Executive Summary
Connecting your email, calendar, and LinkedIn accounts to PyjamaHR is essential for seamless candidate communication, interview scheduling, and maximizing your job posting reach. This guide provides step-by-step instructions, best practices, troubleshooting tips, and answers to the most common questions—ensuring you get the most out of PyjamaHR’s integrations and avoid the pitfalls that trip up many users.
Detailed Overview
What Are Essential Integrations in PyjamaHR?
Essential integrations in PyjamaHR refer to connecting your work email (Gmail, Outlook, SMTP), calendar (Google Calendar, Outlook Calendar), and your company’s LinkedIn page. These integrations allow you to:
Send and receive emails directly from PyjamaHR using your own domain, improving deliverability and tracking.
Schedule interviews and sync events with your calendar, ensuring all stakeholders receive invites and reminders.
Publish jobs to LinkedIn and manage postings from within PyjamaHR, increasing your job visibility and applicant flow.
Why integrate?
Without these connections, you’ll face daily friction: email limits, missed interview invites, jobs not appearing on LinkedIn, and lost candidate replies. Integration is not just a “nice to have”—it’s critical for a professional, automated recruitment workflow.
Step-by-Step Guide: Connecting Email, Calendar, and LinkedIn
1. Connecting Your Email
Supported Providers:
Gmail/Google Workspace
Outlook/Office 365
Custom SMTP (e.g., Zoho, Amazon SES, company mail servers)
Prerequisites:
You must have admin or recruiter access in PyjamaHR.
For SMTP, you’ll need your SMTP host, port, username (if required), password, and from address.
Steps:
A. Gmail/Google Workspace
1. Go to Settings > Account Settings > Email.
2. Click Connect next to Gmail.
3. Sign in with your Google account and grant all requested permissions (ensure you select all checkboxes).
4. Confirm the integration is active (status will show as “Connected”).
B. Outlook/Office 365
1. Go to Settings > Account Settings > Email.
2. Click Connect next to Outlook.
3. Sign in with your Microsoft account and grant permissions.
4. If prompted, disconnect any existing Google Calendar integration first (only one calendar provider can be active at a time).
5. Confirm the integration is active.
C. SMTP (Custom Email)
1. Go to Settings > Account Settings > Email.
2. Select SMTP.
3. Enter:
- Email (the “from” address)
- Username (if different from email)
- Password
- SMTP Host (e.g., smtp.zoho.com)
- SMTP Port (usually 465 for SSL, 587 for TLS)
- SSL/TLS as required by your provider
4. Click Integrate.
5. Test by sending a test email from PyjamaHR.
Common Mistakes to Avoid:
- Not disconnecting previous calendar/email before switching providers.
- Entering the wrong SMTP credentials or missing the username field (especially for Amazon SES).
- Not granting all permissions during OAuth (Google/Outlook).
2. Connecting Your Calendar
Supported Providers:
Google Calendar
Outlook Calendar
Steps:
Go to Settings > Account Settings > Calendar and Time.
Click Connect next to your calendar provider.
Sign in and grant permissions.
Confirm the integration is active.
Important:
- Only one calendar provider can be connected at a time.
- The email used for calendar integration must match the one used for email integration for full functionality.
- If you move from Gmail to Outlook, disconnect Google Calendar first.
Troubleshooting:
- If interview invites are not appearing, check that the organizer’s calendar is integrated.
- For Outlook, admin approval may be required in Microsoft Entra/Azure—contact your IT admin if you see “admin approval required.”
- For recurring admin consent prompts, ask PyjamaHR support to check for “prompt=consent” or “prompt=admin_consent” in the OAuth URL.
3. Connecting Your LinkedIn Company Page
Prerequisites:
You must have a LinkedIn company page (not a personal profile or Showcase page).
The LinkedIn page must match your company’s legal name and domain as registered in PyjamaHR.
Newly created or empty LinkedIn pages may be rejected by LinkedIn’s API.
Steps:
Go to Settings > Integrations > LinkedIn.
