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Avoiding Spam Flags and Improving Deliverability in PyjamaHR: The Complete Guide

Updated over 3 weeks ago

Executive Summary

Ensuring your emails and job posts reach candidates and job boards—without being flagged as spam or blocked—is critical for successful hiring in PyjamaHR. This guide explains how to avoid spam flags, improve email and job post deliverability, and troubleshoot common issues, with actionable steps based on real customer scenarios.

Detailed Overview

What Are Spam Flags and Deliverability Issues?

Spam flags occur when your emails or job postings are identified as suspicious by email providers, job boards (like LinkedIn), or PyjamaHR’s own anti-spam filters. Deliverability refers to your ability to get emails into inboxes (not spam/promotions folders) and have job posts published and visible on job boards.

Why Does This Matter?
- Blocked accounts delay hiring and damage your reputation.
- Emails in spam/promotions mean candidates miss critical updates.
- Job posts flagged as spam are hidden or removed, reducing applicant flow.

How PyjamaHR Handles Spam and Security

  • SOC-2 compliant security: PyjamaHR uses advanced security and hijacking detection to protect accounts.

  • Anti-spam AI filters: Automatically scan for suspicious links, domains, and behaviors in emails and job posts.

  • Manual business verification: Required if your account is flagged, involving company website, LinkedIn, and registration documents.

Integration with Other Features

  • Email Integration: Connect your Gmail, Outlook, or SMTP for improved deliverability.

  • Job Board Publishing: Publish jobs to LinkedIn and others, subject to their anti-spam policies.

  • User Access Controls: Prevent account sharing and suspicious login patterns.

Step-by-Step Guide: Maximizing Deliverability and Avoiding Spam Flags

1. Set Up Email Integration Correctly

a. Integrate Your Own Email Account
- Go to Settings > Email Integration.
- Choose Gmail, Outlook, or Custom SMTP.
- Enter the From Email Address (must match your domain and be verified).
- For SMTP: Enter both SMTP Username and From Address if different (see customer confusion in conversations).
- Test the connection (look for confirmation message).

b. Use Consistent Sender Information
- Ensure the sender name is professional and matches your company (e.g., “ClearFeed Careers” not just “hr”).
- Update sender name in Settings > Email Templates.

c. Avoid Sending Bulk Emails Too Quickly
- Sending too many emails at once can trigger provider limits and cause PyjamaHR to switch to its own sending domain, which may reduce deliverability (see [Customer: Gharbi]).

2. Craft Emails and Job Posts to Avoid Spam Triggers

a. Avoid External Links in Emails and Job Descriptions
- PyjamaHR’s anti-spam AI flags emails and job posts containing external links (especially shortened or redirect links like rebrandly).
- Best Practice: Remove or minimize external links. If essential, use full, reputable URLs and avoid URL shorteners.

b. Use Only Company LinkedIn Pages
- Integration only works with linkedin.com/company/ URLs, not personal profiles.
- Mismatched or suspicious LinkedIn URLs will trigger account blocks.

c. Avoid “Spammy” Language
- Don’t use phrases like “We’re hiring for our clients” (especially for staffing agencies).
- Avoid excessive capitalization, exclamation marks, or misleading claims.

3. Verify Your Business Information

  • Ensure your company website and LinkedIn page are up-to-date, public, and match your PyjamaHR account.

  • Be ready to provide business registration documents if flagged.

4. Monitor and Respond to Account Flags

  • If your account is blocked, you’ll see messages like:

  • “Your account has been flagged for suspicious activity.”

  • “Our anti-spam AI filters have flagged your company’s provided website link and LinkedIn url as being potentially suspicious.”

  • Action: Contact support, provide requested documents, and schedule a verification call if needed.

5. Publish Jobs to Job Boards Carefully

a. LinkedIn-Specific Guidance
- LinkedIn now flags jobs from staffing/hiring agencies and may hide or remove them.
- Only integrate your own company’s LinkedIn page.
- Avoid posting as a staffing agency; use a client’s company page if permitted.
- Healthcare jobs seem less likely to be flagged (see customer examples).

b. Wait for Review
- LinkedIn reviews jobs for 24–72 hours before publishing.
- Check job status in PyjamaHR: Job Card > Three Dots > Publish > LinkedIn Status.

Advanced Usage & Best Practices

Power User Tips

  • Personalize Sender Name: Update the sender name in your email integration settings for a more trustworthy appearance.

  • Monitor Integration Status: If your email integration disconnects (often after sending many emails), re-authenticate promptly to avoid fallback to PyjamaHR’s default sender.

