How to Track Email Opens, Clicks, and Replies (Threading) in PyjamaHR

Executive Summary

PyjamaHR’s email tracking and threading features help you monitor candidate engagement by showing when emails are opened, links are clicked, and replies are received—all within the candidate’s profile. This guide explains how to view, troubleshoot, and optimize email tracking and conversation threading in PyjamaHR, ensuring you never miss a candidate response and can maintain a complete communication history.

1. Detailed Overview

What Is Email Tracking and Threading in PyjamaHR?

Email tracking in PyjamaHR refers to monitoring the status of emails sent to candidates—specifically, whether they have been delivered, opened, and if any links within them have been clicked. Reply threading means that all replies from candidates are automatically grouped with the original email, creating a clear, chronological conversation history.

Why Use These Features?

Stay on top of candidate engagement: Know instantly when a candidate has interacted with your email.
Centralize communication: All email exchanges are visible in one place—no more switching between your ATS and email client.
Improve collaboration: Your team can see the full conversation, reducing duplicate outreach and confusion.

How It Integrates with Other PyjamaHR Features

Candidate Profile: All email threads and tracking data are visible under the Mail tab.
Mailbox Integration: Connect your own email account (Gmail, custom SMTP, etc.) for seamless two-way sync.
Bulk Actions: Track emails sent in bulk and monitor delivery and replies for each candidate.

Business Impact

Faster response times: Immediate visibility into candidate replies.
Better candidate experience: No missed communications.
Audit trail: Complete record of all correspondence for compliance and transparency.

2. Step-by-Step Guide: Tracking Opens, Clicks, and Replies

Prerequisites

You must have integrated your email account with PyjamaHR (Gmail, Outlook, or custom SMTP).
Your integration must be active (check under Settings > Email Integration).

A. Viewing Email Threads and Replies

Go to the Candidate’s Profile
- Navigate to the relevant job and select the candidate.
Open the Mail Tab
- Click the Mail tab within the candidate’s profile.
- Screenshot suggestion: Highlight the Mail tab in the candidate profile UI.
View Email Threads
- All emails sent to and received from the candidate are listed chronologically.
- Replies from candidates appear automatically in the thread.
- Screenshot suggestion: Show a threaded conversation with sent and received emails.
Check for New Replies
- Look for the latest reply at the bottom of the thread.
- If you’re expecting a reply but don’t see it, refresh the page or check your mailbox integration status.

B. Tracking Opens and Clicks

Note: As of the latest customer conversations, PyjamaHR does not display explicit open/click tracking indicators in the UI. If this changes, look for an “Opened” or “Clicked” status next to each email in the thread.

C. Accessing the Mailbox Overview

Click the Mailbox Icon
- Located at the top section of your PyjamaHR account.
- Screenshot suggestion: Highlight the mailbox icon in the main navigation.
Filter by Candidate or Job
- Use search or filters to find specific conversations.

D. Bulk Email Tracking

When sending bulk emails (e.g., rejections), each candidate’s thread is updated individually.
If your email integration disconnects mid-bulk send, PyjamaHR will switch to its internal email system to ensure delivery (see Troubleshooting).

3. Advanced Usage & Best Practices

Power User Tips

Always check integration status: If you notice missing replies or sent emails, verify your email integration under Settings.
Use the Mail tab for all communication: Avoid switching to your external email client to maintain a complete record.
Bulk send caution: When sending emails in bulk, monitor your integration—some providers may disconnect after a high volume of sends.

Optimization Strategies

Regularly re-authenticate: Some providers (especially Gmail, custom SMTP) may require periodic re-authentication for security.
Notify your team: If you notice missing threads or replies, alert your team to check their own integration status.

Do’s and Don’ts

Do:
- Use the Mail tab for all candidate communication.
- Reconnect your email promptly if prompted.
- Check the mailbox icon for an overview of all conversations.

Don’t:
- Ignore integration warnings—this can lead to missed replies.
- Expect confirmation emails to appear in your external sent folder if sent via PyjamaHR’s internal system.
- Assume all replies will sync if your integration is disconnected.

4. Troubleshooting & Common Issues

Common Issues and Solutions

1. Candidate Replies Not Showing in Thread

Check integration: Go to Settings > Email Integration. Reconnect if needed.
Refresh the candidate profile: Sometimes replies appear after a refresh.
Check Mailbox icon: Replies may be visible in the main mailbox even if not in the candidate thread.

2. Emails Not Appearing in Sent Folder

If PyjamaHR’s internal email system sends the email (due to integration disconnect), it will not appear in your external sent folder but will be visible in the candidate’s Mail tab.

3. Bulk Email Sends Cause Disconnection

Some providers (e.g., custom SMTP, Gmail) may disconnect after a high volume of sends.
Solution: Re-authenticate your email integration. PyjamaHR will use its internal system as a backup to ensure delivery.

4. Confirmation Emails Not Showing in History

Application confirmation emails sent automatically by PyjamaHR appear only in the candidate’s Mail tab, not in your external sent folder.

5. Integration Disconnects Frequently

This can happen due to provider security policies (e.g., access token expiry).
Solution: Reconnect your email and monitor for repeated issues. Notify support if persistent.

6. No Notification When Integration Disconnects

Currently, PyjamaHR does not always notify users immediately. Check integration status regularly, especially after bulk sends.

When to Contact Support

If replies are missing after confirming integration is active.
If emails are not delivered or not appearing in any thread.
If integration disconnects repeatedly with no clear cause.

5. Comprehensive FAQ

1. Where can I see candidate replies to my emails?
In the candidate’s profile under the Mail tab, or via the Mailbox icon at the top of your account.

2. Why aren’t candidate replies showing up in the thread?
Check your email integration status and refresh the candidate profile. If still missing, contact support.

3. Why do some sent emails not appear in my external sent folder?
If your integration disconnects, PyjamaHR sends emails via its internal system, which won’t sync to your external sent folder.

4. What happens if my email integration disconnects during a bulk send?
PyjamaHR automatically switches to its internal email system to ensure all emails are sent.

5. How do I know if a candidate has opened or clicked my email?
Currently, PyjamaHR does not display open/click tracking in the UI. Watch for future updates.

6. Why don’t confirmation emails appear in my sent folder?
Application confirmation emails are sent by PyjamaHR and only appear in the candidate’s Mail tab.

7. How can I reconnect my email integration?
Go to Settings > Email Integration and follow the prompts to reconnect.

8. Will I be notified if my integration disconnects?
Not always. Check your integration status regularly, especially after sending bulk emails.

9. Can I see all candidate conversations in one place?
Yes, use the Mailbox icon at the top of your account for an overview.

10. What should I do if I see inconsistent threading or missing emails?
Reconnect your email, refresh the page, and contact support if the issue persists.

11. What email providers are supported?
Gmail, Outlook, and custom SMTP providers (e.g., acumbamail.com, ProtonMail).

12. Can I customize the subject line for replies?
Yes, but note that some replies may automatically thread under the original subject.

Email Integration: Ensure your preferred email is connected for full tracking and threading.
Bulk Emailing: Use with caution; monitor integration status.
Interview Scheduling: Manage and track interview emails via the candidate profile.
Notifications: Watch for future updates on integration status alerts.

Final Tips

Regularly check your email integration status.
Use the Mail tab and Mailbox icon for all communication tracking.
Contact support with detailed examples if issues persist.

By following these steps and best practices, you’ll ensure you never miss a candidate reply and maintain a complete, auditable record of all communications in PyjamaHR.

Tracking opens clicks and replies threading