Executive Summary
PyjamaHR’s AI Interview feature streamlines candidate screening by allowing recruiters to send automated interview invitations with a set expiry window. Understanding how expiry rules work is crucial for both recruiters and candidates to ensure timely completion, avoid missed opportunities, and minimize manual follow-ups. This article explains expiry rules in detail, recent changes, best practices, troubleshooting, and answers to the most common questions—so you never miss a deadline or lose a candidate due to confusion.
Detailed Overview
What Are AI Interview Invitation Expiry Rules?
When you send an AI interview invitation via PyjamaHR, the system attaches an expiry window—a fixed period during which the candidate can access and complete the interview. After this window, the link becomes inactive, and the candidate cannot participate unless a new invitation is sent.
Why Expiry Rules Matter:
- Ensures Fairness: All candidates get the same time frame to complete the interview.
- Keeps Hiring on Track: Prevents indefinite delays and helps recruiters manage pipelines efficiently.
- Reduces Manual Chasing: Automated reminders and expiry reduce the need for manual follow-ups.
How Expiry Rules Integrate with PyjamaHR Workflows
Invitation Email/WhatsApp: Candidates receive a link with a clear deadline (e.g., “Complete within 72 hours”).
Candidate Portal: The expiry date is displayed when candidates access their interview.
Recruiter Dashboard: Status indicators show if a candidate’s link is active, completed, or expired.
Reminders: Automated reminders are sent before expiry (if configured).
Recent Feature Updates
Fixed Expiry Window: The ability for recruiters to set custom expiry dates has been removed. All candidates now receive a standardized expiry period (usually 48 or 72 hours, as specified in the invite).
No Manual Extension: Once expired, links cannot be reactivated or extended.
No Cancellation Option: Recruiters cannot cancel an unused AI interview after sending; feedback is being considered for future updates.
Step-by-Step Guide: Managing AI Interview Expiry
For Recruiters
Send AI Interview Invitation
- Go to the candidate’s profile.
- Click AI Interview.
- Select the interview template and send the invitation.
- The system automatically sets the expiry window (e.g., 72 hours).
- Screenshot: [Show “Send AI Interview” button and expiry message in the invite modal.]Monitor Status
- In the candidate list, check the status: “Pending,” “Completed,” or “Expired.”
- Screenshot: [Show candidate status column with expiry info.]Remind Candidate
- Before expiry, click Remind Candidate to send a nudge.
- Note: Reminders are only effective before the expiry date.After Expiry
- If the candidate did not complete the interview, the link is deactivated.
- To re-invite, you must send a new AI interview invitation (not possible to “reset” the old one).
For Candidates
Receive Invitation
- Check your email or WhatsApp for the AI interview link.
- Note the expiry date/time clearly mentioned in the message.Complete Interview
- Click the link and complete the interview before the deadline.
- If interrupted (e.g., network issues), you can rejoin using the same link—as long as it’s before expiry.If Link Expires
- You will see an error: “AI Interview is either completed or the invite is expired.”
- Contact the recruiter if you believe this is an error or need another chance.
Advanced Usage & Best Practices
For Recruiters
Communicate Clearly: Always mention the expiry date/time in your outreach.
Batch Scheduling: Send all invitations for a role at the same time to ensure a level playing field.
Monitor Closely: Use the dashboard to track who is close to expiry and send reminders proactively.
Technical Issues: If a candidate faces technical problems but the link is still valid, advise them to retry before expiry. Only resend if the link has expired.
For Candidates
Plan Ahead: Don’t wait until the last minute—complete the interview as soon as possible.
Check Tech Requirements: Ensure a stable internet connection and working microphone/camera before starting.
Multiple Attempts: If disconnected, you can rejoin using the same link (within the expiry window), but there may be a limit to the number of attempts/windows (usually 5).
Troubleshooting & Common Issues
Error Messages & Solutions
“AI Interview is either completed or the invite is expired”
The link has expired or you’ve already finished the interview. Contact your recruiter for next steps.
“Maximum number of attempts reached”
You’ve opened the interview in too many browser windows/tabs (usually 5). Contact support to increase the limit if needed.
Link Not Working
Try a different browser or device. If still not working and within expiry, contact support.
Need More Time
Extensions are not possible. Complete within the original expiry window.
What If Scenarios
Candidate missed deadline due to personal/technical issues: Recruiter must send a new invitation; old link cannot be reactivated.
Recruiter wants to cancel an unused interview: Not possible with current system; feedback is being considered.
Candidate started but didn’t finish before expiry: Must be re-invited with a new link.
Comprehensive FAQ
1. How long is the AI interview link valid?
Typically 48 or 72 hours from the time the invitation is sent. The exact period is specified in the invitation email/message.
2. Can recruiters set a custom expiry date?
No. As of the latest update, expiry is standardized for all candidates.
3. Can the expiry date be extended after sending?
No. Once set, the expiry cannot be changed or extended.
4. What happens if a candidate tries to access the link after expiry?
They will see an error message and cannot complete the interview.
5. Can a candidate rejoin the interview if disconnected?
Yes, as long as it’s within the expiry window and they haven’t exceeded the attempt limit.
6. What is the maximum number of attempts/windows?
Usually 5. If exceeded, support can increase the limit in special cases.
7. Can recruiters cancel an AI interview after sending?
No, not currently. Feedback is being considered for future updates.
8. What if the candidate faces technical issues?
Advise them to retry before expiry. If expired, a new invitation is required.
9. Can a candidate use the same link after expiry if re-invited?
No. A new link must be sent for a new interview.
10. Where can I see the expiry date?
It’s displayed in the invitation email/message and in the recruiter dashboard.
11. What if the candidate claims they never received the invite?
Resend the invitation or use the “Remind Candidate” feature before expiry.
12. Can I resend the same link after expiry?
No. You must generate and send a new invitation.
Related Features & Next Steps
Remind Candidate: Use before expiry to nudge candidates.
Candidate Status Tracking: Monitor “Pending,” “Completed,” and “Expired” statuses in your dashboard.
Automated Reminders: Configure to reduce manual follow-ups.
Interview Templates: Standardize your process for all candidates.
Recommended Articles:
- How to Send AI Interview Invitations in PyjamaHR
- Troubleshooting AI Interview Technical Issues
- Best Practices for Candidate Communication in PyjamaHR
Key Takeaways
Expiry rules are strict: Once the deadline passes, the link is deactivated.
No manual extensions or cancellations: Plan and communicate accordingly.
Monitor and remind: Use PyjamaHR’s built-in tools to keep candidates on track.
Technical issues must be resolved before expiry: Otherwise, a new invitation is needed.
By understanding and following these expiry rules, you’ll ensure a smooth, fair, and efficient AI interview process for both your team and your candidates.
Still have questions?
Contact PyjamaHR Support via chat or email for personalized assistance.