Executive Summary
Integrating your Outlook Exchange calendar with PyjamaHR enables seamless interview scheduling, real-time availability syncing, and streamlined candidate communications—all from within your ATS. This guide covers everything you need to know: setup, troubleshooting, best practices, and answers to the most common (and uncommon) questions, so you can avoid common pitfalls and maximize the value of your Outlook integration.
Detailed Overview
What is Outlook Exchange Calendar Integration in PyjamaHR?
Outlook Exchange calendar integration allows you to connect your Microsoft Outlook (including Office 365 and Exchange Online) calendar to PyjamaHR. This enables automatic syncing of your interview schedules, real-time availability checks, and direct sending of calendar invites to candidates and interviewers.
When and Why Should You Use It?
- If your organization uses Outlook/Exchange for email and calendar: This integration ensures all interview scheduling happens in sync with your actual work calendar.
- To avoid double-booking: PyjamaHR checks your Outlook calendar for conflicts before offering time slots.
- For automated candidate communications: Calendar invites, Zoom/Teams links, and notifications are sent directly from your connected Outlook account.
Integration with Other PyjamaHR Features:
- Interview Scheduling: Real-time slot availability based on your Outlook calendar.
- Automated Invites: Send calendar invites and notifications from your Outlook address.
- Zoom/Teams Integration: Combine with video conferencing tools for one-click interview setup.
Business Impact and Benefits:
- Reduces manual scheduling errors and double-bookings.
- Improves candidate experience with accurate, professional communications.
- Saves recruiter time by automating repetitive scheduling tasks.
Step-by-Step Guide: Integrating Outlook Exchange Calendar
Prerequisites & Requirements
Outlook/Exchange Account: Must be a user mailbox (shared mailboxes are NOT supported).
Admin Approval: Some organizations require admin consent for third-party integrations.
No Other Calendar Connected: You must disconnect Google Calendar or any other calendar before connecting Outlook.
Correct Permissions: You need permission to authorize integrations for your Outlook account.
Step 1: Disconnect Any Existing Calendar Integration
Log in to your PyjamaHR account.
Click your profile icon (e.g., "Hi Akanksha") in the top right corner.
Go to Settings > Account Settings > Email.
If Google Calendar or another calendar is connected, click Disconnect.
Screenshot suggestion: Show the Account Settings > Email section with the Disconnect button highlighted.
Step 2: Start Outlook Integration
In the same Account Settings > Email section, select Outlook.
Click Connect.
Screenshot suggestion: Show the Connect button for Outlook highlighted.
Step 3: Authorize PyjamaHR to Access Your Outlook Account
A Microsoft login window will appear. Enter your Outlook credentials.
If prompted, grant PyjamaHR permission to access your calendar and email.
If your organization requires admin approval, you may see a message: "Need admin approval".
- Contact your IT admin to approve the integration request.
- Admins may need to approve via Microsoft Entra (Azure AD) settings.
Screenshot suggestion: Show the Microsoft authorization prompt and the admin approval message.
Step 4: Confirm Integration
Once authorized, you’ll see your Outlook email listed as connected in PyjamaHR.
Test by scheduling a test interview—your Outlook calendar should now reflect the booking.
Special Scenarios & Pathways
If the Connect button is greyed out:
You likely have another calendar (e.g., Gmail) already connected. Disconnect it first.If using a shared mailbox:
PyjamaHR does NOT support shared Outlook inboxes. Only user mailboxes can be integrated.If integrating with Microsoft Teams:
The process is the same, but ensure your Teams account is linked to the same Outlook account.
Advanced Usage & Best Practices
Power User Tips
Set Your Working Hours in PyjamaHR:
Ensure your availability in PyjamaHR matches your Outlook calendar to avoid offering slots outside your work hours.Combine with Zoom/Teams Integration:
Enable video conferencing links to be auto-inserted into calendar invites.Regularly Review Permissions:
If you change your Outlook password or permissions, reauthorize the integration in PyjamaHR.
Do’s and Don’ts
Do:
- Always disconnect any previous calendar integration before connecting Outlook.
- Ensure your Outlook calendar is up-to-date with all meetings to avoid double-booking.
- Contact your IT admin early if you anticipate needing admin approval.
Don’t:
- Don’t attempt to connect shared mailboxes—they are not supported.
- Don’t try to use the same Outlook email with multiple PyjamaHR accounts.
