Executive Summary
PyjamaHR enables you to streamline candidate communication by integrating your email account and sending bulk emails directly from the platform. While full automation of outbound emails or WhatsApp messages at specific hiring stages is not currently available, you can efficiently reach large groups of candidates using custom templates and bulk actions. This guide covers everything you need to know to maximize your outreach, avoid common pitfalls, and troubleshoot issues—based on real customer experiences.
Detailed Overview
What Is Automated Outbound Outreach in PyjamaHR?
Automated outbound outreach refers to the process of sending emails (and, where supported, WhatsApp messages) to candidates in bulk, using integrated email accounts and pre-built templates within PyjamaHR. While PyjamaHR does not yet support fully automated triggers (e.g., sending an email automatically when a candidate moves to a new stage), it offers robust tools for:
Bulk emailing candidates at any stage of the hiring pipeline.
Customizing email templates for different scenarios.
Integrating your own work email or SMTP server to bypass default sending limits.
Tracking sent emails and managing candidate communications in one place.
When and Why Use Bulk Outreach?
Initial outreach to all applicants for a job.
Stage-based updates (e.g., interview invites, rejections) by manually selecting candidates at a specific stage.
Sending personalized messages using templates and merge fields.
Reducing manual effort compared to one-by-one emailing.
Integration with Other PyjamaHR Features
Email Templates: Create and reuse templates for consistent messaging.
Candidate Bulk Actions: Select multiple candidates from any job or stage.
SMTP/Work Email Integration: Use your own email infrastructure for higher deliverability and increased sending limits.
Business Impact
Saves recruiter time by enabling mass communication.
Improves candidate experience with timely, consistent updates.
Reduces manual errors and ensures compliance with communication policies.
Step-by-Step Guide: Sending Bulk Emails in PyjamaHR
Prerequisites
You must have a verified work email or SMTP account integrated with PyjamaHR.
You need appropriate permissions to access candidate lists and email templates.
1. Integrate Your Email Account
a. Go to Settings > Email Integration.
- Choose your provider (e.g., Gmail, Outlook, Zoho, or Custom SMTP).
- For SMTP, enter the From Email Address (this is the address candidates will see).
- If using Amazon SES or similar, ensure the "From" address is verified.
- If your SMTP username differs from your email, enter both as required.
- Screenshot: Show the Email Integration screen with fields for provider, email, username, and port.
b. Test the connection.
- Send a test email to verify integration.
- If you encounter errors, check your credentials and port (commonly 587 for SMTP).
2. Create or Edit Email Templates
a. Navigate to Settings > Email Templates.
- Click "Create Template" or edit an existing one.
- Use merge fields (e.g., ##{{Candidate Name}}) for personalization.
- Note: The default application confirmation email is not customizable or automated with custom templates.
b. Save and name your template for easy selection later.
3. Select Candidates for Bulk Email
a. Go to the relevant Job.
- Open the job dashboard.
- Filter or select candidates by hiring stage (e.g., "Screening," "Interview," etc.).
b. Use the bulk selection checkbox to select all or specific candidates.
4. Send Bulk Email
a. Click the "Email" button.
- Choose your custom template from the dropdown.
- Review the recipient list and personalize as needed.
- Attach files if required (e.g., resumes for client submissions).
b. Click "Send."
- The system will process and send emails to all selected candidates.
Screenshot: Show the candidate list with bulk selection and the email compose window.
5. Monitor Delivery and Responses
Track sent emails in the candidate profile or job activity log.
If using your own SMTP/work email, monitor your email provider for any bounce or block notifications.
Advanced Usage & Best Practices
Power User Tips
Segment your outreach: Use filters to target only relevant candidates (e.g., by stage, tag, or status).
Personalize at scale: Use merge fields in templates for a personal touch.
Monitor sending limits: Some providers (e.g., Zoho, Gmail) have daily sending limits. Integrating your own SMTP or work email can help bypass these, but always check your provider’s policy.
Re-integrate if disconnected: If you see errors or integration prompts, reconnect your email to avoid disruptions.
