Executive Summary
PyjamaHR offers robust notification and preference settings to help you stay informed about candidate activity, job applications, and team collaboration—without overwhelming your inbox. This guide walks you through configuring email notifications, managing confirmation emails to candidates, and customizing notification sources and recipients, ensuring you receive only the updates that matter most to your workflow.
Detailed Overview
What are Notifications and Preferences in PyjamaHR?
Notifications in PyjamaHR keep you and your team updated about key events—such as new job applications, candidate status changes, and team comments—via email and within the platform. Preferences allow you to control which notifications you receive, how they're delivered, and who receives them (e.g., super admin, job creator, or specific team members).
Why Configure Notifications?
Reduce inbox clutter: Only get the alerts you need.
Improve response times: Never miss a candidate application or team mention.
Enhance collaboration: Ensure the right people are notified at the right time.
Maintain professionalism: Control the sender address for candidate communications.
Integration with Other Features
Job Application Workflow: Notification settings affect both internal team alerts and candidate-facing emails.
Employee Referral: Unique email IDs can be used for resume forwarding and automatic parsing.
Commenting/Mentions: Tagging team members triggers notifications based on their preferences.
Business Impact
Proper configuration ensures smooth hiring operations, reduces missed communications, and helps maintain a positive candidate and team experience.
Step-by-Step Guide: Configuring Notifications and Preferences
1. Accessing Notification Settings
Log in to PyjamaHR.
Navigate to your user profile: Click your avatar or name in the top-right corner.
Go to Settings: Select "Settings" from the dropdown menu.
Find Notification Preferences: Look for a section labeled "Notifications" or "Notification Preferences."
Screenshot suggestion: Highlight the "Settings" and "Notifications" sections in the user profile menu.
2. Managing Email Notifications for Job Applications
To enable or disable email notifications when a candidate applies:
In Notification Preferences, locate the option for "Job Application Notifications."
Choose your preferred delivery method:
- Email
- In-app
- BothTo stop receiving emails:
- Uncheck or toggle off the "Email" option for job applications.
- Save your changes.
Screenshot suggestion: Show the toggle or checkbox for job application notifications.
Note: If you are receiving notifications for jobs published on job boards, you can adjust these settings in the same section.
3. Controlling Candidate Confirmation Emails
To stop sending automatic confirmation emails to candidates:
Currently, this must be done by PyjamaHR Support. Contact support and request to disable candidate confirmation emails for your account.
Confirmation emails can only be disabled for all jobs, not selectively per job or per applicant.
To change the sender email address for candidate confirmation emails:
The sender is determined by the Super Admin’s email address or the job creator’s email address.
To change the sender:
1. Update the Super Admin’s email in your account settings.
2. Or, ensure the job is created by the user whose email you want as the sender.
Example: If confirmation emails are being sent from your personal email, update the Super Admin to use a shared HR address (e.g., [email protected]).
4. Managing Team Notifications (Mentions, Comments, etc.)
When you are tagged in a comment, you will receive an email notification.
The type of comment may affect notification delivery.
All notifications for mentions are sent to your registered email address.
5. Special Notification Scenarios
Employee Referral: Each user has a unique referral email address (found under "Employee Referral" in your profile). Resumes sent to this address are automatically parsed and added to your talent pool.
iFrame Job Applications: If you use the iFrame code to embed job applications on your site, enable notifications for every application in your notification settings to receive alerts.
Advanced Usage & Best Practices
Centralize Candidate Communication: Use a shared HR email as the Super Admin to ensure all candidate-facing emails come from a professional address.
Minimize Notification Fatigue: Regularly review and adjust your notification preferences to avoid unnecessary emails.
Test Changes: After updating notification settings, submit a test application or tag yourself in a comment to verify receipt.
Document Your Settings: For larger teams, keep a record of who receives which notifications to avoid confusion.
Do’s:
- Do update the Super Admin email if you want to change the sender for candidate emails.
- Do contact support if you need to disable candidate confirmation emails.
Don’ts:
- Don’t expect to disable confirmation emails for only some jobs—it’s all or none.
- Don’t forget to re-integrate your email if you notice missing notifications.
Troubleshooting & Common Issues
Issue: Not receiving email notifications for candidate applications.
- Solution: Check your notification preferences and ensure "Email" is enabled for job applications. If using iFrame, verify notifications are enabled for every application.
Issue: Candidate confirmation emails are sent from the wrong email address.
- Solution: Update the Super Admin or job creator’s email in account settings.
Issue: Candidates receive too many confirmation emails.
- Solution: Contact support to disable confirmation emails for all jobs.
Issue: Notifications not appearing in your inbox.
- Solution: Re-integrate your email ID in PyjamaHR settings. If the configuration switches unexpectedly, re-link your email and check for any integration errors.
Issue: Not receiving notifications when tagged in comments.
- Solution: Ensure your registered email is correct and check your notification preferences.
When to Contact Support:
- To disable candidate confirmation emails.
- If notifications are not working after checking all settings.
- To change the Super Admin or resolve sender email issues.
Comprehensive FAQ
1. How do I stop sending confirmation emails to candidates?
Contact PyjamaHR Support to disable this feature for your account.
2. Can I choose which jobs send confirmation emails?
No, confirmation emails can only be enabled or disabled for all jobs, not selectively.
3. How do I change the sender email for candidate notifications?
Update the Super Admin or job creator’s email in your account settings.
4. Why are notifications not appearing in my inbox?
Check your notification preferences and re-integrate your email if needed.
5. Where do I find my unique referral email for resume forwarding?
Go to your user profile > Employee Referral section.
6. How do I get notified when someone tags me in a comment?
You will receive an email notification at your registered email address.
7. Can I stop receiving job application notifications to my email?
Yes, adjust your notification preferences in settings.
8. Why did my email integration switch back to PyjamaHR config?
This may happen due to integration issues; re-integrate your email and monitor for changes.
9. Can I access a dashboard with all notifications?
Yes, your dashboard displays notifications; contact support if you don’t see them.
10. What if I want confirmation emails to come from a shared HR email?
Set the shared HR email as the Super Admin or ensure jobs are created by that user.
11. Can I receive notifications for every application submitted via iFrame?
Yes, enable notifications for every application in your notification settings.
Related Features & Next Steps
Employee Referral Integration: Use your unique referral email for seamless candidate parsing.
Team Collaboration: Leverage tagging and comments for efficient communication.
Job Board Integrations: Adjust notification settings for jobs posted on external boards.
Further Reading:
[Managing User Roles and Permissions in PyjamaHR]
[Integrating Your Email with PyjamaHR]
[Setting Up Employee Referral Workflows]
Still have questions?
If you’ve followed these steps and still face issues, contact PyjamaHR Support for personalized assistance.
Article last updated: June 2024
Based on real customer conversations and current PyjamaHR capabilities.