- Don’t ignore admin approval prompts; integration will not work without it.
Troubleshooting & Common Issues
Common Error Messages & Solutions
Error Message / Symptom | Solution |
"Integration Failed" | - Disconnect any existing calendar integration. |
"Need admin approval" | - Contact your IT admin to approve the integration in Microsoft Entra (Azure AD). |
Connect button is not clickable | - Disconnect any existing Google/Outlook integration first. |
Outlook calendar shows as always available | - Ensure your Outlook calendar has all meetings marked as "Busy". |
Already booked slots still showing as available | - Wait for sync to complete. |
No Zoom/Teams link in invites | - Ensure video conferencing integration is enabled and linked to the same Outlook account. |
Shared mailbox not available as option | - Only user mailboxes are supported. |
Email sent from wrong address (e.g., personal instead of careers@) | - Ensure the correct Outlook account is integrated and selected as the sender in PyjamaHR. |
What If Scenarios
What if I see no option to connect Outlook?
Disconnect any existing calendar integration first.What if my availability in PyjamaHR doesn’t match Outlook?
Double-check that all your Outlook events are marked as "Busy" and that you’re viewing the correct calendar.What if I need to use a shared mailbox?
Currently not supported—use a user mailbox instead.What if I want to integrate the same Outlook email with multiple PyjamaHR accounts?
Not supported; each Outlook email can only be linked to one PyjamaHR account.
Comprehensive FAQ
1. Can I connect both Google and Outlook calendars at the same time?
No. You must disconnect one before connecting the other.
2. Why do I need admin approval to connect my Outlook calendar?
Some organizations restrict third-party integrations for security. Your IT admin must approve PyjamaHR in Microsoft Entra (Azure AD).
3. Can I use a shared Outlook mailbox?
No, only user mailboxes are supported.
4. Why does my availability in PyjamaHR not match my Outlook calendar?
Ensure all your Outlook events are marked as "Busy" and you’re syncing the correct calendar.
5. What should I do if I get an "Integration Failed" error?
Disconnect any existing calendar, ensure you’re using the correct credentials, and try again.
6. Can I send emails from a different Outlook address than my login?
No, emails are sent from the integrated Outlook account only.
7. Why are candidates seeing my personal email instead of the company address?
Ensure the correct Outlook account is integrated and set as the sender in PyjamaHR.
8. Can I integrate the same Outlook email with multiple PyjamaHR accounts?
No, this is not supported.
9. How do I add Zoom or Teams links to my calendar invites?
Ensure your video conferencing tool is integrated with the same Outlook account.
10. What if the "Schedule and Notify" button is not working?
Check for required fields, browser compatibility, and try refreshing. If the issue persists, contact support.
11. What if I need to change my integrated Outlook account?
Disconnect the current account in Settings, then connect the new one.
12. What if I see "prompt=consent" or "prompt=admin_consent" in the OAuth URL?
This is a Microsoft security prompt. Your admin must approve the integration.
13. What if my Outlook integration suddenly stops working?
Reauthorize the integration in PyjamaHR. If the issue persists, contact support.
Related Features & Next Steps
Video Conferencing Integrations:
Connect Zoom or Microsoft Teams for one-click video interview scheduling.Email Templates:
Customize your candidate communications to use your integrated Outlook account.Interview Scheduling Links:
Share self-scheduling links with candidates that reflect your real-time Outlook availability.Further Reading:
Real-World Scenarios from Customers
Switching from Gmail to Outlook:
Disconnect Google Calendar first, then connect Outlook via Settings > Account Settings > Email.Admin Approval Required:
If you see "Need admin approval," contact your IT team to approve PyjamaHR in Microsoft Entra.Shared Mailbox Not Supported:
Only user mailboxes can be integrated. Shared inboxes are not currently supported.Availability Mismatch:
Ensure all meetings in Outlook are marked as "Busy" and that your working hours are set correctly in PyjamaHR.
Summary
Integrating your Outlook Exchange calendar with PyjamaHR is essential for accurate, automated interview scheduling and professional candidate communications. By following the steps and best practices in this guide—and referencing the troubleshooting and FAQ sections—you’ll avoid common pitfalls and ensure a smooth, efficient workflow for your entire hiring team.
If you encounter issues not covered here, please contact PyjamaHR Support with screenshots or screen recordings for fastest resolution.