Skip to main content

How to Connect Google Calendar to PyjamaHR and Manage Permissions: The Complete Guide

Updated over 3 weeks ago

Executive Summary

Connecting your Google Calendar to PyjamaHR ensures seamless scheduling, automatic calendar invites, and improved interview coordination for both virtual and in-person meetings. This guide covers everything you need to know—from initial integration to troubleshooting common issues—so you can avoid missed invites and ensure your team never loses track of important events.

Detailed Overview

What is Google Calendar Integration in PyjamaHR?
Google Calendar integration allows PyjamaHR users to sync interview schedules and other events directly with their Google Calendar. This ensures that all stakeholders—recruiters, interviewers, and candidates—receive timely invites and reminders, reducing the risk of missed interviews or double bookings.

Why Use It?
- Automatic Invite Delivery: Ensures all participants receive calendar invites for scheduled interviews.
- Centralized Scheduling: Keeps your daily schedule (including both virtual and in-person interviews) organized in one place.
- Improved Collaboration: All team members can see up-to-date interview schedules, reducing confusion and manual follow-ups.

Integration with Other PyjamaHR Features:
- Works with the “Interviews” section for scheduling.
- Ties into email notifications and application confirmation workflows.
- Supports both virtual (Google Meet) and in-person interview scheduling.

Business Impact:
- Reduces no-shows and scheduling conflicts.
- Enhances candidate and interviewer experience.
- Saves time by automating manual invite processes.

Step-by-Step Guide: Connecting Google Calendar and Managing Permissions

Prerequisites

  • You must have a Google account (Gmail or Google Workspace).

  • You must have the correct email address associated with your PyjamaHR user profile.

  • Admin or user-level access to PyjamaHR (depending on your organization’s settings).

1. Connecting Your Google Calendar

  1. Log in to PyjamaHR.

  2. Navigate to Settings:
    - Click on your profile icon or name (top right).
    - Select Settings from the dropdown menu.

  3. Go to ‘Calendar and Time’ Section:
    - In the Settings menu, locate and click on Calendar and Time.
    - (Screenshot: Highlight the ‘Calendar and Time’ tab in Settings)

  4. Initiate Google Calendar Integration:
    - Click on Connect Google Calendar.
    - (Screenshot: Show the ‘Connect Google Calendar’ button)

  5. Choose the Correct Google Account:
    - If prompted, select the Google account you want to connect.
    - Important: The email you select here should match the one used for scheduling in PyjamaHR to avoid sync issues.

  6. Grant Permissions:
    - When prompted, tick all permission boxes (or click “Select All”) to ensure PyjamaHR can manage your calendar events.
    - (Screenshot: Google permissions screen with all boxes checked)

  7. Confirm Integration:
    - You should see a confirmation message in PyjamaHR once integration is successful.

2. Managing Permissions

  • Full Access Required:
    PyjamaHR needs permission to create, edit, and delete events on your Google Calendar. If you skip any permissions, invites may not sync.

  • Changing Permissions:
    If you need to update permissions, disconnect and reconnect your Google Calendar, ensuring all permissions are granted.

3. Switching or Disconnecting Accounts

  • To Disconnect:

  • Go to Settings > Calendar and Time.

  • Click Disconnect next to your connected Google account.

  • To Switch Accounts:

  • Disconnect the current account as above.

  • Reconnect using the new Google account, following the steps above.

  • Note: The Google Calendar and Gmail accounts must match for full functionality (see troubleshooting).

4. Scheduling Interviews (Virtual & In-Person)

  • Virtual Interviews:

  • When scheduling, PyjamaHR will prompt you to integrate Google Calendar if not already connected.

  • Invites are sent automatically to all participants.

  • In-Person Interviews:

  • Ensure the organizer’s Google Calendar is connected; otherwise, invites will not be sent.

  • Current Limitation: In-person interview invites may not sync if the organizer is not integrated (see troubleshooting).

Advanced Usage & Best Practices

  • Always Use the Same Email:
    Ensure your PyjamaHR user email matches your Google Calendar email to avoid integration errors.

  • Grant All Permissions:
    Partial permissions can block invite delivery. Always check “Select All” during integration.

  • Regularly Verify Integration:
    If you change your Google password or security settings, reauthorize PyjamaHR to maintain sync.

