Skip to main content

How to Write and Edit AI‑Generated Messages in PyjamaHR: Customizing AI Interviewer and Email Communication

Updated over 3 weeks ago

Executive Summary

PyjamaHR’s AI-powered messaging streamlines candidate communication and interview processes, but many customers want to tailor these AI-generated messages to fit their unique workflows and brand voice. This guide explains exactly how you can write, edit, and customize AI-generated messages—such as the AI interviewer’s introduction and candidate emails—based on real customer scenarios, recent feature updates, and best practices. Learn how to maximize candidate experience, maintain process transparency, and avoid common pitfalls.

Detailed Overview

PyjamaHR leverages AI to automate candidate communications, including interview invitations and AI interviewer introductions. While these features save time and ensure consistency, organizations often need to:

  • Personalize the AI interviewer’s name and introductory spiel

  • Inform candidates about the AI process, time limits, and next steps

  • Ensure compliance and transparency by disclosing AI involvement

  • Customize messaging for different recruitment stages or job roles

Currently, PyjamaHR allows customization of the AI interviewer’s name and introductory message (“spiel”) upon request, but some email templates—such as AI interview invites—are standardized and not yet user-editable. Placeholders (e.g., [[job_title]], [[recruiter_signature]]) are available in some templates, but not all stages or fields support them yet.

Business Impact:
Customizing AI-generated messages improves candidate experience, builds trust, and aligns communication with your employer brand. It also helps set expectations, reduces confusion, and ensures fairness and transparency in automated processes.

Step-by-Step Guide: Writing and Editing AI‑Generated Messages

1. Customizing the AI Interviewer’s Name and Introduction

Prerequisites:
- Admin or recruiter access to PyjamaHR
- Desired AI interviewer name and introduction text

Steps:

  1. Contact PyjamaHR Support
    - Open a support ticket or use in-app chat.
    - Provide the following:

    • The desired AI interviewer’s name (e.g., “Harvey”)

    • The exact introductory spiel you want the AI to use (see example below)

  2. Example Custom Spiel:

    "Hello, and welcome to your interview for HydraMed! I want to let you know upfront that this interview is being conducted using AI technology. Throughout the process, I will ask you a series of questions, and you'll have a set amount of time to respond to each one. Please be aware that once you finish answering a question, it may take a little time for me to analyze your response before moving on to the next one. Your patience is appreciated as we work through this together. Once you finish the interview, we will review your responses, and you can expect to hear from us within a week. If you have any technical issues or questions, feel free to reach out to our team at any point. Lastly, I want to assure you that this process is designed to be fair and objective—every candidate is evaluated equally based on their answers. If you're ready, let's begin your HydraMed interview!"

  3. Wait for Confirmation
    - PyjamaHR support will confirm once the changes are live.
    - Test the candidate experience to ensure the correct name and spiel appear.

Screenshot Callout:
- [Screenshot: Where to contact support in the PyjamaHR dashboard]
- [Screenshot: Example of AI interviewer introduction as seen by candidates]

2. Editing AI-Generated Email Templates

Current Capabilities:
- Some email templates (e.g., AI interview invites) are standardized and not user-editable.
- For other templates, you can edit the message and add placeholders before sending.

Steps:

  1. Select the Email Template
    - Go to the candidate communication section.
    - Choose the template you wish to use.

  2. Edit Before Sending
    - After selecting the template, edit the body as needed.
    - Insert available placeholders (e.g., [[job_title]], [[recruiter_signature]]).
    - Note: Not all placeholders are available for every stage or field (see “Common Issues” below).

  3. Send or Save
    - Review your changes.
    - Send the email or save the template for future use.

Screenshot Callout:
- [Screenshot: Email template editor with placeholder dropdown]
- [Screenshot: Example of placeholders in use]

3. Requesting New Placeholders or Template Features

If you need a placeholder (e.g., [[recruitment_stage]]) that doesn’t exist:

  1. Contact Support
    - Describe your workflow and the placeholder you need.
    - Example: “We want a [[recruitment_stage]] placeholder to indicate the current stage (e.g., Phone Screening, Technical Assessment) in candidate emails.”

