Executive Summary
PyjamaHR automates key candidate communications, including application confirmation emails, interview reminders, and calendar (ICS) attachments. Understanding how these features work—and how to customize or troubleshoot them—ensures a seamless experience for both recruiters and applicants. This guide covers everything you need to know to manage, disable, or optimize these communications, based on real customer scenarios.
Detailed Overview
What Are Email Confirmations, Reminders, and ICS Attachments?
Application Confirmation Emails: Automatically sent to candidates after they apply for a job, confirming receipt of their application.
Interview Reminders: Automated emails reminding candidates (and sometimes interviewers) about upcoming interviews.
ICS Attachments: Calendar invite files (.ics) included in interview scheduling emails, allowing recipients to add the event to their calendar.
Why Use These Features?
Professionalism: Candidates expect timely confirmations and reminders, which reflect well on your employer brand.
Efficiency: Automating these communications reduces manual work for recruiters.
Clarity: ICS attachments help ensure interviews are added to calendars, reducing no-shows and confusion.
Integration with Other PyjamaHR Features
Email Integration: Confirmation and reminder emails may depend on your email integration settings.
Google Calendar Integration: For seamless calendar invites, organizers must integrate their Google Calendar with PyjamaHR.
Super Admin Settings: The sender address for confirmation emails is tied to the super admin or job creator’s email.
Business Impact
Improved Candidate Experience: Timely, automated communications keep candidates informed and engaged.
Reduced Manual Errors: Automation ensures consistency and reliability.
Brand Control: Customization options help align communications with your company’s tone and processes.
Step-by-Step Guide: Managing Email Confirmations, Reminders, and ICS Attachments
1. How to Enable or Disable Application Confirmation Emails
Note: Disabling confirmation emails currently requires support intervention; there is no self-service toggle in the UI.
To disable confirmation emails:
1. Contact PyjamaHR Support via chat or email.
2. Request to "disable the application confirmation email for candidates."
3. Support will confirm once the feature is turned off for your account.
To enable confirmation emails:
- By default, confirmation emails are enabled.
- If previously disabled, contact support to re-enable.
Screenshot Callout:
Include a screenshot of the support chat window or email template for requesting this change.
2. Changing the Sender Email Address for Confirmation Emails
The sender address is determined by:
The super admin’s email (default).
The job creator’s email (in some cases).
To change the sender:
1. Update the super admin’s email in your PyjamaHR account settings.
2. Alternatively, ensure the correct user creates the job posting.
Important:
You cannot set a custom sender address per job or use a non-admin email as the sender.
3. Viewing Confirmation and Reminder Emails in Email History
Confirmation emails may not always appear in the candidate’s email history within PyjamaHR.
To verify if an email was sent:
Check the candidate’s external inbox.
If tracking is critical, confirm with support whether email history logging is enabled for your account.
4. Managing Interview Reminders and ICS Attachments
a. Scheduling Interviews with Calendar Invites
Schedule an interview via the candidate’s profile or the interview scheduling section.
Ensure the organizer’s email is integrated with Google Calendar (for virtual interviews).
PyjamaHR will send an interview invite email to the candidate, often with an ICS attachment.
For in-person interviews:
- ICS attachments may not always sync to your calendar unless Google Calendar integration is enabled.
b. Ensuring Calendar Invites Are Sent and Synced
Google Calendar Integration Required:
Go to Settings > Integrations > Google Calendar.
Connect your Google account.
Ensure the email used for Google Calendar matches your PyjamaHR account email.
If calendar invites are missing:
Check if the organizer is integrated with Google Calendar.
For in-person interviews, calendar sync may require additional configuration (feature improvement in progress).
Screenshot Callout:
Show the Google Calendar integration screen and the interview scheduling UI.
5. Editing or Cancelling Interview Schedules
To reschedule or cancel an interview:
1. Go to the candidate’s profile > Interviews section.
2. Select the scheduled interview.
3. Choose "Reschedule" or "Cancel."
4. The candidate will receive an updated email (with a new ICS attachment if rescheduled).
Advanced Usage & Best Practices
Power User Tips
Bulk Disable Confirmation Emails: If you manage multiple brands or jobs, request support to disable confirmations across all jobs at once.