  • Bulk Scheduling:
    For high-volume interview days, double-check that all organizers have their calendars connected to avoid missed invites.

  • Managing Multiple Accounts:
    If you need to switch accounts (e.g., for a new role or to reduce inbox clutter), disconnect the old account before connecting the new one.

Do’s:
- Do connect your calendar before scheduling interviews.
- Do check that all interviewers are integrated for multi-interviewer panels.
- Do use the “Calendar and Time” settings for all integration management.

Don’ts:
- Don’t skip permissions during integration.
- Don’t use different emails for PyjamaHR and Google Calendar.
- Don’t assume in-person interviews will sync unless the organizer is integrated.

Troubleshooting & Common Issues

1. Invites Not Appearing in Google Calendar

Possible Causes:
- Organizer’s Google Calendar is not integrated.
- Permissions were not fully granted.
- Email mismatch between PyjamaHR and Google account.

Solution:
- Confirm the organizer has connected their Google Calendar with all permissions.
- Ensure the email addresses match.
- Disconnect and reconnect the calendar if needed.

2. Error When Connecting a New Google Account

Scenario:
User tries to connect a new Gmail account but receives an error, even after granting all permissions.

Solution:
- Disconnect the previous Google Calendar integration.
- Ensure both Google Calendar and Gmail use the same email.
- Reconnect using the new account, granting all permissions.

3. In-Person Interview Invites Not Syncing

Current Limitation:
If the organizer is not integrated with Google Calendar, invites for in-person interviews will not be sent.

Workaround:
- Ensure the interview organizer connects their Google Calendar before scheduling.
- If already scheduled, reschedule after integration.

4. Not Receiving Application Confirmation Emails

Related Issue:
If your inbox is being flooded with confirmation emails, you can request to turn off automatic confirmations via PyjamaHR support.

5. Calendar Sync Issues After Changing Google Password

Solution:
- Reauthorize PyjamaHR in your Google account.
- Disconnect and reconnect the integration in PyjamaHR.

When to Contact Support

  • If you’ve followed all steps and still experience errors.

  • If you encounter persistent permission or sync issues.

  • If you need to disable/enable automatic email confirmations.

Comprehensive FAQ

1. Why aren’t my interview invites appearing in Google Calendar?
Check if the organizer’s Google Calendar is integrated and all permissions are granted.

2. Do I need to connect Google Calendar for in-person interviews?
Yes, to ensure invites are sent and events appear in your calendar.

3. Can I use a different email for PyjamaHR and Google Calendar?
No, both must match for integration to work correctly.

4. What permissions does PyjamaHR need for Google Calendar?
Full access to create, edit, and delete events. Always select “Allow all.”

5. How do I disconnect or switch my Google Calendar account?
Go to Settings > Calendar and Time, click Disconnect, then connect the new account.

6. What happens if I change my Google password?
You may need to reauthorize PyjamaHR to maintain the integration.

7. Why do candidates/interviewers not receive invites?
Check that the organizer’s calendar is integrated and permissions are correct.

8. How do I stop receiving automatic application confirmation emails?
Contact PyjamaHR support to disable this feature.

9. Can I connect multiple Google accounts?
No, only one account can be connected at a time per user.

10. What if I granted permissions but still see errors?
Ensure you disconnected any previous accounts and that emails match.

11. Are virtual and in-person interviews handled differently?
Currently, both require calendar integration, but in-person invites may not sync if the organizer is not integrated.

12. How do I check if my calendar is connected?
Go to Settings > Calendar and Time; your connected account will be displayed.

Related Features & Next Steps

  • Interview Scheduling:
    Use the integrated calendar for all interview types to ensure seamless coordination.

  • Email Notifications:
    Manage notification preferences in Settings to control inbox volume.

  • User Management:
    Ensure all team members who schedule interviews have connected their calendars.

Recommended Articles:
- How to Schedule Interviews in PyjamaHR
- Managing Email Notifications and Confirmations
- Troubleshooting Email Delivery Issues

Still need help?
If you’ve followed this guide and are still experiencing issues, please contact PyjamaHR Support with details of your issue, including screenshots and the email addresses involved.

By following this guide, you’ll ensure that your team never misses an interview invite and that your scheduling process is as efficient and reliable as possible.

Did this answer your question?