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How to Reschedule or Cancel Interviews in PyjamaHR (and Notify All Stakeholders)

Updated this week

Executive Summary

Rescheduling or cancelling interviews in PyjamaHR is a critical workflow for recruiters and hiring managers, ensuring a smooth candidate experience and keeping all stakeholders informed. This guide provides a comprehensive, step-by-step process for rescheduling or cancelling interviews, addresses common issues (such as time zone mismatches and calendar sync problems), and offers best practices to avoid mistakes that can disrupt your hiring process.


Detailed Overview

What Is This Feature?

PyjamaHR allows you to reschedule or cancel interviews directly from the platform, with automated notifications sent to candidates, interviewers, and other stakeholders. This ensures everyone stays updated, reduces manual communication, and helps maintain a professional candidate experience.

When and Why to Use

  • Unexpected interviewer unavailability (e.g., illness, emergency)

  • Candidate requests a new time due to conflicts or technical issues

  • Technical problems during a scheduled interview (e.g., network/microphone issues)

  • Job closure or position cancellation

Integration with Other Features

  • Calendar Integrations: Google Calendar, Outlook Calendar (syncs interview times and updates)

  • Automated Email Notifications: Sent to all relevant parties when changes are made

  • Candidate Pipeline: Interview status updates reflected in candidate profiles

  • Interview Scheduling Links: Allows candidates to select new time slots within your availability

Business Impact

  • Reduces no-shows and confusion

  • Improves candidate experience

  • Saves recruiter time by automating notifications

  • Ensures compliance with internal processes and audit trails


Step-by-Step Guide: Rescheduling or Cancelling Interviews

Prerequisites

  • Admin or Recruiter access to the job/interview

  • The job must be open (not closed/archived)

  • Calendar integration set up (for automatic calendar updates)


A. Rescheduling an Interview

1. Navigate to the Candidate’s Profile

  • Go to the relevant job, then select the candidate whose interview you want to reschedule.

2. Open the Interview Details

  • Click on the scheduled interview event in the candidate’s timeline.

3. Click “Reschedule”

  • Look for the Reschedule button (usually next to the interview details).

4. Select New Date and Time

  • Choose a new date and time.

  • Important: Double-check the time zone displayed. (See Troubleshooting for known issues.)

5. (Optional) Update Interviewer or Interview Type

  • If needed, change the interviewer or interview mode (e.g., from in-person to Zoom).

6. Add a Message (Optional)

  • Include a note for the candidate/interviewer explaining the reason for rescheduling.

7. Click “Confirm”

  • The system will update the interview and send notifications to all stakeholders.

8. Verify Calendar Sync

  • Ensure the new time appears correctly in your (and the candidate’s) calendar, especially if using Outlook or Google Calendar.

Screenshot Callouts:
- Candidate profile with interview timeline
- “Reschedule” button location
- Date/time picker with time zone indicator
- Confirmation dialog


B. Cancelling an Interview

1. Navigate to the Candidate’s Profile

  • As above, go to the candidate’s timeline.

2. Open the Interview Details

  • Click on the scheduled interview event.

3. Click “Cancel”

  • Find and select the Cancel button.

  • Enter a reason for cancellation (this will be included in the notification).

5. Confirm Cancellation

  • Click Confirm to finalize.

6. Automatic Notifications Sent

  • All stakeholders (candidate, interviewer, hiring manager) will receive an email notification.

Screenshot Callouts:
- “Cancel” button location
- Reason for cancellation input box
- Confirmation dialog


C. Notifying Stakeholders

  • Automatic: PyjamaHR sends email notifications to all parties when you reschedule or cancel.

  • Manual Follow-up: If critical, follow up with a direct message or call, especially for last-minute changes.


D. Special Scenarios

1. AI Interviews

  • Cannot be rescheduled after expiry. Candidates must complete within the validity window.

  • If technical issues occur before expiry, candidates can rejoin using the same link.

2. Job Closed

  • You cannot reschedule or cancel interviews for closed jobs. Reopen the job first if changes are needed.


Advanced Usage & Best Practices

Power User Tips

  • Set Your Working Hours: Ensure your availability is correctly set in PyjamaHR to prevent candidates from booking outside your hours.

  • Double-Check Time Zones: Always verify the time zone before confirming changes, especially if your team or candidates are in different regions.

  • Calendar Sync: Regularly check that your Google/Outlook calendar is syncing correctly with PyjamaHR to avoid double bookings or missed updates.

