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Troubleshooting Missing or Duplicate Calendar Events in PyjamaHR

Updated over 3 weeks ago

Executive Summary

PyjamaHR’s calendar integration streamlines interview scheduling by syncing events with Google Calendar and other platforms. However, users sometimes encounter missing or duplicate calendar events, leading to confusion and scheduling conflicts. This article provides a comprehensive guide to identifying, resolving, and preventing these issues—ensuring a seamless interview experience for all stakeholders.

Detailed Overview

What Are Calendar Events in PyjamaHR?

Calendar events in PyjamaHR are automatically generated when interviews are scheduled through the platform. These events can be synced with Google Calendar (and other supported calendars) for both interviewers and candidates, allowing everyone to stay organized and avoid double-booking.

Why Use Calendar Sync?

  • Centralized Scheduling: View all interviews alongside your other commitments.

  • Automated Invites: Ensure all participants receive timely notifications.

  • Reduced Errors: Minimize manual entry and scheduling conflicts.

Integration Points

  • Google Calendar Integration: Users must connect their Google account to PyjamaHR for automatic event syncing.

  • Event Types: Both virtual and in-person interviews can generate calendar events, but integration requirements may differ.

  • Role-Based Scheduling: Organizers, interviewers, and candidates may have different calendar experiences based on their integration status.

Business Impact

  • Improved Candidate Experience: Ensures candidates receive timely invites.

  • Efficient Interviewer Scheduling: Prevents double-booking and missed interviews.

  • Operational Clarity: Reduces manual follow-ups and confusion.

Step-by-Step Guide: Ensuring Calendar Events Sync Correctly

Prerequisites

  • You must have a PyjamaHR account with scheduling permissions.

  • For Google Calendar sync, your account must be integrated with Google Calendar.

  • Ensure you have the latest version of your browser and PyjamaHR is not blocked by browser extensions.

1. Connect Your Calendar

  1. Go to your PyjamaHR profile settings.

  2. Locate the “Calendar Integration” section.

  3. Click “Connect with Google Calendar.”

  4. Authorize PyjamaHR to access your Google Calendar.

  5. Confirm integration status (should display “Connected”).

Screenshot: Profile Settings > Calendar Integration

2. Schedule an Interview

  1. Navigate to the candidate’s profile.

  2. Click “Schedule Interview.”

  3. Fill in the interview details:

    • Date & Time

    • Interviewer(s)

    • Interview Type (In-person or Virtual)

  4. For candidate self-scheduling, select “Let candidates pick a time.”

  5. Click “Send Invite.”

Screenshot: Candidate Profile > Schedule Interview

3. Verify Calendar Event Creation

  1. Check the “Interviews” section in PyjamaHR to confirm the interview is scheduled.

  2. Open your Google Calendar and look for the event at the scheduled time.

  3. Confirm that all intended participants (interviewers, candidates) have received invites.

Screenshot: Google Calendar with PyjamaHR Event

4. Troubleshooting Missing Events

  • If the event is missing:

    1. Ensure the organizer’s calendar is integrated (see Step 1).

    2. Confirm the interview type—virtual interviews require integration for calendar sync.

    3. Check if the event appears in PyjamaHR but not in Google Calendar.

    4. Ask affected users to reconnect their calendar and refresh both PyjamaHR and Google Calendar.

    5. For in-person interviews, verify if the current workflow supports calendar sync (known issue—see below).

5. Troubleshooting Duplicate Events

  • If an interview appears twice:

    1. Check if multiple API calls or scheduling attempts were made for the same interview.

    2. Confirm only one event appears in Google Calendar.

    3. If duplicates persist, contact support with the candidate/job link and screenshots.

Advanced Usage & Best Practices

Power User Tips

  • Always Integrate Before Scheduling: Ensure all organizers and interviewers have connected their calendars before scheduling interviews.

  • Use “Let Candidates Pick a Time” for Flexibility: This reduces manual rescheduling and ensures events are generated only when a slot is confirmed.

  • Monitor the ‘Events’ Section: Use this to track all scheduled interviews and their statuses.

Optimization Strategies

  • Batch Integration: Encourage all team members to integrate their calendars during onboarding.

  • Regularly Audit Calendar Connections: Periodically check integration status, especially after password changes or Google account updates.

