’s Mail tab.
Q12: How do I know if a candidate has replied?
A: Check the candidate’s profile > Mail tab or your registered email inbox if integrated.
Q13: Can I track all email history for a candidate?
A: Yes, all sent and received emails are visible in the candidate’s Mail tab.
Q14: What should I do if emails are missing from the history?
A: Ensure integration is active, check for disconnections, and contact support with details if unresolved.
Related Features & Next Steps
Email Integration: How to integrate Gmail/Outlook with PyjamaHR
Bulk Emailing: Send updates to multiple candidates at once (each receives an individual email).
Candidate Profile Management: All communication, notes, and activity are centralized per candidate.
User Management: Each recruiter’s emails are private except in candidate profiles.
Recommended Next Steps:
- Integrate your work email for best results.
- Standardize your team’s workflow to always reply from the candidate’s profile.
- Review related help articles for advanced email management and troubleshooting.
Still have questions?
If you encounter issues not covered here, contact PyjamaHR Support with candidate names, job IDs, and screenshots for fastest resolution.
This article is based on real customer conversations and reflects the current capabilities and best practices for replying to candidate emails within PyjamaHR as of June 2024.