  • Add Personal Notes: Use the message box to provide context for rescheduling/cancellation—this improves transparency and candidate experience.

Optimization Strategies

  • Batch Rescheduling: If multiple interviews need to be moved (e.g., interviewer out sick), use filters to quickly find and update affected interviews.

  • Automated Reminders: Enable reminder emails for both interviewers and candidates to reduce no-shows.

Do’s and Don’ts

Do:
- Notify all stakeholders promptly.
- Provide a clear reason for changes.
- Check for calendar sync issues after making changes.

Don’t:
- Don’t reschedule without verifying the job is open.
- Don’t ignore time zone settings—this is a common source of errors.
- Don’t assume AI interviews can be rescheduled after expiry.


Troubleshooting & Common Issues

1. Time Zone Mismatch

  • Symptoms: Interview scheduled outside working hours; time appears incorrectly after confirmation.

  • Solution:

    • Double-check your profile’s time zone setting.

    • Verify the time zone in the date/time picker before confirming.

    • If the issue persists, take a screenshot and contact support.

2. Calendar Not Syncing (Outlook/Google)

  • Symptoms: Interview shows as available when you’re actually busy; changes not reflected in calendar.

  • Solution:

    • Reconnect your calendar integration in PyjamaHR settings.

    • Allow a few minutes for sync.

    • If using Outlook, note that some sync issues have been reported and are being addressed.

3. Cannot Click “Schedule and Notify” Button

  • Symptoms: Button is unresponsive; no error shown.

  • Solution:

    • Ensure the job is open (not closed).

    • Refresh the page and try again.

    • If the issue persists, contact support with a screenshot.

4. Interview Type/Mode Not Editable

  • Symptoms: Cannot change interview type during rescheduling.

  • Solution:

    • Ensure the job is open.

    • If still not editable, this may be a permissions issue—contact your Super Admin.

5. AI Interview Expired

  • Symptoms: Candidate requests reschedule after expiry.

  • Solution:

    • AI interviews cannot be rescheduled after expiry. Advise the candidate to look for future opportunities.

6. Job Closed—Cannot Reschedule

  • Symptoms: Unable to edit or reschedule interviews.

  • Solution:

    • Reopen the job in PyjamaHR, then proceed with rescheduling.


Comprehensive FAQ

1. How do I reschedule an interview in PyjamaHR?
Go to the candidate’s profile, open the interview, click “Reschedule,” select a new time, and confirm. All stakeholders will be notified automatically.

2. Can I cancel an interview and notify everyone?
Yes. Use the “Cancel” button in the interview details. Enter a reason if desired, and PyjamaHR will send notifications to all parties.

3. What if the candidate or interviewer is in a different time zone?
PyjamaHR supports time zone selection. Always verify the displayed time zone before confirming changes.

4. Why can’t I click the “Schedule and Notify” button?
This usually happens if the job is closed. Reopen the job and try again.

5. My calendar (Outlook/Google) isn’t syncing—what should I do?
Reconnect your calendar in PyjamaHR settings. If issues persist, contact support.

6. Can I reschedule an AI interview?
Only before the expiry date. After expiry, the link is invalid and cannot be extended.

7. What if the interview link isn’t working or the candidate faces technical issues?
Candidates can rejoin using the same link before expiry. For persistent issues, reschedule if possible.

8. How do I change the interviewer or interview type?
During rescheduling, you can update the interviewer or mode (if the job is open).

9. What happens if I cancel a job—are interviews automatically cancelled?
Yes, interviews for closed jobs cannot be rescheduled or cancelled further.

10. How do I ensure candidates can’t book outside my working hours?
Set your working hours in PyjamaHR settings. If issues persist, check your time zone and calendar integration.

11. What if I need to reschedule multiple interviews at once?
Use filters in the candidate pipeline to find and update interviews in bulk.

12. Will stakeholders get notified if I reschedule or cancel?
Yes, PyjamaHR sends automated email notifications to all involved parties.


Related Features & Next Steps

Recommended Next Steps:
- Review your working hours and time zone settings.
- Test your calendar integration.
- Train your team on best practices for rescheduling/cancelling interviews.


Still have questions?
If you encounter issues not covered here, please contact PyjamaHR Support with screenshots and a description of your workflow.



This article is based on real customer scenarios and updated for the latest PyjamaHR platform features as of June 2024.

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