Executive Summary
PyjamaHR's interview scheduling tools let you seamlessly arrange 1‑to‑1, panel, and group interviews. With the new slot-based scheduling UI, simply select your interviewer(s), and the system instantly shows their available time slots—eliminating manual date/time guesswork and preventing double-bookings. You can also let candidates pick their own slots from the interviewer's availability. This guide covers every step, from setup to advanced tips, and addresses common issues like time zone mismatches, calendar integration, and missing meeting links.
Detailed Overview
What Is Interview Scheduling in PyjamaHR?
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
Step-by-Step Guide: Scheduling Interviews in PyjamaHR
Prerequisites
Calendar Integration: Connect your Google or Outlook calendar (Settings > Integrations)
Video Platform Integration: Connect Zoom or Microsoft Teams if using virtual interviews
Set Your Working Hours: Profile > Availability/Working Hours
Panel Members: Ensure all interviewers are added to the job or as users
1. Scheduling a 1‑to‑1 Interview (Fixed Time)
Go to the Candidate Profile:
Navigate to the relevant job and select the candidate.Click 'Schedule Interview':
Button is located at the top of the candidate profile.Choose Scheduling Type — "Pick a time slot":
In the scheduling dialog, you'll see the option to "Pick a time slot" (default) or "Let candidates pick a time".
Select "Pick a time slot" to choose a slot yourself.Select Interview Type:
Choose from Google Meet, Zoom, Microsoft Teams, or In-Person.Set Interview Duration:
Choose a preset duration (15, 30, 45, or 60 minutes) or enter a custom duration in the text field.Select Timezone:
Pick the timezone for the interview. The available slots will be displayed in this timezone.Assign Interviewer(s):
Select the interviewer from the dropdown.
💡 This is the key step: Once you select an interviewer, the system automatically fetches and displays their available time slots based on their calendar and working hours.Browse and Pick an Available Slot:
A slot picker panel appears with tabs for Today, Tomorrow, the day after, and a Custom date option.
Available slots are shown as green chips (e.g., "10:00 AM - 10:30 AM").
Busy/unavailable slots are shown as greyed-out chips — hover over them to see why the slot is busy (e.g., "Calendar event", "Another interview", etc.).
The total number of common available time slots is displayed at the top (e.g., "5 common available time slots found").
Simply click on an available slot to select it.
Use the "Show only common available slots" checkbox to hide busy slots and see only open times.Review and Send Invite:
Customize the email notification if needed.
Click 'Schedule and Notify'.
An email/calendar invite is sent to both candidate and interviewer.
Screenshot Callouts:
Candidate profile with 'Schedule Interview' button
Interview scheduling dialog showing "Pick a time slot" toggle
Slot picker panel with available (green) and busy (grey) time slot chips
Busy slot tooltip showing conflict reason
"Show only common available slots" checkbox
2. Scheduling a Panel or Group Interview
Follow steps 1–6 above (select type, duration, timezone).
Add Multiple Interviewers:
In the 'Interviewers' field, select all required panel members.
The slot picker will now show common availability across all selected interviewers.
Slots where any interviewer is busy will be marked as busy, with tooltips indicating which interviewer has a conflict.Browse and Pick a Common Available Slot:
Use the "Show only common available slots" checkbox to quickly find times when all interviewers are free.
If multiple interviewers are busy at a slot, the tooltip will show: "Multiple interviewers (3) are unavailable at this time".
For 1–2 conflicts, detailed reasons are shown per interviewer (e.g., "John — Calendar event", "Sarah — Interview").Click a slot to select it.
(Optional) Add Multiple Candidates:
For group interviews, select multiple candidates if supported.Send Invite:
All participants receive the invite and calendar block.
Screenshot Callouts:
Interviewers multi-select field with multiple interviewers selected
Slot picker showing common available slots across panel members
Busy slot tooltip showing which interviewers are unavailable and why
3. Letting Candidates Pick Their Own Time Slot
Go to Candidate Profile > Schedule Interview.
Choose 'Let candidates pick a time':
Select this option in the scheduling dialog toggle (instead of "Pick a time slot").Select Interviewer(s):
Assign the interviewer(s) for this event.
Their working hours and calendar will be used to determine which slots candidates can see.Set Available Date Range:
Specify the start date and end date for the window candidates can choose from.
Select the timezone for the scheduling window.Review Interviewer Availability:
The system shows the interviewer's current availability window (e.g., "Available from 9AM to 6PM (Asia/Kolkata - GMT+05:30) on Mon, Tue, Wed, Thu, Fri").
You can click "change this" to modify the availability window, including:Available days (Mon–Sun)
Start time and End time
Buffer time between interviews (e.g., 15, 30 minutes)
Set as default availability checkbox
Send Scheduling Link:
Customize the email template if needed.
Click 'Send' — the candidate receives an email with a unique link to pick a slot.Candidate Books Slot:
Once booked, all participants receive confirmation and calendar invites.
Screenshot Callouts:
'Let candidates pick a time' toggle selected
Date range selector (start date to end date)
Availability summary showing working hours and days
"Change this" link to modify availability
Availability form with day selection, time range, and buffer time
4. Rescheduling or Updating Availability
To reschedule: Use the ‘Reschedule’ option in the candidate’s interview event.
To update available slots: Create a new scheduling link with revised dates/times and send it to the candidate. (Existing links cannot be edited.)
5. Checking Interview Status
Events Section: All scheduled interviews appear here.