Do’s and Don’ts

Do:
- Double-check integration status before scheduling.
- Use clear, unique interview titles to avoid confusion.
- Communicate with your team about integration requirements for in-person interviews.

Don’t:
- Don’t assume in-person interviews always sync—verify based on current platform capabilities.
- Don’t schedule the same interview multiple times if the event doesn’t appear immediately; check integration first.

Troubleshooting & Common Issues

1. Missing Calendar Events

Scenario: Interview scheduled in PyjamaHR, but no event in Google Calendar.

Possible Causes & Solutions:
- Organizer Not Integrated: Only organizers with connected calendars can sync events. Solution: Organizer must integrate their Google Calendar.
- In-Person Interviews Not Syncing: Known workflow limitation. Solution: Await platform update or manually add to calendar.
- Multiple Users Affected: Confirm all users’ integration status; reauthorize if needed.
- Event Visible in PyjamaHR, Not in Calendar: Refresh both platforms; check for integration errors.

2. Duplicate Calendar Events

Scenario: Interview appears twice in PyjamaHR or calendar.

Possible Causes & Solutions:
- Duplicate API Calls: System bug may trigger multiple events. Solution: Contact support with event details and screenshots.
- Manual Rescheduling: Multiple scheduling attempts can create duplicates. Solution: Cancel extra events in PyjamaHR and calendar.

3. Calendar Blocked for Non-Interviewers

Scenario: Organizer’s calendar is blocked even if not an interviewer.

Solution: Known issue; avoid adding yourself as interviewer if not required. Contact support if the issue persists.

4. Unable to Create New Event

Scenario: Error message about expired event or unable to add new event.

Solution: Delete or update expired events before creating new ones. Use “Schedule Interview” > “Let candidates pick a time” for new events.

5. No Invites Received by Candidate or Interviewer

Scenario: Neither party receives invite despite event scheduled in PyjamaHR.

Solution: Confirm both parties’ emails are correct and calendars are integrated. Check spam folders and refresh calendars.

Comprehensive FAQ

  1. Why isn’t my interview showing up in Google Calendar?
    - The organizer may not have integrated their calendar. Check integration status and reschedule if needed.

  2. Do in-person interviews sync to my calendar?
    - Currently, in-person interviews may not always sync. This is a known limitation being addressed.

  3. Why is my calendar blocked for interviews I’m not attending?
    - If you’re the organizer, your calendar may be blocked due to current workflow. Avoid adding yourself as interviewer unless necessary.

  4. Why do I see duplicate events for the same interview?
    - This can occur due to duplicate API calls or multiple scheduling attempts. Contact support with details.

  5. How do I reconnect my Google Calendar to PyjamaHR?
    - Go to Profile Settings > Calendar Integration > Disconnect and reconnect your Google account.

  6. What should I do if neither the candidate nor interviewer receives an invite?
    - Confirm both emails and calendar integrations. Refresh calendars and check spam folders.

  7. Can I schedule interviews if my previous event expired?
    - Yes, but you may need to delete or update expired events first.

  8. How do I check if my calendar is integrated?
    - Profile Settings > Calendar Integration should display “Connected.”

  9. What if multiple users in my organization face missing events?
    - Ensure all affected users have integrated calendars. If the issue persists, contact support with user details.

  10. How do I manually add an interview to my calendar?

    • If automatic sync fails, copy the interview details from PyjamaHR and create a manual event in your calendar.

Related Features & Next Steps

  • Candidate Self-Scheduling: Use “Let candidates pick a time” for flexible scheduling.

  • Events Section: Monitor all scheduled interviews and their statuses.

  • Team Calendar Audit: Regularly review team integration status.

Recommended Articles:
- How to Integrate Google Calendar with PyjamaHR
- Scheduling Interviews: Best Practices
- Managing Interviewer Availability

Key Takeaways

  • Always ensure calendar integration before scheduling interviews.

  • Be aware of current limitations with in-person interview sync.

  • Proactively monitor for missing or duplicate events and follow troubleshooting steps.

  • Contact PyjamaHR support with detailed information (screenshots, candidate/job links) for unresolved issues.

By following these guidelines, you can minimize scheduling errors and ensure a smooth interview process for your team and candidates.

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