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How to Connect Microsoft Teams for Video Interviews in PyjamaHR: Step-by-Step Guide, Troubleshooting, and Best Practices

Updated over 3 weeks ago

Executive Summary

Connecting Microsoft Teams to PyjamaHR enables seamless scheduling and management of video interviews directly from your ATS. This integration ensures candidates and interviewers receive the correct Teams meeting links, reduces manual work, and helps keep your hiring process organized and professional. This article covers everything you need to know—from setup to troubleshooting—so you can avoid common pitfalls and deliver a smooth interview experience.

Detailed Overview

What is the Microsoft Teams Integration in PyjamaHR?
The Microsoft Teams integration allows you to schedule video interviews from within PyjamaHR, automatically generating Teams meeting links and sending them to candidates and interviewers. This streamlines the interview process, blocks calendars, and ensures all stakeholders have the correct joining information.

When and Why to Use It:
- When your organization uses Microsoft Teams as the primary video interview platform.
- To avoid manual copying/pasting of meeting links and reduce scheduling errors.
- To ensure both candidates and interviewers receive automated, calendar-blocking invites with the correct Teams link.

Integration with Other PyjamaHR Features:
- Works with interview scheduling workflows.
- Syncs with Outlook calendars (when both are integrated).
- Sends automated emails to candidates and interviewers.

Business Impact and Benefits:
- Reduces double work and manual errors.
- Improves candidate experience with clear, actionable invites.
- Centralizes interview management and communication.

Comprehensive Step-by-Step Guide

Prerequisites & Requirements

  • Microsoft Teams and Outlook accounts for all interviewers.

  • Admin access to approve integration in Microsoft Azure Entra (formerly Azure Active Directory).

  • PyjamaHR account with permission to manage integrations.

1. Connect Microsoft Teams to PyjamaHR

  1. Go to Settings in PyjamaHR.

  2. Navigate to Integrations > Calendar & Video Conferencing.

  3. Select Microsoft Teams and click Connect.

  4. Sign in with your Microsoft account (use an account with admin privileges if prompted).

  5. Approve permissions when prompted by Microsoft.
    - Tip: If you see a prompt for admin consent, your Microsoft 365 admin must approve the integration in Azure Entra.

  6. Confirm the connection in PyjamaHR. You should see Teams listed as “Connected”.

Screenshot Callout: Show the Integrations page with the Microsoft Teams connection status.

2. Schedule a Video Interview Using Microsoft Teams

  1. Open the candidate profile in PyjamaHR.

  2. Click Schedule Interview.

  3. Fill in interview details (date, time, panel, etc.).

  4. In the Video Interview Platform dropdown, select Microsoft Teams.

  5. Add interviewers (ensure their emails match their Teams/Outlook accounts).

  6. Choose to send email invitations to candidates and interviewers.

  7. Click Schedule.

Screenshot Callout: Show the “Schedule Interview” modal with Microsoft Teams selected.

  • Automated Email: PyjamaHR sends an automated email to the candidate and interviewers with the Teams meeting link after scheduling.

  • Calendar Block: The interview is added to the candidate’s and interviewers’ calendars if they accept the invite.

  • No Manual Placeholder: The Teams link is generated only after scheduling and cannot be manually inserted into email templates.

4. For Admins: Approving Integration in Azure Entra

  • If prompted for admin consent, your Microsoft 365 admin must:
    1. Log in to Azure Entra Admin Center.
    2. Go to Enterprise Applications > PyjamaHR.
    3. Approve the requested permissions.
    4. Ensure no unnecessary prompt=consent or prompt=admin_consent flags are present in the OAuth URL.

Advanced Usage & Best Practices

  • Always select “Send email invitation” when scheduling interviews to ensure candidates receive the Teams link.

  • Check the candidate’s email tab in PyjamaHR to confirm the invite was sent.

  • Ensure interviewer emails match their Teams accounts to avoid calendar sync issues.

  • Do not attempt to manually add Teams links to templates; let PyjamaHR generate and send them automatically.

  • For recurring issues with admin consent, coordinate with your IT team to approve the integration in Azure Entra.

Troubleshooting & Common Issues

Symptoms:
- Candidate receives an invite without a Teams link.
- Interviewers receive the same template without a join link.

Causes & Solutions:
- Email not sent via PyjamaHR: Always select “Send email invitation” during scheduling.
- Teams link not in template: The link is automatically included in the system-generated email, not in custom templates.
- Check candidate’s email tab: If the invite isn’t listed, it wasn’t sent—reschedule and ensure the email option is checked.

Symptoms:
- Integration prompts for admin approval repeatedly.
- Error messages referencing Azure Entra or OAuth consent.

Causes & Solutions:
- Admin approval required: Only a Microsoft 365 admin can approve the integration.
- OAuth URL flags: Ask your IT team to ensure no unnecessary prompt=consent or prompt=admin_consent parameters are present.
- Still stuck? Contact PyjamaHR support with a screenshot and details.

3. Calendar Sync Issues

Symptoms:
- Interview not appearing in candidate/interviewer calendar.
- Wrong resume or candidate attached in Teams invite.

Causes & Solutions:
- Email mismatch: Ensure all participants’ emails in PyjamaHR match their Teams/Outlook accounts.
- Attachment errors: Report to PyjamaHR support with candidate/job links for investigation.

Comprehensive FAQ

1. Why isn’t the Teams link included in my candidate’s email?
The Teams link is only included in the automated email sent by PyjamaHR after scheduling. Ensure you select “Send email invitation” during scheduling.

2. Can I add the Teams link manually to my email template?
No. The link is generated after scheduling and is automatically included in the system-generated email.

3. My admin is being prompted for consent every time. How do we fix this?
Your Microsoft 365 admin must approve the integration in Azure Entra. Ensure the OAuth URL does not include prompt=consent or prompt=admin_consent flags.

4. The interview isn’t showing up in the candidate’s calendar. Why?
The candidate must accept the invite. Also, ensure their email address is correct.

5. Can I schedule Teams interviews without sending an email?
No. The Teams link is only sent via the automated email from PyjamaHR.

6. The wrong resume is attached in the Teams invite. What should I do?
Report the issue to PyjamaHR support with the candidate/job links for investigation.

7. Do interviewers also get the Teams link?
Yes, all interview panel members receive the same automated invite with the Teams link.

8. Can I use Teams integration without Outlook calendar integration?
Teams integration works independently, but calendar sync is recommended for full functionality.

9. What permissions does PyjamaHR need in Microsoft 365?
PyjamaHR requires permission to create Teams meetings and send calendar invites on your behalf.

10. How do I check if the invite was sent?
Go to the candidate’s profile > Email tab. The invite should be listed there.

Related Features & Next Steps

Still need help?
If you’ve followed all steps and still face issues, contact PyjamaHR support with screenshots and detailed descriptions for faster resolution.

This article is based on real customer scenarios and the latest PyjamaHR workflows as of June 2024. For updates, always check the PyjamaHR Help Center.

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