Executive Summary

Integrating Google Calendar with PyjamaHR enables real-time syncing of interview schedules, ensuring that interviewers’ and candidates’ calendars are always up to date. This integration eliminates double-booking, streamlines scheduling, and ensures all parties receive timely calendar invites—whether interviews are virtual or in-person. This guide covers setup, troubleshooting, and best practices based on real customer scenarios.

Detailed Overview

What is Google Calendar Integration in PyjamaHR?
Google Calendar integration allows PyjamaHR users to sync interview schedules directly with their Google Calendar accounts. When enabled, interview events created in PyjamaHR automatically appear on the connected Google Calendar, and availability is checked in real time to prevent conflicts.

When and Why Use It?
- Prevent double-booking: Real-time sync ensures interviewers are never scheduled for overlapping events.
- Automatic invites: Both interviewers and candidates receive calendar invites, reducing manual follow-up.
- Visibility: All scheduled interviews (virtual or in-person) are reflected in your daily calendar, supporting better time management.

Integration with Other PyjamaHR Features:
- Interview Scheduling: Syncs with the Events and Interviews sections.
- Candidate Timeline: Scheduled interviews are tracked in the candidate’s profile.
- Buffer Time & Availability: Integrates with your set working hours and buffer preferences.

Business Impact:
- Reduces scheduling errors and manual coordination.
- Improves candidate and interviewer experience.
- Supports compliance and audit trails for interview scheduling.

Step-by-Step Guide: Integrating Google Calendar with PyjamaHR

Prerequisites

A Google account (Gmail or Google Workspace).
PyjamaHR user account with scheduling permissions.
Pop-ups enabled in your browser for PyjamaHR.

1. Connect Your Google Calendar

Log in to PyjamaHR.
Go to Profile Settings:
- Click your avatar or initials in the top-right corner.
- Select Profile from the dropdown.
Navigate to Calendar Integration:
- Click the Calendar tab or section (URL: /profile#calendar).
Click “Connect Google Calendar”:
- A Google authentication window will appear.
Select the Correct Google Account:
- Choose the account you want to sync (ensure it matches your PyjamaHR email if possible).
- Tip: If you need to switch accounts, sign out of other Google accounts first.
Grant All Permissions:
- Tick “Select all” to ensure PyjamaHR can read/write events.
- Click Allow.
Confirmation:
- You’ll see a success message, and your calendar status will show as “Connected”.

Screenshot Callout:
Show the “Connect Google Calendar” button and the permissions screen.

2. Verify Integration

Schedule a Test Interview:
Create a test interview event in PyjamaHR.
Confirm the event appears in your Google Calendar.
Check for Invite Emails:
Both interviewer and candidate should receive Google Calendar invites.

3. Managing Multiple Accounts

If you need to switch the connected Google account:
Disconnect the current integration in PyjamaHR.
Reconnect using the new Google account.
Note: The Google Calendar and Gmail accounts must match for full functionality.

4. Setting Availability & Buffer Time

In the Calendar Settings (/profile#calendar):
Set your available hours for interviews.
Add buffer time between interviews (up to 5 hours).
Note: Currently, only buffer time and working hours can limit slots; restricting to a single slot per day is not yet available.

5. Scheduling Interviews

When scheduling, PyjamaHR checks your Google Calendar in real time.
Only available slots (not blocked by other events) are shown to candidates.
Once a slot is booked, it’s immediately reflected in both PyjamaHR and Google Calendar.

Advanced Usage & Best Practices

Power User Tips

Always connect the correct Google account:
If you change your work email, disconnect and reconnect to avoid sync issues.
Set buffer time wisely:
Use buffer time to prevent back-to-back interviews and allow for breaks.
Monitor the Events section:
All scheduled interviews are tracked here; use it to cross-check with your calendar.
Check the Candidate Timeline:
Interview events are logged for each candidate, providing a full audit trail.

Optimization Strategies

For high-volume interviewers:
Set clear working hours and buffer times to avoid burnout and scheduling conflicts.
For teams:
Ensure all interviewers have integrated their calendars to prevent “missing invite” issues.

Do’s and Don’ts

Do:
- Always grant all requested permissions during integration.
- Disconnect and reconnect if you change your Google account.
- Check both PyjamaHR and Google Calendar for scheduled events.

