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How to Attach Files and Calendar Invites in Emails Sent from PyjamaHR

Updated over 3 weeks ago

Executive Summary

PyjamaHR enables recruiters and hiring managers to streamline candidate communication by attaching files (such as resumes or job descriptions) and sending calendar invites directly through the platform’s email workflows. This guide explains exactly how to attach files and ensure calendar invites are included in your emails, addresses common pitfalls, and provides best practices for maximizing efficiency and minimizing errors.

Detailed Overview

What Can You Attach in PyjamaHR Emails?

  • Files: Attach resumes, job descriptions, or other documents when emailing candidates or clients.

  • Calendar Invites: Automatically send interview or meeting invites that block calendars for candidates and interviewers, including joining links for virtual meetings (Google Meet, Microsoft Teams, Zoom, etc.).

When and Why to Use These Features

  • File Attachments: Share candidate resumes with clients, send assignments, or provide additional documentation.

  • Calendar Invites: Schedule interviews and ensure all parties have the correct time, date, and joining link, reducing manual follow-up and confusion.

Integration with Other PyjamaHR Features

  • Candidate Profiles: Attach files directly from candidate records.

  • Interview Scheduling: Calendar invites are generated when interviews are scheduled via PyjamaHR.

  • Email Templates: Standardize communication and attachments across your team.

Business Impact

  • Reduces double work by centralizing communication and scheduling.

  • Improves candidate and interviewer experience by ensuring everyone receives the right information, files, and meeting links.

  • Minimizes errors related to time zones, missing links, or lost attachments.

Step-by-Step Guide: Attaching Files and Calendar Invites in PyjamaHR Emails

1. Attaching Files to Emails

Prerequisites:
- Use the web (browser) version of PyjamaHR. File attachments are not supported in the mobile app (see Common Issues).

To attach a file:

  1. Navigate to the Candidate or Job:
    - Go to the relevant candidate profile or job posting.

  2. Click “Send Email”:
    - Use the “Send Email” button or email icon.

  3. Compose Your Email:
    - Fill in the subject and message body.

  4. Attach File:
    - Click the “Attach” (paperclip) icon.
    - Select the file from your computer (supported formats: PDF, DOCX, XLSX, etc.).
    - Screenshot suggestion: Show the email compose window with the attach icon highlighted.

  5. Send:
    - Click “Send” to deliver the email with the attachment.

Notes:
- Attachments are visible to recipients in their email client.
- For bulk emails, attachments are sent to each recipient individually.

2. Sending Calendar Invites with Emails

Prerequisites:
- Your calendar (Google or Outlook) must be integrated with PyjamaHR.
- For virtual meetings, ensure Zoom/Teams/Google Meet integration is enabled.

To send a calendar invite:

  1. Schedule an Interview:
    - Go to the candidate profile.
    - Click “Schedule Interview.”

  2. Set Interview Details:
    - Choose date, time, interviewers, and meeting type (in-person or virtual).
    - For “Let candidates pick a time,” set your availability window.

  3. Send Email Notification:
    - Ensure the “Send Email” option is checked.
    - The system will automatically generate a calendar invite and include it in the email.
    - Screenshot suggestion: Show the interview scheduling window with “Send Email” checked.

  4. Calendar Sync:
    - The invite will appear on the interviewer’s and candidate’s calendars if their emails are integrated.
    - Virtual meeting links (Zoom/Teams/Google Meet) are included automatically if integration is enabled.

Special Scenarios:
- In-person interviews: Calendar event is created, but ensure the organizer’s calendar is integrated for the event to appear.
- Virtual interviews: Meeting link is auto-generated and included in the invite.

  • Go to the job > Click the 3 dots (top right) > Share Job > Copy link > Paste into your email.

Advanced Usage & Best Practices

Power User Tips

  • Use Email Templates: Standardize emails with attachments and calendar invites for consistency.

  • Bulk Actions: Send bulk emails with attachments to multiple candidates at once.

  • File Upload Screening Questions: Collect documents from candidates directly via application forms.