  • Use Company Domains: Always use a company email domain for onboarding and integration—avoid free or personal email addresses.

Optimization Strategies

  • Stagger Bulk Emails: Send in smaller batches to avoid triggering provider limits.

  • Regularly Audit Templates: Ensure no outdated or suspicious links remain in your email/job templates.

  • Keep Company Info Consistent: Your PyjamaHR, LinkedIn, and website details should match exactly.

Do’s and Don’ts

Do:
- Integrate your own email for best deliverability.
- Use only company LinkedIn pages.
- Respond quickly to verification requests.

Don’t:
- Share login credentials across multiple devices or users.
- Add external links in emails or job descriptions unless absolutely necessary.
- Attempt to “bypass” LinkedIn or PyjamaHR anti-spam systems—this can result in permanent blocks.

Troubleshooting & Common Issues

Common Error Messages & Solutions

Error Message / Scenario

Solution

“Your account has been flagged for suspicious activity.”

Contact support, provide company website, LinkedIn, and registration docs. Avoid logging in from multiple devices.

“External links in job descriptions or emails sent to candidates can trigger our anti-spam AI firewall.”

Remove all external links from emails and job descriptions.

“Job not visible on LinkedIn” or “No Longer Visible on LinkedIn”

If you’re a staffing agency, your jobs may be flagged by LinkedIn’s new policy. Try integrating a client’s company page (with permission) or focus on non-staffing roles.

Emails go to Promotions/Spam folder

Integrate your own email account, personalize sender name, avoid bulk sends, and remove suspicious content.

Email integration disconnects after bulk sending

Re-authenticate your email integration. Send emails in smaller batches.

“This appears to be a personal LinkedIn profile rather than a company page.”

Create or convert to a LinkedIn company page (URL must be linkedin.com/company/...).

What If Scenarios

  • What if my account is blocked repeatedly?

  • Check for suspicious links, mismatched company info, or repeated login from multiple devices. Contact support for manual review.

  • What if my jobs are flagged as spam even after following guidelines?

  • Some job boards (especially LinkedIn) have their own evolving policies. Try changing job titles, descriptions, or posting to a different company page (if allowed).

  • What if my email integration keeps disconnecting?

  • Check for provider limits, re-authenticate, and avoid sending too many emails at once.

Comprehensive FAQ

1. Why are my emails going to the Promotions or Spam folder?
- This often happens if you use PyjamaHR’s default sender or send bulk emails. Integrate your own email, personalize the sender name, and avoid spammy content.

2. Why was my account blocked?
- Most commonly due to suspicious links, mismatched company/LinkedIn info, or login from multiple devices. Provide requested verification documents to resolve.

3. Can I use a personal LinkedIn profile for integration?
- No. Only company pages (linkedin.com/company/...) are supported.

4. Why are my job posts not visible on LinkedIn?
- LinkedIn may flag jobs from staffing agencies or those with suspicious content. Use your own company page and avoid agency language.

5. Can I add external links in emails or job posts?
- Strongly discouraged. PyjamaHR’s anti-spam filters may block your account or emails.

6. What documents are needed for manual business verification?
- Valid company website, LinkedIn company page, and business registration documents (GST, incorporation certificate, etc.).

7. What happens if I log in from multiple devices?
- PyjamaHR’s security may flag your account for hijacking risk. Use one device per user.

8. How long does LinkedIn take to publish my job?
- Typically 24–72 hours for review.

9. Why does my sender name show as “hr” instead of my company?
- Update the sender name in your email integration settings.

10. What if I’m a staffing agency and my jobs keep getting flagged?
- Consider posting on behalf of a client’s company page (with permission) or focus on industries less likely to be flagged (e.g., healthcare).

11. Why does my email integration disconnect after sending many emails?
- Provider limits or expired tokens. Re-authenticate and send in smaller batches.

12. Can I use URL shorteners in my emails or job posts?
- No. These are often flagged as suspicious.

Related Features & Next Steps

Recommended Next Steps:
- Review and update your company and LinkedIn information.
- Audit all email and job post templates for external links or suspicious content.
- Integrate your own email account and personalize sender details.
- If flagged, respond promptly to verification requests.

Still have questions?
Contact PyjamaHR Support with your company website, LinkedIn page, and business registration documents ready for fastest resolution.

This article is based on real customer scenarios and PyjamaHR’s current platform features as of June 2024. For the latest updates, always refer to the PyjamaHR Help Center.

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