Executive Summary
PyjamaHR enforces daily email sending limits to maintain platform reliability and prevent spam. This article explains exactly how these limits work, when they reset, and how you can increase your sending capacity by integrating your own email account. Learn how to avoid common pitfalls, troubleshoot issues, and optimize your email workflow for high-volume recruiting.
Detailed Overview
What Are PyjamaHR’s Daily Email Limits?
Default Limit: By default, you can send up to 100 emails per day when using PyjamaHR’s built-in email sending (i.e., sending from the platform’s domain).
Reset Time: The daily limit resets every 24 hours (see “Reset Time Details” below).
Increasing Your Limit: To send more than 100 emails per day, you must integrate your own work email account (e.g., Gmail, Zoho, Outlook) via PyjamaHR’s Settings. This allows you to send emails using your own provider’s limits, which are typically much higher.
Why Are There Email Limits?
Preventing Spam: Limits help protect your sender reputation and ensure high deliverability.
Platform Stability: They prevent abuse and maintain system performance for all users.
Compliance: Many email providers enforce their own limits; PyjamaHR aligns with these best practices.
Integration with Other Features
Mass Actions: Bulk emailing is subject to the same daily limits.
Email Tracking: Integrating your work email improves tracking and visibility of sent/received messages.
Candidate Communication: Limits apply to all candidate emails, including interview invites, confirmations, and rejections.
Business Impact
High-Volume Recruiting: Integrating your email is essential if you need to communicate with more than 100 candidates per day.
Workflow Continuity: Understanding reset times prevents unexpected interruptions in your outreach.
Step-by-Step Guide: Managing Daily Email Limits
1. Check Your Current Email Sending Method
Platform Email: If you haven’t integrated your work email, you’re using PyjamaHR’s default sender (limited to 100 emails/day).
Integrated Email: If you’ve connected your work email (Gmail, Zoho, etc.), your sending limit is determined by your provider.
How to Check:
- Go to Settings > Email (or Settings > Integrations).
- Look for your connected email account.
- If not connected, you’ll see an option to “Integrate your work email.”
Screenshot suggestion: Show the Settings > Email screen with and without an integrated account.
2. Understand When Your Limit Resets
The 100-email limit resets every 24 hours from when you reached the limit, not at a fixed midnight time.
Example: If you hit your 100th email at 8:00 PM on January 13th, your limit resets at 8:00 PM on January 14th.
If you attempt to send emails after reaching the limit, you’ll receive an error until the 24-hour window passes.
3. Integrate Your Work Email to Increase Limits
Go to Settings > Email or Settings > Integrations.
Click “Integrate Email” and follow the prompts for your provider (Gmail, Zoho, Outlook, etc.).
Complete authentication and grant permissions.
Once integrated, your sending limit is governed by your email provider (often 500+ emails/day for business accounts).
Screenshot suggestion: Step-by-step integration wizard.
4. Sending Bulk Emails (Mass Actions)
Use the Mass Actions feature to send emails to multiple candidates.
The daily limit applies to all emails sent, whether individually or in bulk.
If you reach your limit, you’ll see an error and must wait for the reset.
5. Monitor Your Email Usage
PyjamaHR displays the number of emails sent per day.
If you’re unsure why you can’t send more emails, check your usage in the email dashboard.
Advanced Usage & Best Practices
Always Integrate Your Work Email if you need to send more than 100 emails/day.
Monitor Integration Status: Email integrations can disconnect (e.g., due to password changes or provider updates). If you suddenly hit the 100-email limit after integrating, re-check your connection.
Avoid Hitting Provider Limits: Even with integration, your provider (Gmail, Zoho, etc.) may have its own daily sending limits. Exceeding these can result in account blocks.
Track All Communication: Integrated emails allow for better tracking of sent/received messages within PyjamaHR.
Bulk Sending: Use Mass Actions for efficiency, but remember all emails (bulk and individual) count toward your daily total.
Do’s:
- Do check your integration status regularly.
- Do plan high-volume campaigns to avoid hitting limits late in the day.
- Do use provider-specific best practices (e.g., Gmail’s sending limits).
Don’ts:
- Don’t rely on the platform email for high-volume outreach.
- Don’t ignore error messages about limits—check your integration and usage.
Troubleshooting & Common Issues
1. “You have reached your daily email limit” Error
Cause: You’ve sent 100 emails in the past 24 hours using the platform sender.
Solution: Wait for the 24-hour reset or integrate your work email.
2. Integrated Email Still Limited to 100/Day
Possible Causes:
Integration disconnected (common after password changes or provider updates).
Integration incomplete.
Solution: Go to Settings > Email and re-integrate your account.
3. Emails Not Appearing in Outbox or Candidate History
Possible Cause: Integration issues or sending from the platform email.
Solution: Ensure your work email is integrated and active.
4. Bulk Email Sending Fails After 100 Emails
Cause: Daily limit reached.
Solution: Integrate your work email or wait for the reset.
5. Provider Account Blocked After High Volume
Cause: Exceeded your provider’s sending limits.
Solution: Check your provider’s daily limits and stagger sends if needed.
6. Reset Time Confusion
Scenario: “I sent my 100th email at 8:00 PM, but still can’t send emails the next day at 8:00 PM.”
Solution: The reset is a rolling 24-hour window. If issues persist, check for integration problems or contact support.
7. Integration Shows as Connected, But Still Limited
Possible Cause: Integration token expired or permissions revoked.
Solution: Disconnect and re-integrate your email account.
Comprehensive FAQ
1. What is the daily email limit in PyjamaHR?
100 emails per day when using the platform’s default sender.
2. When does the daily email limit reset?
Exactly 24 hours after you hit the limit (rolling window).
3. How can I send more than 100 emails per day?
Integrate your work email (Gmail, Zoho, Outlook, etc.) via Settings > Email.
4. I integrated my work email but still can’t send more than 100 emails. Why?
Your integration may have disconnected. Re-integrate via Settings > Email.
5. What happens if I hit my provider’s sending limit?
Your provider may block outgoing emails. Check your provider’s daily limits.
6. Can I send bulk emails (Mass Actions) without integrating my email?
Yes, but you’re still limited to 100 emails per day.
7. Do replies from candidates appear in PyjamaHR if I integrate my email?
Yes, but ensure your integration is active and permissions are granted.
8. Why are my sent emails not showing in the outbox or candidate history?
This can happen if you’re not using an integrated email or if integration is broken.
9. Can I schedule emails to send after the reset?
Currently, all emails count toward the rolling 24-hour limit. Plan accordingly.
10. What if my integration keeps disconnecting?
This can happen due to password changes or provider security updates. Re-integrate as needed.
11. How do I know how many emails I’ve sent today?
Check your email dashboard in PyjamaHR for usage stats.
12. Can I use multiple email accounts to increase my limit?
Each integrated account has its own provider-based limit, but platform limits apply per account.
Related Features & Next Steps
Email Integration: How to Integrate Gmail for Emails
Mass Actions: Using Mass Actions in PyjamaHR
Email Tracking: Improve visibility by integrating your work email.
Troubleshooting Integration: Contact support if issues persist after re-integrating.
Pro Tip:
If you regularly need to communicate with more than 100 candidates per day, integrating your work email is essential for uninterrupted workflow and better tracking.
Still have questions?
If you’ve followed all steps and still face issues, contact PyjamaHR Support with screenshots and details of your integration status and error messages for faster resolution.
This article is based on real customer scenarios and the latest PyjamaHR platform capabilities as of June 2024. For updates, check the Help Center regularly.