Don’t:
- Don’t assume invites are sent if the organizer hasn’t integrated their calendar.
- Don’t use different emails for Google Calendar and PyjamaHR—this causes sync failures.
- Don’t rely solely on email notifications; always verify in your calendar.

Troubleshooting & Common Issues

Common Problems & Solutions

1. Calendar Invites Not Received / Not Showing in Google Calendar
- Cause: Organizer hasn’t integrated Google Calendar.
- Solution: Organizer must connect their Google Calendar in PyjamaHR. Only then will events sync and invites be sent.

2. Error When Connecting a New Google Account
- Cause: Previous Google account still connected.
- Solution: Disconnect the old account in PyjamaHR, then reconnect with the new one. Ensure the email matches for both Google Calendar and Gmail.

3. Buffer Time Not Honored / Back-to-Back Interviews
- Cause: Buffer time may not apply across different jobs or events.
- Solution: Set buffer time in Calendar Settings. If issues persist, contact support with specific examples.

4. In-Person Interviews Not Syncing
- Cause: Previously, only virtual interviews prompted calendar integration.
- Solution: PyjamaHR is updating this flow to ensure all interview types sync. If you experience issues, ensure the organizer is integrated and contact support if needed.

5. Availability Not Showing / “No Slots Available”
- Cause: Event date has passed or no available slots within set hours.
- Solution: Update your available hours and ensure the event is in the future.

Error Messages

“Integration not working even after giving all accesses”
Double-check that you’ve disconnected any previous Google accounts.
Ensure you’ve granted all permissions.
Email addresses must match for Google Calendar and Gmail.
“No availability to show”
Check if the event date is in the past.
Update your available hours in Calendar Settings.

When to Contact Support

If invites are not syncing after following all steps.
If you encounter persistent errors during integration.
If buffer time or availability settings are not being honored.

Comprehensive FAQ

1. Why aren’t my interview events showing up in Google Calendar?
Check if the organizer has integrated their Google Calendar. Only integrated accounts sync events.

2. Can I connect a different Google account to PyjamaHR?
Yes. Disconnect the current account in Calendar Settings, then reconnect with the new one. Ensure the email matches your PyjamaHR account for best results.

3. What permissions does PyjamaHR need for Google Calendar integration?
All permissions must be granted (“Select all”) for full functionality.

4. Do in-person interviews sync to Google Calendar?
PyjamaHR is updating this flow. Ensure the organizer is integrated; if issues persist, contact support.

5. How do I limit the number of interview slots per day?
Currently, you can set buffer time and working hours, but restricting to a single slot per day is not yet available.

6. Why do I see “No availability to show” on my scheduling link?
The event date may have passed, or your available hours do not cover the requested time.

7. Can I set buffer time between interviews?
Yes, in Calendar Settings. The maximum buffer is 5 hours.

8. What if I receive an error during integration?
Disconnect any previous Google account, ensure all permissions are granted, and try again.

9. Are interview events tracked in the candidate’s profile?
Yes, once a candidate confirms a slot, the event is logged in their Timeline.

10. Why aren’t candidates or interviewers receiving calendar invites?
Check that the organizer’s Google Calendar is integrated and that all permissions are granted.

11. Can I see which users have integrated their calendars?
Currently, this is managed individually in Profile > Calendar Settings.

12. What happens if I change my Google account email?
Disconnect the old account and reconnect with the new one in PyjamaHR.

Events Section: Track all scheduled interviews and their statuses.
Candidate Timeline: View interview history for each candidate.
Buffer Time & Availability: Fine-tune in Calendar Settings.
Automatic Application Confirmations: Manage in Email Settings if you want to reduce email clutter.

Recommended Next Steps:
- Ensure all team members integrate their Google Calendars.
- Review and adjust buffer times and working hours.
- Monitor the Events section and Candidate Timeline for scheduling accuracy.

By following this guide, you’ll ensure seamless, real-time interview scheduling with Google Calendar in PyjamaHR—minimizing manual work, avoiding double-bookings, and delivering a professional experience for both interviewers and candidates.

How to Integrate Google Calendar for Real-Time Interview Availability in PyjamaHR