Optimization Strategies
Batch your emails: Send in smaller batches if you approach provider limits (e.g., 100-200 at a time).
Use descriptive sender names: Set a friendly "From Name" (e.g., "ClearFeed Careers") to improve open rates and avoid spam filters.
Regularly update templates: Keep your messaging fresh and relevant.
Do’s and Don’ts
Do:
- Double-check recipient lists before sending.
- Test templates with your own email before mass sending.
- Use your official work email for higher credibility.
Don’t:
- Attempt to send more emails than your provider allows in a day.
- Ignore integration errors—these can prevent delivery.
- Expect full automation for stage-based emails (manual selection is required).
Troubleshooting & Common Issues
Common Problems and Solutions
1. Email Sending Limit Reached (e.g., 100 or 200 emails/day)
- Solution: Integrate your official work email or SMTP account to increase limits. If still limited, check your provider’s policy.
2. Integration Disconnected or Not Recognized
- Solution: Re-integrate your email account via Settings. If the issue persists, check for expired credentials or provider-side blocks.
3. Error: "Integrate your work email" Prompt Despite Integration
- Solution: Disconnect and reconnect your email. Ensure you’re using the correct credentials and that your provider allows third-party access.
4. SMTP Username vs. From Address Confusion
- Solution: For SMTP, the "Email" field is the "From" address. If your SMTP username is different, ensure both are entered correctly.
5. Sender Name Not Displayed Correctly
- Solution: Update the "From Name" in your SMTP/email settings. If not supported, contact support to request this feature.
6. Email Blocked or Marked as Spam
- Solution: Use a recognizable sender name and avoid spammy content. Monitor your provider’s feedback.
7. Bulk Email Not Sent to All Candidates
- Solution: Check if you’ve reached a sending limit or if some emails bounced. Review the activity log for details.
When to Contact Support
If integration repeatedly fails despite correct credentials.
If emails are not being delivered and you’ve checked provider limits.
For feature requests (e.g., full automation at stage change).
Comprehensive FAQ
1. Can I automate emails to candidates when they move to a new stage?
Not currently. You must manually select candidates at a stage and send bulk emails.
2. How do I customize the confirmation email sent when a candidate applies?
The default confirmation email is not customizable or replaceable with a custom template at this time.
3. What’s the difference between SMTP username and From address?
The "From" address is what candidates see; the SMTP username is used for authentication. Both may be required for integration.
4. How do I increase my daily sending limit?
Integrate your official work email or SMTP account. Check your provider’s policy for limits.
5. Why does PyjamaHR ask me to re-integrate my email?
This usually happens if your credentials expire or the provider disconnects third-party access.
6. Can I send WhatsApp messages in bulk?
No direct WhatsApp automation is mentioned in current workflows.
7. How do I attach files to bulk emails?
Use the attachment option in the email compose window when sending bulk emails.
8. How do I set a custom sender name (e.g., "ClearFeed Careers")?
Set this in your SMTP/email provider settings. If not supported, contact support.
9. What happens if my email account is blocked due to high volume?
Disconnect and reconnect your account. Reduce sending volume and check with your provider.
10. Can I track which candidates received my email?
Yes, check the candidate profile or job activity log for sent emails.
11. Can I use email templates for client submissions?
Yes, create a template and attach candidate resumes as needed.
12. What if my SMTP integration works elsewhere but not in PyjamaHR?
Double-check credentials, port settings, and provider restrictions. Contact support if unresolved.
Related Features & Next Steps
Email Templates: Using Email Templates in PyjamaHR
Candidate Bulk Actions: Streamline other bulk actions like tagging or moving candidates.
Integration Settings: Explore additional integrations for calendar, Slack, etc.
Activity Logs: Monitor all candidate communications for compliance and follow-up.
Recommended Next Steps:
- Review your current email integration and update as needed.
- Audit your email templates for clarity and personalization.
- Train your team on bulk selection and sending best practices.
Still have questions?
Contact PyjamaHR Support with screenshots and details for personalized assistance.
This article is based on real customer conversations and reflects the current capabilities and best practices for outbound email outreach in PyjamaHR as of June 2024.