Candidate Timeline: Once a candidate books a slot, the interview is logged in their profile timeline.
Mail Tab: All interview-related emails are tracked here.
Advanced Usage & Best Practices
Power User Tips
Use the Slot Picker to Avoid Conflicts: Instead of manually picking a time that might clash, always use the slot picker — it checks the interviewer's calendar and existing interviews in real-time.
Use "Show only common available slots": For panel interviews, toggle this on to instantly see only the times when all interviewers are free — no more back-and-forth.
Use Custom Dates: Click the "Custom" tab in the slot picker to jump to any future date and see availability.
Set Buffer Times: Prevent back-to-back interviews by adding buffer periods in the availability settings.
Hover on Busy Slots: Busy slot tooltips tell you exactly what's blocking a time (calendar event, another interview, a recruiter event) — use this to make informed decisions.
Panel Coordination: Only interviewers added to the panel will receive invites and calendar blocks.
Email Templates: Templates are shared at the team/organization level — customize for consistent communication.
Integration Strategies
Google/Outlook Calendar: Ensure your calendar is connected and up-to-date to avoid double-booking.
Zoom/Teams Links: Connect your account before scheduling; links are auto-generated and included in invites.
Timezone Awareness: Double-check time zone settings before sending invites, especially for international candidates.
Do’s and Don’ts
Do:
✅ Select interviewer(s) first, then browse their available slots — don't guess at times.
✅ Set your working hours and check timezone settings before sending invites.
✅ Use the "Show only common available slots" filter for panel interviews.
✅ Hover over busy slots to understand conflicts before choosing an alternative.
✅ Confirm all interviewers are added and have accepted calendar invitations.
✅ Use the 'Let candidates pick a time' 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.
❌ Ignore busy slot tooltips — they tell you exactly why a time isn't available.
Troubleshooting & Common Issues
1. No Available Slots Showing
Symptoms: After selecting an interviewer, the slot picker shows "No available slots for this date."
Solution:
Ensure the interviewer has set their working hours (Profile > Availability/Working Hours).
Try switching to a different date using the Today/Tomorrow/Custom tabs.
Verify the interviewer's calendar integration is active (Settings > Integrations).
If the interviewer is new, ask them to configure their availability first.
2. Time Zone Mismatch
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.
3. Calendar Integration Not Blocking Busy Times
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’).
4. Buffer Time Not Honored
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.
5. Missing Meeting Links (Zoom/Teams)
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).
6. Schedule and Notify Button Not Clickable
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.
7. Interview Not Appearing in Calendar
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.
8. Email/Invite Not Received
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.
8. All Slots Showing as Busy
Symptoms: Every slot in the picker is greyed out / marked busy.
Solution:
- Hover over the busy slots to see the reason — this will tell you if it's a calendar conflict, another interview, or a recruiter event.
- Try a different date using the date tabs or Custom picker.
- Verify the interviewer's calendar isn't incorrectly blocking all-day events.
- For panel interviews, try removing interviewers one-by-one to identify who has the conflict.
Comprehensive FAQ
How do I see available slots for an interviewer?
Select the interviewer in the scheduling dialog. The system automatically fetches and displays their available time slots in a visual picker.Can I let candidates pick their own interview slot?
Yes, use the 'Let candidates pick a time' option when scheduling.What do the slot colors mean?
Green/highlighted chips are available slots you can click to schedule. Grey/muted chips are busy — hover over them to see why.How do I schedule a panel interview and find common availability?
Select multiple interviewers. The slot picker will show slots where all interviewers are available. Use "Show only common available slots" to filter.How do I set buffer time between interviews?
Set buffer time in the interviewer's availability settings. This prevents back-to-back bookings.Why does a slot show as busy?
Hover over the busy slot chip. The tooltip will show the reason — e.g., "Calendar event", "Another Interview", "Recruiter Event" — and which interviewer is affected.How do I pick a custom date?
Click the "Custom" button in the slot picker date tabs. A calendar picker will appear to let you jump to any future date.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.How do I add multiple interviewers (panel interview)?
Select multiple users in the 'Interviewers' field when scheduling. The slot picker will update to show common availability.Can I schedule group interviews with multiple candidates?
If supported, select multiple candidates; otherwise, schedule individually.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.How do I update available slots after sending a self-scheduling link?
You must create a new scheduling link with updated availability and send it to the candidate.Why is the 'Schedule and Notify' button not working?
Ensure you have selected a slot from the picker and all fields are filled. Try refreshing the page.How do I check if an interview was scheduled?
Check the Events section or the candidate's Timeline.Can I share email templates across my team?
Yes, templates are available at the team/organization level.Why is my calendar getting blocked for interviews I'm not attending?
Only assigned interviewers should have their calendars blocked. If not, contact support.How do I ensure time zones are correct for all participants?
The slot picker displays times in the selected timezone. Set your profile's time zone correctly and verify before scheduling.What if "No available slots for this date" keeps showing?
Ensure the interviewer has configured their working hours, try a different date, and verify their calendar integration is active.
Related Features & Next Steps
Calendar Integrations: How to Connect Google/Outlook Calendar
Video Platform Integrations: Setting Up Zoom and Teams in PyjamaHR
Bulk Actions: Using Mass Actions for Interview Invites
Candidate Timeline: Track all interview activity in the candidate’s profile
Email Templates: Customize and share templates for consistent communication
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.