Executive Summary
PyjamaHR’s “Schedule E‑mail” feature lets you compose messages now and automatically send them at a future date and time—perfect for reaching candidates and colleagues at the ideal moment. This guide covers everything you need to know: how to schedule emails, common pitfalls, current limitations, and expert tips to ensure your communications are timely and effective.
Detailed Overview
What Is E‑mail Scheduling in PyjamaHR?
E‑mail scheduling allows you to draft an email within PyjamaHR and set it to be sent automatically at a specific future date and time. This is especially useful for:
Contacting candidates outside of business hours without disturbing them
Planning follow-ups or reminders in advance
Coordinating with hiring managers or interviewers across time zones
Key Benefits:
- Ensures emails land at optimal times for higher open rates
- Reduces manual follow-up workload
- Keeps your recruitment workflow organized and proactive
How It Integrates with PyjamaHR
Candidate Communication: Schedule interview invites, feedback, or status updates directly from candidate profiles.
Team Collaboration: Set up reminders or notifications for hiring team members.
Automated Workflows: Combine with other PyjamaHR automation features for seamless recruitment operations.
Step-by-Step Guide: Scheduling E‑mails to Send Later
Prerequisites
You must have access to the PyjamaHR platform and the relevant candidate or job posting.
Ensure your account is active and not blocked (scheduled emails are not affected by account blocks, but you need access to manage them).
How to Schedule an E‑mail
Navigate to the Candidate or Job Posting
- Go to the relevant candidate profile or job posting in PyjamaHR.Click on ‘Send E‑mail’
- Locate and click the Send E‑mail button (screenshot: highlight the button on the candidate profile).Compose Your Message
- Write your email as usual. Attach files or use templates if needed.Select ‘Schedule Send’
- Instead of clicking ‘Send Now’, click the Schedule Send option (screenshot: show dropdown or modal).Choose Date and Time
- Pick the desired date and time for the email to be sent.
- Important: Be mindful of the current time and your scheduling intent (see “Common Mistakes” below).Confirm and Schedule
- Review your settings and click Schedule to confirm.Review Scheduled Emails
- Currently, there is no option to view, edit, or cancel scheduled emails once set (see “Limitations” and “Troubleshooting”).
Advanced Usage & Best Practices
Power User Tips
Optimal Timing: Schedule emails for weekday mornings (e.g., 9am) for best candidate engagement.
Time Zone Awareness: Double-check the time zone setting in your PyjamaHR account to avoid sending emails at odd hours.
Batch Scheduling: Prepare and schedule multiple emails in one session to streamline your workflow.
Do’s and Don’ts
Do:
- Double-check the scheduled date and time before confirming.
- Use scheduling to avoid sending emails late at night or on weekends, unless intentional.
Don’t:
- Assume “next day” always means “tomorrow morning”—see the “Common Mistakes” section.
- Rely on being able to cancel or edit scheduled emails (feature not currently available).
Troubleshooting & Common Issues
Common Mistakes and How to Avoid Them
1. Scheduling for the Wrong Day
Scenario: You’re working after midnight and schedule an email for “the next day at 9am.” PyjamaHR interprets “next day” as the calendar day after today, which may result in a two-day delay if it’s already past midnight.
How to Avoid: Always check the actual date selected in the scheduler. If it’s after midnight but before your intended send time, manually select “today” at 9am if you want it sent the same morning.
2. Cannot Cancel or Edit Scheduled E‑mails
Current Limitation: Once an email is scheduled, there is no way to stop, cancel, or edit it in PyjamaHR.
Workaround: Double-check all details before scheduling. If you need to prevent a scheduled email from being sent, contact PyjamaHR support immediately, but note that cancellation is not guaranteed.
3. Account Blocked or Inactive
Concern: Will scheduled emails still send if my account is blocked?
Answer: Scheduled emails are not affected by account blocks. They will be sent as planned.
Comprehensive FAQ
1. How do I schedule an email to send later in PyjamaHR?
See the step-by-step guide above.
2. Can I cancel or edit a scheduled email?
No, currently there is no option to stop, cancel, or edit a scheduled email once it’s set.
3. What happens if I schedule an email after midnight for “the next day at 9am”?
PyjamaHR will schedule it for the day after tomorrow at 9am. To send it the same morning, manually select today’s date.
4. Will scheduled emails still send if my account is blocked or deactivated?
Yes, scheduled emails are not affected by account blocks.
5. Can I view a list of all my scheduled emails?
Currently, there is no feature to view or manage scheduled emails after scheduling.
6. What if I made a mistake in my scheduled email?
There is no way to edit or cancel. Double-check before scheduling.
7. Can I schedule emails for weekends or holidays?
Yes, but be mindful that candidate response rates may be lower.
8. Does PyjamaHR adjust for time zones automatically?
Scheduled times are based on your account’s time zone settings. Always verify before confirming.
9. Can I use templates with scheduled emails?
Yes, templates can be used when composing scheduled emails.
10. Will attachments be sent with scheduled emails?
Yes, any attachments added during composition will be included.
11. Are there any limits to how far in advance I can schedule emails?
No specific limits are mentioned, but best practice is to schedule within a reasonable timeframe.
12. What should I do if a scheduled email fails to send?
Contact PyjamaHR support with details.
Related Features & Next Steps
Automated Workflows: Combine scheduled emails with automated candidate stage transitions for a seamless process.
Templates: Use email templates to save time when scheduling frequent communications.
Candidate Notes & Reminders: Use alongside scheduled emails to keep your team informed.
Recommended Reading:
- How to Use E‑mail Templates in PyjamaHR
- Automating Candidate Communication in PyjamaHR
- Managing Candidate Profiles and Communication History
Still have questions?
If you encounter issues not covered here, please contact PyjamaHR Support for assistance.
Summary of Key Limitations:
- No option to cancel or edit scheduled emails after confirmation
- “Next day” scheduling after midnight may result in a two-day delay—always verify the date
- No current way to view a list of scheduled emails
By following this guide and best practices, you can ensure your scheduled communications in PyjamaHR are timely, accurate, and effective—without surprises.