Executive Summary
Adding observers or shadow interviewers in PyjamaHR enables organizations to include additional participants in interviews for training, evaluation, or compliance purposes—without granting them full hiring or decision-making privileges. This guide explains how to add these users, clarifies their access, and addresses common issues and best practices to ensure a smooth interview process.
Detailed Overview
What Are Observers or Shadow Interviewers?
Observers (sometimes called shadow interviewers) are users who attend interviews to observe the process, learn, or provide feedback, but do not actively participate in candidate evaluation or decision-making. In PyjamaHR, these users are typically added as "Interviewers" with limited access, distinct from Hiring Managers or Recruiters.
When and Why to Use Observers/Shadow Interviewers:
- Training: Onboard new interviewers by letting them observe real interviews.
- Quality Assurance: Ensure interview consistency and compliance.
- Stakeholder Involvement: Allow business partners or external experts to observe without impacting billing or workflow.
Integration with PyjamaHR Features:
- Observers are added via the interview scheduling workflow.
- Their access is limited to the specific interviews they are assigned to.
- Observer/interviewer roles are non-billable, unlike Hiring Managers or Recruiters.
Business Impact:
- Streamlines interviewer onboarding and training.
- Reduces risk of billing errors by assigning correct roles.
- Maintains data security by limiting candidate/job visibility.
Step-by-Step Guide: Adding Observers or Shadow Interviewers
Prerequisites
You must have Admin or Hiring Manager access.
The observer must have a valid email address.
The job must be active (not closed).
1. Navigate to the Job
Go to the Jobs tab.
Select the relevant job (ensure it is active/open).
2. Schedule an Interview
Click on the candidate you wish to schedule an interview for.
Click the Schedule Interview button.
3. Add Interviewers (Including Observers)
In the Interview Panel or Interviewers field, enter the email addresses of all participants:
Primary Interviewer(s): Those conducting the interview.
Observer/Shadow Interviewer: Add their email as an additional interviewer.
Note: Observers are added the same way as interviewers but should be informed of their observer status.
4. Set Interviewer Roles (If Available)
If your PyjamaHR version allows, select the role as "Interviewer" (not Hiring Manager or Recruiter) to ensure non-billable status.
Tip: Double-check the user role to avoid billing issues (see "Common Mistakes" below).
5. Send Interview Invite
Review the interview details.
Click Send Invite.
All interviewers and observers will receive an email invitation.
6. Observer Access
Observers will only have access to the specific candidate and interview they are assigned to.
They cannot view all candidates or jobs.
7. (Optional) Re-invite or Troubleshoot
If the observer does not receive the invite, use the Re-invite option or verify their email address.
Screenshot Callouts:
- Where to find the "Schedule Interview" button
- The "Interviewers" field in the scheduling modal
- Role selection dropdown (if available)
- Confirmation screen after sending invites
Advanced Usage & Best Practices
Power User Tips
External Observers: You can add external users as interviewers/observers using their email. Ensure they are not assigned as Hiring Managers to avoid billing.
Multiple Observers: Add multiple observers by separating email addresses with commas in the Interviewers field.
Role Clarity: Communicate observer expectations in the calendar invite or interview notes.
Optimization Strategies
Template Invites: Use a standard template to inform observers of their role and expectations.
Audit Access: Periodically review user roles to ensure no observer has unnecessary access.
Integration with Other Workflows
Feedback Collection: Observers can add comments/notes post-interview if permitted.
Training Programs: Use observer access as part of structured interviewer training.
Do’s and Don’ts
Do:
- Double-check user roles before sending invites.
- Use the "Interviewer" role for observers to avoid billing.
- Re-invite if emails are not received.
Don’t:
- Assign observer as Hiring Manager or Recruiter unless they need full access (may incur charges).
- Add observers to closed jobs (they won’t get access or invites).
Troubleshooting & Common Issues
1. Observer Not Receiving Invite
Solution: Verify email address, check spam folder, and use the "Re-invite" option.
If still not received: Contact support with the email and job details.
2. Observer Assigned as Hiring Manager (Billing Issue)
Symptom: Unexpected charges or user counted as billable.
Solution: Downgrade user to "Interviewer" role. Contact support for one-time backend adjustment if needed.
3. Cannot Add Observer to Closed Job
Symptom: No option to add interviewer/observer.
Solution: Observers/interviewers can only be added to active jobs. Reopen the job or schedule interviews before closing.
4. Observer Cannot See Candidates/Jobs
Explanation: Observers/interviewers only see candidates/interviews they are assigned to. This is by design for data security.
5. Technical Issues Adding Interviewers
Symptom: Unable to add interviewer, system selects all profiles, or invite not sent.
Solution: Refresh the page, clear browser cache, and retry. If issue persists, report to support with details.
Comprehensive FAQ
1. Can I add an observer or shadow interviewer to any interview?
Yes, as long as the job is active and you have scheduling permissions.
2. Will observers/interviewers be billed?
No, as long as they are added as "Interviewers" and not as "Hiring Managers" or "Recruiters."
3. Can observers see all candidates or jobs?
No, they only see the candidates/interviews they are assigned to.
4. How do I add an external observer?
Enter their email in the Interviewers field during scheduling. Ensure they are not assigned a billable role.
5. What if the observer doesn’t receive the invite?
Check the email address, spam folder, and use the "Re-invite" option. Contact support if unresolved.
6. Can I add observers to closed jobs?
No, only to active (open) jobs.
7. How do I change an observer’s role if added incorrectly?
Edit the user’s role in the job settings or contact support for a one-time backend adjustment.
8. What happens if I accidentally assign observer as Hiring Manager?
They will be billed. Downgrade their access immediately to avoid extra charges.
9. Can observers provide feedback?
If permitted, they can add comments/notes post-interview.
10. Can I add multiple observers?
Yes, add multiple emails in the Interviewers field.
11. Do observers need to be onboarded to PyjamaHR?
Yes, they must accept the invite and set up their account.
12. Can I remove an observer after scheduling?
Yes, edit the interview panel and remove their email.
Related Features & Next Steps
User Role Management: Managing User Roles in PyjamaHR
Interview Scheduling: How to Schedule Interviews
Billing & Access Control: Understanding Billable vs. Non-Billable Users
Feedback Collection: Collecting Interview Feedback in PyjamaHR
Recommended Next Steps:
- Review your current user roles to avoid billing surprises.
- Set up a standard process for adding observers.
- Train your team on the difference between Interviewer, Hiring Manager, and Recruiter roles.
Still have questions?
If you encounter issues not covered here, contact PyjamaHR Support with the job, candidate, and user details for rapid assistance.
Keywords: add observer, shadow interviewer, invite interviewer, non-billable user, interview panel, PyjamaHR, external interviewer, billing, access control, troubleshooting
This guide is based on real customer scenarios and the latest PyjamaHR workflows. For further assistance, visit our Help Center.