The HR Operating System

Personio Recruiter Manual

First Steps with Personio

Table of Contents

Personio Recruiter Manual

2

05 Managing Applicants P. 26

5.1 Applicant List P. 27

5.2 Incoming Applications P. 28

5.3 Interviews & Feedback S. 38

5.4 Creating & Sending Job Offers P. 42

5.5 Accepting / Rejecting Applicants P. 46

06 Reports P. 52

6.1 Track Channels P. 54

6.2 Application Funnel P. 55

6.3 Hiring Speed P. 57

01 Brief Introduction to the Manual P. 03

02 Overview of Recruiting Components P. 05

03 Basic Settings Checklist P. 07

04 Managing Job Openings P. 09

4.1 Creating Job Openings P. 10

4.2 Publishing Job Openings P. 15

4.3 Using External Channels P. 17

01 Brief Introduction to the Manual

4

Settings

Reports

Job opening management

Applicant management

The various functions and symbols used in this manual are briefly explained below. This presentation provides you with clear guidance on how to use Personio’s applicant management tool ideally in your everyday workflows.

Checklist

Note

In each section, Fred Funnel asks questions about how to perform everyday tasks. The answers will fast-track you to becoming a proficient user of Personio’s recruiting functions.

How to Get the Most Out of This Manual

Brief Introduction to the Manual

02 Overview of Recruiting Components

Job opening management

Overview of Recruiting Components

Overview of the Recruiting Functions

Basic settings

Reporting functions

Applicant management

6

03 Basic Settings Checklist

Basic Settings Checklist

Basic Recruiting SettingsWe recommend that you first set up the following functionalities and areas. These will allow you to make full use of Personio’s recruiting functions:

Phases & Categories

Email Settings

Recruiting Interviews

Evaluation Forms

Personio Career Page

External Channels

Recruiting Roles

8

04 4.1Creating Job Openings

4.2Publishing Job Openings

4.3Using External Channels

Managing Job Openings

10Creating Job Openings

How can I create a new job opening in Personio?

4.1 4.2 4.3

4.1 4.2 4.3

Navigate to >

and click on .

Add a New Job Opening

11

1

Creating Job Openings

Enter Relevant Metadata

4.1 4.2 4.3

Assign the job opening to the

appropriate place within your

organization’s structure and enter all

relevant metadata. This is important if

you intend to post job openings on

external portals, as applicants can use

them to filter ads.

On your company’s career page, only

the and will be

shown.

12

2

Creating Job Openings

Add Specific Job Information

4.1 4.2 4.3

Use the edit mode to enter specific

information about the job opening you

want to publish. In order to publish the

job opening at least one text box has to

be filled out in the respective language.

Go to > >

to adjust the titles of the

various text blocks as needed.

You can add content in several languages

13

3

Creating Job Openings

Define the Employees with Responsibility for the Position

4.1 4.2 4.3 14

Add the employees who have

responsibility for the position and

define their individual roles.

Access rights and notification functions

associated with the various roles can

be customized under >

> .

4

Creating Job Openings

15

How can I publish job openings directly from Personio?

Publishing Job Openings4.1 4.2 4.3

4.1 4.2 4.3

Navigate to and click on

to instantly post the job

opening on your company’s career

page.

Publish the Job Opening on the Career Page

16

1

Publishing Job Openings

Increase Visibility on External Channels

To have the job opening published

automatically, click on

. Visit our Helpcenter for

detailed instructions on how to publish

via an external recruiting channel.

If you want to publish the job opening

on other channels as well (outside

Personio’s multi-posting), click on

.

Using External Channels4.1 4.2 4.3 17

2

Please note that you will need to adjust the job opening or take it offline separately in the job

portal if you make any changes or if the position is filled early.

Use of External Channels – a Comparison

Function Multi-posting

Manual publication

Automatic publication on the job portal(click here for an overview of available job portals)

Automatic channel recognition as applications are received

Billing via Personio

Use of master contracts

PDF document for download in the job portal

4.1 4.2 4.3 Using External Channels 18

Use this enquiry form if a job portal is unavailable.

19

How do I add a master contract?

Using External Channels4.1 4.2 4.3

Confirmation

The Personio Customer

Service Team will validate

the contract and confirm it

by email.

Contract

If a master contract with a job

portal has already been made,

it can be submitted to Personio.

Submission

Click on this link and

complete all of the

required information.

Step 1 Step 2 Step 3

4.1 4.2 4.3

Process for Using a Master Contract

Step 4

Settlement

Accounts remain active

and are billed via the job

portal.

Using External Channels 20

21

How do I publish job openings manually?

