Executive Summary

PyjamaHR automatically sends confirmation emails to candidates when they apply for a job, acknowledging receipt of their application. While this feature reassures candidates, some organizations prefer to disable these notifications to reduce email volume or align with their communication policies. This article provides a comprehensive, step-by-step guide to turning off automatic candidate notifications, addresses common pain points, and offers best practices based on real customer scenarios.

Detailed Overview

What Are Automatic Candidate Notifications?

Automatic candidate notifications—specifically, application confirmation emails—are system-generated messages sent to every applicant immediately after they submit a job application via PyjamaHR. The email typically has a subject like “Confirmation of application for the role of [Job Title]” and serves as an acknowledgment that the application was received.

When and Why to Turn Off These Notifications

High Application Volume: Companies receiving hundreds of applications daily may find these emails overwhelming for candidates or may face email deliverability issues (e.g., Gmail account limits).
Custom Communication Policies: Some organizations prefer to send personalized or batched updates instead of instant confirmations.
Integration Issues: Automatic emails can sometimes interfere with Gmail or other integrations, causing delivery errors or cluttering outboxes.

Integration with Other PyjamaHR Features

Email Integrations: Confirmation emails are sent from the integrated email account (e.g., Gmail). Disabling notifications can help resolve issues with email quotas or delivery errors.
Screening Questions & Auto-Rejection: While related, auto-rejection notifications are managed separately from application confirmations.

Business Impact

Improved Candidate Experience: Avoids overwhelming candidates with multiple emails if they apply to several jobs.
Reduced Email Volume: Helps organizations manage their outbox and avoid email delivery problems.
Customizable Communication: Allows teams to control when and how candidates are contacted.

Step-by-Step Guide: Turning Off Automatic Candidate Notifications

Important Notes Before You Begin

Currently, disabling automatic candidate notifications (application confirmation emails) must be done by the PyjamaHR support team. There is no self-service toggle in the dashboard as of the latest updates.
The change applies account-wide: You cannot selectively disable notifications for specific jobs or candidates; it is all or nothing.

Steps to Request Disabling Automatic Candidate Notifications

Contact PyjamaHR Support
- Use the in-app chat, email, or your dedicated support channel.
- Example message:
> “Hi, I’d like to disable the automatic application confirmation emails sent to candidates when they apply for any job.”
Confirm the Scope
- Support may ask for clarification to ensure you want to disable confirmations for all jobs and candidates.
- Example support response:
> “We can stop them altogether from the backend but it can either be stopped for all or for none. It can't be selective.”
Support Processes the Request
- The support team will disable the feature from the backend.
- You’ll receive confirmation once it’s done.
- Example:
> “It’s done, [Your Name]. The candidates will no longer receive confirmation emails.”
Verify the Change
- Test by applying to a job as a candidate (use a test email) to confirm no confirmation email is received.
- If you still receive emails, notify support for further investigation.

[Screenshot Callouts]

Where to find the in-app chat: (Insert screenshot of PyjamaHR dashboard with chat icon highlighted)
Sample support request: (Insert screenshot of message to support)

Special Scenarios

Changing the Sender Email: If you want to change the sender email for confirmations instead of disabling them, specify this in your support request.
Re-enabling Notifications: If you wish to turn confirmations back on, contact support with a similar request.

Advanced Usage & Best Practices

Power User Tips

Batch Communication: If you disable automatic confirmations, consider setting up manual or scheduled batch emails to update candidates at key stages.
Custom Workflows: Use PyjamaHR’s candidate pipeline and bulk email features to manage communication proactively.

Optimization Strategies

Monitor Application Volume: If you’re disabling confirmations due to high volume, periodically review your application sources and consider using screening questions to filter candidates (without auto-rejection if not desired).
Email Deliverability: Disabling automatic notifications can help prevent your integrated email account from hitting sending limits or being flagged for spam.

Do’s and Don’ts

DO communicate with your team before disabling, as this affects all jobs and candidates.
DO test the change after support confirms it’s complete.
DON’T expect to disable notifications for only some jobs or candidates—this is not currently supported.
DON’T forget to inform candidates about your communication process elsewhere (e.g., on your careers page).

Troubleshooting & Common Issues

Common Issues

Candidates Still Receiving Emails After Disabling
Double-check with support that the change was applied to the correct account.
Test with a new application and different email address.
If issue persists, provide support with job IDs and candidate emails for investigation.
Email Delivery Problems with Gmail Integration
Disabling automatic notifications can resolve issues where your Gmail account is “polluted” or hitting limits.
Ensure your Google Calendar and Gmail integrations use the same email address to avoid sync errors.
Cannot Find the Setting in Dashboard
As of now, there is no self-service option; all changes must go through support.

When to Contact Support

If you need to disable or re-enable automatic candidate notifications.
If you experience email delivery errors or integration issues after changing notification settings.
If you want to change the sender email for candidate notifications.

Comprehensive FAQ

1. Can I turn off automatic candidate notifications myself?
No, this must be done by PyjamaHR support. There is no dashboard toggle as of now.

2. Can I disable notifications for only certain jobs or candidates?
No, disabling is account-wide and not selective.

3. What exactly gets disabled?
Only the application confirmation email sent immediately after a candidate applies.

4. Will candidates still receive other emails (e.g., interview invites, rejections)?
Yes, other communications are unaffected unless you request otherwise.

5. Can I change the sender email for confirmations instead of disabling them?
Yes, request this specifically when contacting support.

6. What if I want to re-enable notifications later?
Contact support to turn them back on.

7. Will disabling notifications affect my job postings or candidate pipeline?
No, only the confirmation email is affected.

8. Why do some candidates still receive emails after disabling?
Check with support to ensure the change was applied to your account. Test with new applications.

9. Can I customize the content of the confirmation email instead of disabling it?
This is not covered in the conversations; contact support for current customization options.

10. What if I’m having issues with Gmail integration and delivery errors?
Disabling automatic notifications can help. Also, ensure your Google Calendar and Gmail integrations use the same email address.

11. How do I communicate application receipt to candidates if I disable confirmations?
Consider sending manual or batch updates at key stages using PyjamaHR’s bulk email feature.

12. Will disabling notifications help with email quota or spam issues?
Yes, it reduces outgoing email volume and can help prevent your account from being flagged.

Bulk Email to Candidates: Use PyjamaHR’s bulk email feature to send updates at your preferred stages.
Screening Questions: Use screening questions to filter candidates, but review auto-rejection settings if you want all applications to proceed.
Email Integration Management: Ensure your Gmail or other email integrations are correctly configured.
Candidate Pipeline Management: Continue to move candidates through your pipeline and communicate as needed.

Summary

Disabling automatic candidate notifications in PyjamaHR is a straightforward process that must be handled by support. This change helps organizations manage email volume, avoid deliverability issues, and tailor their candidate communication strategy. For further customization or troubleshooting, always reach out to PyjamaHR support for assistance.

Still have questions?
Contact PyjamaHR support via in-app chat or email for personalized help.

How to Turn Off Automatic Candidate Notifications (Application Confirmation Emails) in PyjamaHR