PyjamaHR’s interview scheduling tools let you seamlessly arrange 1‑to‑1, panel, and group interviews—whether you want to assign a fixed time or let candidates pick their own slots. This guide covers every step, from setup to advanced tips, and addresses common issues like time zone mismatches, calendar integration, and missing meeting links. Use this article to ensure a smooth, professional interview experience for both your team and your candidates.

PyjamaHR’s scheduling feature allows you to:
- Book 1‑to‑1 interviews (single interviewer and candidate)
- Arrange panel interviews (multiple interviewers with one candidate)
- Set up group interviews (multiple candidates and/or interviewers)
- Let candidates pick their own time slots or assign a fixed time
- Integrate with Google Calendar, Outlook, Zoom, and Microsoft Teams
- Send automated invites and reminders to all participants

When to Use:
- For any stage of your hiring process: screening, technical, HR, or final interviews
- When you need to coordinate multiple interviewers or allow candidates to self-schedule
- To reduce manual coordination and avoid double-booking

Business Impact:
- Speeds up hiring cycles
- Reduces scheduling errors and back-and-forth emails
- Improves candidate and interviewer experience

Screenshot Callouts:
- Candidate profile with ‘Schedule Interview’ button
- Date/time picker and interviewer selection

Screenshot Callouts:
- Interviewers multi-select field
- Confirmation screen showing all invitees

Screenshot Callouts:
- ‘Let Candidate Pick Slot’ toggle
- Availability window setup

Do:
- Set your working hours and check time zone settings before sending invites.
- Confirm all interviewers are added and have accepted calendar invitations.
- Use the ‘Let Candidate Pick Slot’ feature for high-volume or flexible scheduling.

Don’t:
- Change time zones mid-way through scheduling (can cause errors).
- Assume buffer times apply across all jobs—verify in each event.
- Rely on old scheduling links after updating availability—always send a new link.

Symptoms: Candidate books outside your working hours, or time appears wrong after confirmation.
​ Solution:
- Double-check your profile’s time zone and working hours.
- Ensure you don’t change time zones during scheduling.
- If issue persists, capture screenshots and contact support.

Symptoms: Candidates see you as available even when you’re busy in Outlook/Google.
​ Solution:
- Reconnect your calendar in Settings > Integrations.
- Note: Some issues with Outlook integration have been reported; fixes are ongoing.
- If using Outlook, verify that your busy events are marked as ‘Busy’ (not ‘Free’).

Symptoms: Interviews scheduled back-to-back despite buffer settings.
​ Solution:
- Ensure buffer time is set in the scheduling modal.
- Buffer may not apply across different jobs—verify for each event.
- If issue persists, report with event links and screenshots.

Symptoms: Invites/emails missing join links for Zoom or Teams.
​ Solution:
- Confirm your Zoom/Teams account is connected before scheduling.
- Meeting links are generated after scheduling and included in the automated email from PyjamaHR.
- If using custom email templates, ensure placeholders are correct (meeting link cannot be added manually; it’s auto-inserted).

Symptoms: Button is greyed out or unresponsive.
​ Solution:
- Check all required fields are filled (date, time, interviewer, candidate).
- Refresh the page or try a hard refresh (Ctrl+F5).
- If issue persists, contact support.

Symptoms: Interview shows in PyjamaHR but not in Google/Outlook calendar.
​ Solution:
- Reconnect your calendar integration.
- Check spam/junk folders for invites.
- If still missing, contact support with candidate/job details.

Symptoms: Candidate or interviewer doesn’t get the invite.
​ Solution:
- Check email address for typos.
- Verify invite was sent (Mail tab in candidate profile).
- Ask recipient to check spam/junk folders.
- If using Teams/Zoom, ensure integration is active.

1. Can I let candidates pick their own interview slot?
Yes, use the ‘Let Candidate Pick Slot’ option when scheduling.

2. How do I set buffer time between interviews?
Set buffer time in the scheduling modal. This prevents back-to-back bookings.

3. Why is my calendar showing me as available when I’m busy?
Reconnect your calendar and ensure events are marked as ‘Busy’. Some issues with Outlook are being addressed.

4. How do I add multiple interviewers (panel interview)?
Select multiple users in the ‘Interviewers’ field when scheduling.

5. Can I schedule group interviews with multiple candidates?
If supported, select multiple candidates; otherwise, schedule individually.

6. Why is the meeting link missing from the invite?
Ensure your Zoom/Teams account is connected. Links are auto-generated and included in the invite email.

7. How do I update available slots after sending a scheduling link?
You must create a new scheduling link with updated availability and send it to the candidate.

8. Why is the ‘Schedule and Notify’ button not working?
Ensure all fields are filled. Try refreshing the page.

9. How do I check if an interview was scheduled?
Check the Events section or the candidate’s Timeline.

10. Can I share email templates across my team?
Yes, templates are available at the team/organization level.

11. Why is my calendar getting blocked for interviews I’m not attending?
Only assigned interviewers should have their calendars blocked. If not, contact support.

12. How do I ensure time zones are correct for all participants?
Set your profile’s time zone and avoid changing it during scheduling.

13. What if my interviewers aren’t receiving invites?
Check their email addresses, onboarding status, and spam folders.

14. How do I add interviewers to a closed job?
Interviewers can only be added to active jobs.

15. How do I see all interview-related emails?
Check the Mail tab in the candidate’s profile.

Still need help?
If you encounter persistent issues, gather screenshots, event links, and error details, then contact PyjamaHR Support for priority assistance.

This article is based on real customer scenarios and is updated regularly to reflect the latest improvements and best practices in PyjamaHR’s interview scheduling features.