Super Admin Management: Assign a generic HR or careers email as super admin to standardize sender addresses.
Calendar Hygiene: Always integrate Google Calendar before scheduling interviews to ensure all invites sync correctly.
Do’s and Don’ts
Do:
- Regularly review sender email settings to avoid confusion.
- Test the candidate experience by applying to your own jobs.
- Communicate with support for any changes not available in the UI.
Don’t:
- Assume confirmation emails can be toggled per job in the dashboard.
- Change Google Calendar integration emails without updating PyjamaHR settings.
- Ignore candidate feedback about missing emails or invites—investigate promptly.
Troubleshooting & Common Issues
1. Candidates Not Receiving Confirmation Emails
Check if confirmation emails are disabled (contact support).
Verify email integration: Confirmation emails require your email to be integrated with PyjamaHR.
Check spam/junk folders in candidate inboxes.
2. Confirmation Emails Not Appearing in Email History
This is a known limitation; confirmation emails may not show in PyjamaHR’s email history.
If tracking is essential, request support for a status check.
3. Calendar Invites Not Syncing
Organizer not integrated with Google Calendar: Only integrated users can send calendar invites that sync.
Mismatch between PyjamaHR and Google account emails: Ensure both use the same email address.
In-person interviews: ICS attachments may not sync; feature improvement is in progress.
4. Changing Sender Email Address
Update the super admin’s email in account settings.
Only the super admin or job creator’s email can be used as sender.
5. Receiving Unwanted Confirmation Emails
Contact support to disable confirmation emails.
This cannot be done via self-service in the dashboard.
6. ICS Attachments Not Received
Ensure Google Calendar integration is active.
For multiple users, confirm each organizer’s integration status.
Comprehensive FAQ
1. How do I stop sending application confirmation emails to candidates?
Contact PyjamaHR support; this cannot be done from the dashboard.
2. Can I change the sender email address for confirmation emails?
Only by updating the super admin’s email or ensuring the job creator’s email is correct.
3. Why don’t confirmation emails appear in the candidate’s email history?
Currently, these emails may not be logged in PyjamaHR’s email history. Check the candidate’s external inbox.
4. How do I ensure calendar invites (ICS files) are sent with interview reminders?
Integrate your Google Calendar with PyjamaHR and schedule interviews as the integrated user.
5. What if my calendar invites aren’t syncing for in-person interviews?
This is a known issue; integration improvements are in progress. Ensure Google Calendar is connected.
6. Can I customize the content of confirmation or reminder emails?
Not directly; contact support for advanced customization needs.
7. How do I verify if a candidate received a confirmation or reminder email?
Ask the candidate to check their inbox/spam. For audit, contact support.
8. Can I disable confirmation emails for only certain jobs?
No, this is an account-wide setting managed by support.
9. What happens if I change my Google Calendar integration email?
You must update your PyjamaHR account to match the new email for seamless syncing.
10. Can I see which users have Google Calendar integrated?
Check in Settings > Integrations. Each user must integrate individually.
11. Why do candidates receive multiple confirmation emails if they apply to several jobs?
Each application triggers a separate confirmation. To avoid this, disable confirmations via support.
12. Can I access or resend ICS attachments manually?
Not directly; reschedule the interview to trigger a new invite.
13. What if I receive errors integrating my Gmail or Calendar?
Ensure both PyjamaHR and Google accounts use the same email. If issues persist, contact support.
Related Features & Next Steps
Google Calendar Integration: [See our guide on integrating Google Calendar with PyjamaHR]
Interview Scheduling: [How to schedule, reschedule, or cancel interviews in PyjamaHR]
Email Templates: [Customizing candidate communication templates]
Super Admin Management: [Managing admin roles and permissions]
Recommended Next Steps:
- Review your super admin and job creator email settings.
- Integrate Google Calendar for all interview organizers.
- Test the candidate journey by applying to a job and scheduling a mock interview.
Still need help?
Contact PyjamaHR Support via chat or email for advanced configuration or troubleshooting.
This article is based on real customer scenarios and is designed to answer your questions before you need to ask them. For further assistance, explore our Help Center or reach out to our support team.