  2. Feedback Loop
    - PyjamaHR will log your request for future updates.
    - Monitor release notes or follow up with support for updates.

Advanced Usage & Best Practices

  • Transparency: Always inform candidates when AI is involved in their interview process. Include details about time limits, response analysis, and next steps.

  • Brand Consistency: Customize the AI interviewer’s name and message to reflect your company culture.

  • Placeholder Management: Double-check which placeholders are available for each template. Test emails before sending to ensure correct data population.

  • Workflow Alignment: If your process involves multiple stages (e.g., Phone Screening, Technical Assessment), manually specify the stage in the email body if a placeholder isn’t available.

  • Feedback to PyjamaHR: Proactively request new placeholders or template features that would streamline your workflow.

Do’s:
- Do provide clear, candidate-friendly instructions in AI-generated messages.
- Do review and test customized messages before going live.
- Do use support channels to request customizations or report issues.

Don’ts:
- Don’t assume all placeholders work in every field (e.g., email subject vs. body).
- Don’t rely on unsupported placeholders—always confirm availability.
- Don’t skip informing candidates about AI involvement.

Troubleshooting & Common Issues

Issue: Can’t Edit AI Interview Invite Email

  • Cause: This template is currently standardized and not user-editable.

  • Solution: Contact support to request future customization options.

Issue: Placeholder Not Working in Email Subject or Body

  • Cause: Some placeholders are not supported in all fields.

  • Solution: Check the list of available placeholders for each template. If missing, contact support.

Issue: Missing Placeholder (e.g., [[recruitment_stage]])

  • Cause: Not all workflow stages have dedicated placeholders.

  • Solution: Manually specify the stage in your message, or request the feature from support.

Issue: Recruiter Signature Placeholder Missing

  • Cause: Feature may not be enabled or available in your template.

  • Solution: Recent updates have added [[recruiter_signature]]—ensure your template is up to date.

What if I want to change the AI interviewer’s name or message?

  • Contact support with your request and desired text.

What if my changes don’t appear for candidates?

  • Confirm with support that the update is live and test with a sample candidate.

Comprehensive FAQ

1. Can I customize the AI interviewer’s name?
Yes, contact support with your preferred name.

2. Can I edit the AI interviewer’s introduction message?
Yes, provide your custom spiel to support for implementation.

3. Can I edit the email sent to candidates for AI interviews?
Currently, this email is standardized and not user-editable.

4. Are there placeholders for recruitment stages (e.g., [[recruitment_stage]])?
Not at this time. You can request this feature from support.

5. How do I add my recruiter signature to emails?
Use the [[recruiter_signature]] placeholder if available in your template.

6. Why isn’t my placeholder working in the email subject?
Some placeholders are not supported in the subject line. Confirm with support.

7. Can I add custom instructions for candidates about the AI process?
Yes, include these in your custom AI interviewer spiel.

8. How do I inform candidates about time limits and AI analysis delays?
Add this information to your custom introduction message.

9. What should I do if a placeholder is missing or not working?
Contact support and provide details; they may have a workaround or log your request.

10. How do I ensure fairness and transparency in AI interviews?
Clearly state in your messages that the process is AI-driven and objective.

11. Can I preview the candidate experience before going live?
Request a test run from support or use a test candidate profile.

12. How do I request new features or placeholders?
Contact support with your specific workflow needs.

Related Features & Next Steps

  • Email Template Management: Learn how to create and manage templates for other communication types.

  • Candidate Workflow Stages: Review how to set up and customize your recruitment workflow.

  • Placeholder Reference Guide: See the full list of supported placeholders in PyjamaHR.

  • AI Interview Configuration: Explore additional AI interview settings and options.

Recommended Articles:
- [How to Use Placeholders in PyjamaHR Email Templates]
- [Setting Up and Managing Recruitment Workflows]
- [Best Practices for Candidate Communication in PyjamaHR]

Still have questions?
Contact PyjamaHR Support via in-app chat or email for personalized assistance and feature requests.

This article is based on real customer feedback and the latest PyjamaHR platform capabilities as of June 2024. For updates, check our release notes or contact support.

Did this answer your question?