Optimization Strategies

  • Set Working Hours: Ensure your availability is set correctly to avoid candidates booking outside your preferred times.

  • Test Calendar Integration: After connecting your calendar, schedule a test interview to confirm invites are syncing.

Do’s and Don’ts

Do:
- Always check that your calendar is integrated before scheduling.
- Use the browser version for attaching files.
- Double-check time zones when scheduling interviews.

Don’t:
- Don’t attach external links to forms or booking tools in emails—PyjamaHR anti-spam filters may block your account.
- Don’t rely on the mobile app for file attachments (feature not yet supported).
- Don’t assume calendar invites are sent for in-person interviews unless the organizer’s calendar is integrated.

Troubleshooting & Common Issues

File Attachments

  • Can’t attach files in mobile app: Use the browser version in desktop mode on your phone or switch to a laptop/desktop.

  • Attachment not received: Check if the file format is supported and the email was sent successfully.

Calendar Invites

  • Invite not appearing on calendar:

  • Ensure your Google/Outlook calendar is integrated.

  • For in-person interviews, only integrated calendars receive invites.

  • Time zone mismatch:

  • Double-check your working hours and time zone settings in PyjamaHR.

  • If issues persist, contact support with screenshots.

  • No meeting link in invite:

  • Confirm Zoom/Teams/Google Meet integration is active.

  • Meeting links are generated after scheduling and included automatically.

  • Outlook integration issues:

  • Admin approval may be required.

  • If availability doesn’t sync, contact support—known issues with Outlook are being addressed.

  • Account blocked after sending external links:

  • PyjamaHR blocks emails with external booking or form links for security. Use built-in scheduling and screening features instead.

Comprehensive FAQ

1. Can I attach files to emails from the PyjamaHR mobile app?
No, file attachments are only supported in the browser version. Use desktop or enable desktop mode in your mobile browser.

2. How do I ensure calendar invites are sent to candidates and interviewers?
Integrate your calendar (Google/Outlook) with PyjamaHR and check the “Send Email” option when scheduling interviews.

3. Why isn’t my calendar invite showing up?
Check that your calendar is integrated and that you’re not scheduling an in-person interview without integration.

4. How do I include a Teams/Zoom/Google Meet link in the invite?
Integrate the relevant tool with PyjamaHR. The link is auto-generated and included in the invite email.

5. Can I edit the agenda or description of a calendar invite?
Currently, the agenda is pre-configured. Share your use case with support for potential future enhancements.

6. Why are candidates able to book interviews outside my working hours?
Ensure your working hours and time zone are set correctly in PyjamaHR. If issues persist, contact support.

7. Why are external links (e.g., Microsoft Bookings, Google Forms) not allowed in emails?
For security and anti-spam reasons, external links are blocked. Use PyjamaHR’s built-in scheduling and screening features.

8. How do I collect documents from candidates?
Add a file upload screening question to your application form.

9. Can I send bulk emails with attachments?
Yes, attachments are supported in bulk emails sent from the browser version.

10. What if my Outlook calendar shows me as available when I’m actually busy?
This is a known issue with Outlook integration. Contact support for the latest status and workaround.

11. Why do some rejection emails appear blank?
This may be a temporary issue. Report it to support with candidate/job details and screenshots.

12. How do I attach a job application link to an email?
Go to the job, click the 3 dots, select “Share Job,” copy the link, and paste it into your email.

Related Features & Next Steps

  • Calendar Integration: [How to Connect Your Google or Outlook Calendar to PyjamaHR]

  • Virtual Meeting Integration: [Setting Up Zoom/Teams/Google Meet in PyjamaHR]

  • Application Form Customization: [Adding File Upload Questions to Application Forms]

  • Email Templates: [Creating and Managing Email Templates in PyjamaHR]

  • Bulk Emailing: [How to Send Bulk Emails with Attachments]

Still have questions?
If you encounter issues not covered here, contact PyjamaHR Support with detailed screenshots and a description of your workflow for faster resolution.

This article is based on real customer conversations and reflects the latest PyjamaHR capabilities and best practices as of June 2024.

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