Executive Summary

PyjamaHR enables you to communicate with candidates directly from the platform, but tracking whether your emails are delivered, read, and replied to is critical for a smooth hiring process. This article explains how PyjamaHR handles email delivery and replies, common issues users face, and actionable steps to ensure your candidate communications are tracked and effective.

Detailed Overview

What Are Delivery, Read, and Reply Metrics?

Delivery Metrics: Confirm if your email was successfully sent to the candidate.
Read Metrics: Indicate if the candidate has opened your email (not currently surfaced in PyjamaHR, but often requested).
Reply Metrics: Show if and when a candidate has responded to your message.

Why Tracking Matters

Accountability: Ensure candidates receive important updates (e.g., interview invites, rejections).
Efficiency: Avoid manual follow-ups and confusion about communication status.
Candidate Experience: Prevent missed messages that could harm your employer brand.

How PyjamaHR Handles Email Communication

Automatic Emails: System-generated emails (e.g., application confirmation) are sent automatically and reliably.
Manual/One-off Emails: Personalized emails sent from within PyjamaHR, such as interview invites or rejection notices.
Email Integration: PyjamaHR can connect to your Gmail account to send emails on your behalf.

Integration with Other Features

Candidate Timeline: Email activity is logged in the candidate’s profile.
Inbox Sync: Replies from candidates can appear in your registered email inbox and/or within the PyjamaHR platform, depending on your configuration.

Step-by-Step Guide: Tracking Email Delivery and Replies

Prerequisites

Your email (e.g., Gmail) must be properly connected to PyjamaHR.
You must have permission to send emails from within PyjamaHR.

1. Sending Emails from PyjamaHR

Navigate to the Candidate Profile
Go to the relevant job and select the candidate.
Click "Send Email"
Use the "Send Email" or similar button in the candidate’s profile.
Compose and Send
Write your message and send.
[Screenshot: Candidate profile with "Send Email" button highlighted]

2. Confirming Delivery

Automatic Emails:
These are sent by the system (e.g., application confirmation). You can see a record in the candidate’s timeline.
Manual Emails:
After sending, check the candidate’s timeline for a "Sent" status.
[Screenshot: Candidate timeline showing email activity]

3. Tracking Replies

Inbox:
Candidate replies are delivered to your registered email inbox (e.g., Gmail).
PyjamaHR Platform:
Depending on recent workflow updates, replies may also appear within the candidate’s profile in PyjamaHR.
Check Both Locations:
If you do not see a reply in PyjamaHR, check your connected email inbox.

4. Troubleshooting Missing Emails or Replies

Check Sent Folder:
If emails sent from PyjamaHR do not appear in your Gmail "Sent" folder, there may be a connection issue.
Verify Candidate Timeline:
If the email is not logged in the candidate’s timeline, it may not have been sent.
Test with Dummy Candidate:
Send a test email to yourself or a colleague to verify delivery and reply flow.

Advanced Usage & Best Practices

Power User Tips

Regularly Test Email Flow:
Periodically send test emails to ensure delivery and reply tracking is working.
Centralize Communication:
Use PyjamaHR for all candidate communication to keep a complete record in one place.
Monitor Both Inbox and Platform:
Until all replies are consistently surfaced in PyjamaHR, check your registered email inbox as well.

Do’s and Don’ts

Do:
- Ensure your email integration is active and authorized.
- Check both PyjamaHR and your email inbox for replies.
- Use the candidate timeline to track all communication.

Don’t:
- Assume all emails are delivered—always check the timeline.
- Rely solely on one channel for replies if you’re experiencing issues.
- Ignore candidate feedback about missing emails.

Troubleshooting & Common Issues

Common Issues from Customer Conversations

Manual Emails Not Sending
- Symptoms: Emails sent from PyjamaHR do not appear in Gmail "Sent" folder or candidate timeline.
- Solution: Reconnect your email account in PyjamaHR. If the issue persists, contact support with screenshots.
Not Receiving Candidate Replies
- Symptoms: Candidates reply, but you do not receive their emails in your inbox or PyjamaHR.
- Solution:
- Check your spam/junk folder.
- Confirm the candidate replied to the correct email address.
- Test with a dummy candidate.
- If replies are missing for all candidates, contact support with candidate names and timestamps.
Automatic Emails Work, Manual Emails Don’t
- Symptoms: System emails (e.g., application confirmation) are delivered, but one-off emails are not.
- Solution: This often indicates an integration or permission issue. Reauthorize your email connection.
Replies Not Showing in PyjamaHR
- Symptoms: Replies appear in your email inbox but not in the platform.
- Solution: Recent updates may change where replies appear. Confirm with support if your workflow has changed.

What If Scenarios

What if I see emails in PyjamaHR but not in Gmail?
Check your email integration settings. Reconnect if needed.
What if candidates say they replied but I never received it?
Ask for a screenshot from the candidate. Share this with support for investigation.
What if replies are split between PyjamaHR and my email inbox?
This may be due to a recent workflow update. Monitor both locations and provide feedback to support.

Comprehensive FAQ

How do I know if my email was delivered to a candidate?
Check the candidate’s timeline for a "Sent" status.
Why aren’t my one-off emails being sent from PyjamaHR?
There may be an issue with your email integration. Reconnect your Gmail account and try again.
Where do I see candidate replies?
Replies are sent to your registered email inbox and, depending on your workflow, may also appear in PyjamaHR.
Why don’t emails sent from PyjamaHR appear in my Gmail "Sent" folder?
This indicates a possible integration issue. Reauthorize your email connection.
Can I track if a candidate has read my email?
PyjamaHR does not currently display read receipts, but this is a commonly requested feature.
What should I do if candidates report not receiving my emails?
Test with a dummy candidate, check your integration, and contact support with details.
Why do automatic emails work but manual ones don’t?
Automatic emails are sent by the system; manual emails rely on your email integration.
How can I test if replies are working?
Send a test email to yourself or a colleague and reply as the candidate.
Can I see all communication in one place?
Use the candidate timeline in PyjamaHR for a consolidated view.
What if I need replies to appear only in PyjamaHR, not my email inbox?
Contact support to confirm if this workflow is available for your account.
How quickly are email issues resolved?
Resolution times vary; provide detailed information to support for faster troubleshooting.
What information should I provide to support?
Candidate names, email addresses, job roles, timestamps, and screenshots.

Email Integration Setup: Ensure your Gmail or other email account is properly connected.
Candidate Timeline: Review all communication history in one place.
Bulk Emailing: For mass updates, use the bulk email feature and monitor delivery.
Support Contact: If issues persist, contact PyjamaHR support with detailed information.

By following these steps and best practices, you’ll maximize your ability to track, troubleshoot, and optimize candidate communications in PyjamaHR—ensuring a seamless and professional hiring experience.

Tracking Email Delivery, Read, and Reply Metrics in PyjamaHR: Troubleshooting and Best Practices