Click Connect.
Paste your company’s LinkedIn page URL (not a personal profile).
- To find the correct URL: Go to your company’s LinkedIn page, click on the employee count, and copy the URL from your browser.Complete LinkedIn’s verification process (may require admin access to the LinkedIn page).
Confirm integration is active.
Publishing Jobs:
- After integration, go to any job card, click the three dots (⋮), select Publish, and choose LinkedIn.
- Jobs may take 24–72 hours to appear on LinkedIn due to their review process.
Special Cases:
- If your company has multiple brands or subsidiaries, you must provide legal documentation to link the entities for LinkedIn integration.
- Staffing/recruitment agencies may be restricted by LinkedIn’s policies (see troubleshooting).
Advanced Usage & Best Practices
Power User Tips
Bulk Emailing: Integrate your work email to remove the 100-email/day limit. SMTP integration allows for higher volumes.
Tracking Replies: With integration, all candidate replies appear in PyjamaHR’s mailbox and your native inbox.
Multiple Users: Each user must integrate their own email/calendar—admins cannot do this for others.
Switching Providers: Always disconnect the previous integration before connecting a new one (e.g., moving from Gmail to Outlook).
LinkedIn Job Control: You can choose which jobs to publish to LinkedIn and unpublish/close them directly from PyjamaHR.
Optimization Strategies
Job Visibility: Optimize job descriptions with perks, benefits, and market-aligned salaries to increase applicant flow.
Location Formatting: For LinkedIn, always use “City, State/Country” (e.g., “London, United Kingdom”) to avoid job ingestion errors.
Candidate Source Tracking: Use source codes (e.g., “source=LINKEDIN”) for reporting.
Do’s and Don’ts
Do:
- Use company LinkedIn pages, not personal profiles.
- Grant all permissions during integration.
- Regularly check integration status in Settings.
- Use unique email addresses for each PyjamaHR user.
Don’t:
- Share login credentials across multiple users (triggers security lockouts).
- Attempt to integrate newly created or empty LinkedIn pages.
- Use Showcase or personal LinkedIn pages for job posting.
- Expect instant job posting on LinkedIn—allow up to 72 hours.
Troubleshooting & Common Issues
Email & Calendar
Issue: “Integration Failed” when connecting Outlook
Solution: Disconnect any existing calendar/email integration first. Ensure you’re using the correct credentials and that admin approval is granted in Microsoft Entra/Azure.
Issue: Emails go to Promotions/Spam
Solution: Integrate your work email (not PyjamaHR’s default), personalize sender name, and avoid spammy content. Some spam filtering is outside PyjamaHR’s control.
Issue: Can’t send more than 100 emails/day
Solution: Integrate your own email via Gmail, Outlook, or SMTP.
Issue: Calendar invites not appearing
Solution: Ensure the interview organizer’s calendar is integrated. For in-person interviews, calendar sync may not trigger—virtual interviews require integration.
Issue: Outlook calendar shows incorrect availability
Solution: Disconnect and reconnect the integration. If the issue persists, contact support—there may be a sync bug.
Issue: “Unable to publish job to LinkedIn. Please contact support.”
Solution: Double-check that the LinkedIn page is a company page, not a personal or Showcase page. Ensure the company name and domain match PyjamaHR registration. If still blocked, contact support.
Issue: Jobs not appearing on LinkedIn
Solution: Wait 24–72 hours for LinkedIn review. Check for location formatting errors (“City, Country” required). If flagged as a staffing agency, see below.
Issue: LinkedIn flags company as staffing agency—jobs not visible
Solution: LinkedIn’s new policy restricts free job postings for staffing/recruitment agencies. You may need to purchase job slots or contact LinkedIn support for clarification. See LinkedIn’s policy.
Issue: “Account blocked” or “Verification required”
Solution: Complete LinkedIn verification. If flagged by PyjamaHR’s anti-spam filters, provide company website, LinkedIn URL, and business registration documents. A quick Zoom call may be required for manual verification.
