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How to Set a Default Calendar and Timezone for Interview Scheduling in PyjamaHR

Updated over 3 weeks ago

Executive Summary

Setting the correct default calendar and timezone is essential for accurate interview scheduling in PyjamaHR. This guide explains how to ensure interviews reflect the intended interviewer and candidate availability, prevent timezone mismatches, and avoid scheduling errors—especially for teams working across multiple regions.

Detailed Overview

What is the Default Calendar and Timezone Setting?
In PyjamaHR, interview scheduling relies on the calendar and timezone settings of both interviewers and candidates. The default calendar determines which calendar is used to check availability and send invites, while the default timezone ensures that all participants see the correct local time.

Why is This Important?
Incorrect default settings can cause interviews to be scheduled at unintended times (e.g., in the middle of the night), ignore interviewer availability, or send confusing invites to candidates. This is especially critical for global teams or when hiring across multiple timezones.

Integration with Other PyjamaHR Features
- Calendar Sync: PyjamaHR integrates with your connected calendars (Google, Outlook, etc.) to check real-time availability.
- Interview Scheduling: The platform uses the default calendar and timezone to propose slots and send invites.
- Candidate Communication: Calendar invites and notifications reference these settings.

Business Impact
- Reduces no-shows and confusion
- Improves candidate and interviewer experience
- Ensures compliance with working hours and regional norms

Step-by-Step Guide: Setting Your Default Calendar and Timezone

Prerequisites

  • You must have calendar integration enabled (Google Calendar, Outlook, etc.).

  • You must have the appropriate permissions to edit your profile or organization settings.

For Individual Users (Interviewers)

  1. Log in to PyjamaHR.

  2. Navigate to Your Profile:
    Click your avatar or initials in the top-right corner and select Profile Settings.

  3. Check Calendar Integration:
    Under Calendar Integration, ensure your preferred calendar (e.g., Google, Outlook) is connected.
    ​ [Screenshot: Profile Settings > Calendar Integration]

  4. Set Default Timezone:
    In the Timezone dropdown, select your local timezone (e.g., GMT/London).
    ​ [Screenshot: Profile Settings > Timezone dropdown]

  5. Save Changes.

For Organization Admins (Setting Defaults for Teams)

  1. Go to Organization Settings:
    Click on Settings in the main menu, then select Organization Settings.

  2. Default Calendar for Scheduling:
    Under Interview Scheduling Settings, choose the default calendar for your team or department.

  3. Set Organization Timezone:
    Set the default timezone for your organization or specific locations.

  4. Save and Notify Team:
    Inform team members to verify their individual settings, especially if they work in different timezones.

When Scheduling an Interview

  1. Create Interview:
    Click Schedule Interview on a candidate profile.

  2. Select Interviewers:
    Ensure the interviewer(s) have their calendars and timezones set correctly.

  3. Choose Time Slot:
    PyjamaHR will display available slots based on the default calendar and timezone.

  4. Confirm and Send Invite:
    Double-check the timezone shown before sending.
    ​ [Screenshot: Interview Scheduling modal showing timezone and calendar]

Advanced Usage & Best Practices

  • Always Verify Timezone:
    Before sending invites, confirm the timezone displayed matches the interviewer and candidate location.

  • Multiple Locations:
    For global teams, encourage each user to set their own timezone in Profile Settings.

  • Calendar Conflicts:
    If availability is not showing correctly, re-sync your calendar integration and check for permissions.

  • Candidate Experience:
    Remind candidates to check the timezone in their invite, especially if they are in a different region.

  • Bulk Scheduling:
    For high-volume hiring, set up default calendars and timezones at the department level.

Do’s:
- Do set your timezone immediately after account creation.
- Do verify calendar integration regularly.
- Do communicate any changes in working hours or locations to your admin.

Don’ts:
- Don’t assume the system will auto-detect your timezone.
- Don’t schedule interviews without confirming the displayed timezone.
- Don’t ignore calendar sync errors—these can cause missed or mis-timed interviews.

Troubleshooting & Common Issues

Issue: Interview times default to India time, ignoring interviewer’s availability.
​ Solution:
- Check both the interviewer’s and organization’s timezone settings.
- Re-sync calendar integration.
- Ensure the correct calendar is set as default in both user and org settings.

Issue: Candidate receives invite with wrong timezone.
​ Solution:
- Confirm the candidate’s profile has the correct timezone.
- Double-check the timezone displayed before sending the invite.
- If the issue persists, contact PyjamaHR support with details.

Issue: Interviews scheduled at unintended hours (e.g., midnight).
​ Solution:
- Verify both interviewer and candidate timezones.
- Ensure the calendar being used is the correct one (not a secondary or unused calendar).
- Test by scheduling a dummy interview and reviewing the invite.

When to Contact Support:
- If timezones are correct but invites still show the wrong time.
- If calendar integration fails or availability is not updating.
- If you encounter persistent errors after following the above steps.

Comprehensive FAQ

1. Why does my interview default to India time?
This usually happens if your profile or organization timezone is set to IST. Update your timezone in Profile Settings.

2. How do I change my default calendar?
Go to Profile Settings > Calendar Integration and select your preferred calendar.

3. Can I set different calendars for different teams?
Yes, admins can set default calendars at the department or organization level.

4. What if my interviewer and candidate are in different timezones?
PyjamaHR will display available slots in each user’s local time if their profiles are set up correctly.

5. Why is interviewer availability being ignored?
Check that the correct calendar is integrated and set as default. Also, ensure permissions are granted.

6. How do I check what timezone is being used for an interview?
The timezone is displayed in the interview scheduling modal and in the calendar invite.

7. What happens if I change my timezone after scheduling?
Existing invites will not update automatically. Reschedule if necessary.

8. Can I override the default timezone for a single interview?
Yes, you can select a different timezone in the scheduling modal before sending the invite.

9. Why is the candidate seeing a different time in their invite?
Ensure their profile has the correct timezone and that you selected the right timezone when scheduling.

10. How do I fix calendar sync issues?
Disconnect and reconnect your calendar in Profile Settings. Ensure permissions are granted.

11. What if I use multiple calendars?
Set the one you want PyjamaHR to use as default in your Profile Settings.

12. Can I bulk update timezones for my team?
Admins can set organization or department defaults, but users should verify their own settings.

Related Features & Next Steps

Recommended Next Steps:
- Review and update your profile and organization settings.
- Test scheduling an interview to verify correct calendar and timezone usage.
- Share this guide with your team to ensure consistent setup.

Still have questions?
Contact PyjamaHR Support with details of your issue, including screenshots and the steps you’ve taken so far.

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