Executive Summary
PyjamaHR’s interview scheduling tools allow you to define default interview durations and manage candidate booking availability. This ensures interviews are spaced appropriately, prevents overbooking, and streamlines your interview process. Learn how to configure durations, buffer times, and daily slot caps to optimize your team’s time and deliver a smooth candidate experience.
Detailed Overview
What are Default Interview Duration and Slot Caps?
Default Interview Duration: The length of each interview slot (e.g., 15, 30, 60 minutes) that candidates can book.
Slot Caps: The maximum number of interview slots available to candidates per day.
Why Use These Settings?
Prevents back-to-back interviews and interviewer burnout.
Ensures fair distribution of interview opportunities.
Reduces manual rescheduling and candidate confusion.
Integrates with your calendar and candidate profiles for seamless tracking.
Integration with Other PyjamaHR Features:
Calendar Sync: Honors your Google/Outlook calendar availability.
Candidate Timeline: Scheduled interviews are logged automatically.
Event Scheduling: Interview invites and confirmations are managed within the Events section.
Business Impact:
Reduces scheduling conflicts and manual intervention.
Improves interviewer and candidate experience.
Helps maintain a predictable, manageable interview load.
Step-by-Step Guide: Setting Interview Duration and Slot Caps
Prerequisites
You must have interviewer or admin access.
Your calendar (Google/Outlook) should be connected to PyjamaHR.
1. Set Default Interview Duration
Go to Profile Settings:
- Navigate to your profile via the top-right avatar.
- Click on Profile > Calendar (https://app.pyjamahr.com/profile#calendar).Configure Availability:
- Set your available hours for interviews (e.g., 12:00 PM – 6:00 PM).Set Interview Duration:
- When creating an interview event, select the desired duration (e.g., 15, 30, or 60 minutes).
- For custom durations, enter the specific time (e.g., 15 minutes for quick screens).
Screenshot: Show the “Interview Duration” dropdown in the event creation modal.
Save Changes:
- Click Save or Schedule and Notify to confirm.
2. Add Buffer Time Between Interviews
In the Calendar settings, locate the Buffer Time After Events option.
Select the desired buffer (e.g., 15 minutes, 30 minutes, up to 5 hours).
- This prevents interviews from being scheduled back-to-back.Save your settings.
Screenshot: Highlight the buffer time selector.
Note: Buffer time applies across all jobs and interview events scheduled via PyjamaHR.
3. Limit the Number of Interview Slots Per Day (Slot Caps)
Current Limitation:
As of now, PyjamaHR does not support a direct “slot cap” (e.g., only 1 interview per day) setting. However, you can control the number of available slots by:
Restricting your daily availability window (e.g., only 1 hour per day).
Setting buffer times to reduce the number of possible slots.
Example:
If you set your availability from 4:30 PM to 5:30 PM and interview duration to 1 hour, only one slot will be available per day.
Workaround for Single Slot Per Day:
Set your daily availability to match your desired slot length (e.g., 1 hour for 1 interview).
Add a buffer time equal to or greater than your availability window.
Screenshot: Show availability window and buffer time settings.
4. Review and Confirm
After configuring, preview the candidate scheduling link to ensure only the intended slots are visible.
Test by sending an invite to yourself or a colleague.
Advanced Usage & Best Practices
Power User Tips
Multiple Short Interviews: For several 15-minute interviews in an hour, set your availability to 1 hour and duration to 15 minutes. Candidates will see multiple options unless you restrict availability further.
Prevent Overbooking Across Jobs: Buffer time applies across all jobs, so interviews for different roles won’t be scheduled back-to-back.
Candidate Timeline Tracking: Once a candidate books a slot, the interview is automatically logged in their profile timeline.
Optimization Strategies
Avoid Manual Rescheduling: Set clear availability and buffer times to minimize conflicts.
Communicate Slot Limits: If you restrict to a single slot per day, inform candidates in your invite message to avoid confusion.
Monitor Events Section: Use the Events dashboard to track all scheduled and pending interviews.
Do’s and Don’ts
Do:
- Regularly review your calendar integration.
- Use buffer times to protect your schedule.
- Adjust availability windows to control slot caps.
Don’t:
- Assume buffer time alone will limit slots to one per day (unless your availability is also restricted).
- Forget to check for overlapping events in your external calendar.
Troubleshooting & Common Issues
1. Buffer Time Not Honored
Issue: Interviews are scheduled back-to-back despite buffer settings.
Solution:
- Ensure buffer time is set in PyjamaHR, not just your external calendar.
- Confirm that buffer applies across all jobs and events.
- If issue persists, contact support with screenshots and event links.
2. Unable to Limit to One Slot Per Day
Issue: No direct setting for “one slot per day.”
Solution:
- Restrict your daily availability to a single slot window.
- Use buffer time as an additional safeguard.
- Submit a feature request for slot caps if this is critical to your workflow.
3. Candidates See No Availability
Issue: Candidates report no available slots.
Solution:
- Check if the event date has passed.
- Verify your availability and interview duration settings.
- Ensure your calendar integration is active and up to date.
4. Interview Not Logged in Candidate Profile
Issue: Scheduled interviews not visible in candidate timeline.
Solution:
- Confirm the candidate has accepted the invite.
- Check the Events section for status.
- Recent updates ensure scheduled interviews now appear in the candidate timeline.
Comprehensive FAQ
1. How do I set a default interview duration?
Set the duration when creating an interview event. Choose from preset options or enter a custom time.
2. Can I limit candidates to only one interview slot per day?
Not directly. Restrict your availability window to a single slot and use buffer time as a workaround.
3. What is buffer time and how does it work?
Buffer time is the minimum gap between interviews. It prevents back-to-back scheduling and applies across all jobs.
4. Why are interviews still being scheduled back-to-back?
Check that buffer time is set in PyjamaHR and that your availability window isn’t too wide.
5. How do I allow multiple short interviews in an hour?
Set your availability (e.g., 1 hour) and interview duration (e.g., 15 minutes). Multiple slots will be available unless you restrict further.
6. Why do candidates see no available slots?
The event may have expired, or your availability/duration settings may be too restrictive.
7. Can I set different durations for different interview rounds?
Yes, set the duration individually for each event.
8. How do I track scheduled interviews in candidate profiles?
Scheduled interviews appear in the candidate’s timeline after confirmation.
9. Can I set a buffer longer than 5 hours?
Currently, the maximum buffer is 5 hours.
10. What if I need to reschedule an interview?
Use the Events section to manage and reschedule interviews as needed.
11. How do I submit a feature request for slot caps?
Contact support or use the feedback option in PyjamaHR.
12. Why do I see only one slot when I expect multiple?
Check your availability window, duration, and buffer settings.
Related Features & Next Steps
Calendar Integration: Ensure your Google/Outlook calendar is synced for accurate availability.
Events Dashboard: Monitor all interview invites and statuses.
Candidate Timeline: Review interview history and status per candidate.
Feedback & Feature Requests: Use the in-app feedback tool to request enhancements like slot caps.
Recommended Articles:
- How to Sync Your Calendar with PyjamaHR
- Managing Interview Invites and Candidate Communication
- Troubleshooting Interview Scheduling Issues
Still need help?
If you encounter issues not covered here, contact PyjamaHR Support with screenshots and event details for faster resolution.
Keywords: interview duration, slot cap, buffer time, interview scheduling, candidate availability, PyjamaHR, limit interview slots, back-to-back interviews, calendar integration
This guide is based on real customer scenarios and the latest PyjamaHR capabilities as of June 2024. For feature updates, check the PyjamaHR release notes or contact support.