Issue: Can’t integrate LinkedIn Recruiter or Recruiter Lite
Solution: Integration is only available for paid users and may require additional setup—contact support for assistance.
Comprehensive FAQ
1. Why do I need to integrate my email and calendar?
To send unlimited emails, track replies, and ensure interview invites sync to your calendar and the candidate’s.
2. Can I use a personal LinkedIn profile for job posting?
No. Only company LinkedIn pages are supported.
3. How do I switch from Gmail to Outlook?
Disconnect your Google integration first, then connect Outlook. Only one provider can be active at a time.
4. Why are my jobs not appearing on LinkedIn?
LinkedIn reviews each job (24–72 hours). Ensure location is formatted as “City, Country.” Staffing agencies may be restricted.
5. I’m a staffing agency—why are my jobs blocked on LinkedIn?
LinkedIn’s policy restricts free postings for staffing/recruitment agencies. You may need to purchase job slots or use a client’s LinkedIn page (with permission).
6. Can I integrate the same email with two PyjamaHR accounts?
No. Each email can only be integrated with one PyjamaHR user.
7. How do I remove a LinkedIn integration and connect a new page?
Go to Settings > Integrations > LinkedIn, disconnect the current page, and connect the new one. Legal documentation may be required for brand/subsidiary changes.
8. Why do I see “Integration Failed” when connecting Outlook/SMTP?
Check credentials, disconnect previous integrations, and ensure all required fields (including username for SMTP) are filled.
9. Can I send emails from my own domain and track replies?
Yes—integrate your work email via Gmail, Outlook, or SMTP.
10. Why are interview invites not showing on my calendar?
Ensure the organizer’s calendar is integrated. For in-person interviews, calendar sync may not trigger.
11. Can I use LinkedIn Recruiter Lite with PyjamaHR?
Not directly—contact support for possible workarounds.
12. What if my LinkedIn integration is blocked or flagged?
Provide company website, LinkedIn URL, and business registration documents. A Zoom call may be required for manual verification.
13. How do I ensure my jobs are published to the correct LinkedIn page?
Double-check the LinkedIn page URL in Settings. Only company pages are supported.
14. Can I integrate multiple LinkedIn pages?
No. Only one LinkedIn page can be connected per PyjamaHR account.
15. How do I track which recruiter added a candidate?
Check the candidate’s timeline in their profile.
Related Features & Next Steps
Team Member Management: Each user must integrate their own email and calendar.
Job Board Integrations: PyjamaHR also integrates with Google Jobs, Monster, ZipRecruiter, and more (see full list).
Candidate Source Tracking: Use source codes for reporting.
Bulk Data Import: For large migrations, contact support for assisted migration.
Recommended Articles:
- Integrate Gmail for Emails
- LinkedIn Integration Guide
- Using Mass Actions in PyjamaHR
- Comparison View: How to Export Candidate Data
Summary Table: Common Mistakes and How to Avoid Them
Mistake/Issue | How to Avoid / Fix |
Using personal/Showcase LinkedIn page | Only use official company LinkedIn pages |
Not disconnecting previous integration | Always disconnect before switching providers |
Not granting all permissions | Grant all requested permissions during integration |
Expecting instant LinkedIn posting | Allow 24–72 hours for LinkedIn review |
Sharing login credentials | Each user must have their own login and integration |
Not formatting location correctly for LinkedIn | Use “City, Country” (e.g., “London, United Kingdom”) |
Not matching company name/domain | Ensure LinkedIn page matches PyjamaHR registration |
Ignoring admin approval for Outlook | Contact your IT admin for Microsoft Entra/Azure approval if prompted |
Still Need Help?
If you’ve followed all steps and are still facing issues, contact PyjamaHR support via in-app chat or schedule a Zoom call for manual verification. Have your company website, LinkedIn URL, and business registration documents ready for fastest resolution.
By following this guide, you’ll avoid the most common integration pitfalls, ensure your jobs and communications flow smoothly, and unlock the full power of PyjamaHR’s recruitment automation.