4.1 4.2 4.3 Using External Channels

4.1 4.2 4.3

Click on to

create a new posting.

Navigate to

to add more channels.

Choose a Channel

Using External Channels 22

1

Please note that, if you delete a channel, you will no longer be able to evaluate it

in your reports.

Create Postings for the Channel

4.1 4.2 4.3

Click on to create

manual postings.

Using External Channels 23

2

Applicant Tracking

4.1 4.2 4.3 Using External Channels

The tracking URL is generated

automatically. It consists of the link to

the applicant form and the channel ID.

Next, you need to add the generated

URL to the job opening in the job portal

to allow applicants to submit their

applications directly using the

application form.

Job Opening ID

Channel ID

24

3

All Postings at a Glance

4.1 4.2 4.3

All scheduled, running, stopped and

expired postings are shown in the

overview.

Click on to expand information on

the posting (e.g. ) or to edit the

status of the job opening (e.g. ).

Using External Channels 25

4

05 5.1Applicant List

5.2Incoming Applications

5.3Interviews & Feedback

5.4Creating & Sending Job Offers

5.5Accepting / Rejecting Applicants

Managing Applicants

Application List Functions

Applicant List5.1 5.2 5.3 5.4 5.5

Filter options

Sort columns

27

Filter options

Sort columns

Filter options

Sort columns

Select applicant (multi-editing)

Message failed to send

Export and import function

New message

28

How do incoming applications look like?

5.1 5.2 5.3 5.4 5.5 Applicant List

Two Options for Receiving Applications

5.1 5.2 5.3 5.4 5.5 29Incoming Applications

Career page

External (job portal)

Applicant

Applicant form

Email address

Personio inbox

Manual

Automatic

Email

ContactChannel Receipt of application

Processing / assignment

Applicant profile

Applications Received via an Application Form

5.3 5.4 5.55.1 5.2

Applications received via an application

form are automatically assigned to the

first phase defined for the relevant

category, e.g. .

The information in the application

form can be edited in

> .

The color and name of a phase can be

edited in .

30Incoming Applications

1

Applications Received by Email

5.3 5.4 5.55.1 5.2

Applications received by email must

first be processed in the and

assigned to a job opening. This is easily

done: just click on and enter

the relevant information.

31Incoming Applications

2

Once the application has been assigned to a job opening, Personio automatically sends out an

autoresponder, if this option is activated in .

Jan Jansenjan.jansen@demo-personio.de

32

Important Actions in the Applicant Profile

Click on > and select the

applicant’s gender to ensure that

Personio automatically uses the correct

gender variable when sending

messages.

Navigate to

to add more attributes to the

and (e.g.

).

5.3 5.4 5.55.1 5.2 Incoming Applications

3

33

How do I identify multiple applications?

5.1 5.2 5.3 5.4 5.5 Incoming Applications

345.3 5.4 5.55.1 5.2

If an applicant applies for several job openings,

Personio displays a notification in the applicant

profile.

Navigate to to access an

overview of applications together with their

and .

From this overview, you can navigate straight to

the other positions the applicant has applied

for.

One Candidate, Two Applications

Incoming Applications

Applications received by email are not automatically assigned to a job opening but must first be

processed in the and assigned manually.

35

How do I create an interview for an applicant and internal participants?

5.1 5.2 5.3 5.4 5.5 Interviews & Feedback

36

Create an Interview and Invite Employees

Navigate to and complete all of the

required meeting details, then click on to

send out a calendar invitation to participants.

If you have integrated your calendar with Personio,

on to have Personio show

availabilities of participants and meeting rooms.

Visit our Helpcenter for further information on the

calendar integration.

Add an evaluation form to collect feedback directly

from participants.

5.1 5.2 5.3 5.4 5.5

Navigate to to activate the function.

Interviews & Feedback

1

37

Invite the Applicant to a Telephone Interview

5.4 5.55.1 5.2 5.3

Calendar invitations to scheduled

interviews are only sent to internal

participants. Applicants must be

invited separately by email.

Click on to choose an

appropriate email template for the

invite.

The email signature can be edited in

.

Interviews & Feedback

2

385.1 5.2 5.3 5.4 5.5 Interviews & Feedback

How can I create feedback and request feedback from internal participants?

395.4 5.55.1 5.2 5.3

Create Feedback

Go to to create an

evaluation so that feedback on an

applicant can be entered and

subsequently evaluated.

Evaluation forms can be edited in

.

1

Interviews & Feedback

405.4 5.55.1 5.2 5.3

Collect Feedback from Colleagues

Click on to include

other employees in the evaluation

process.

Decide whether the reviewer should

enter a or complete

an .

2

Interviews & Feedback

415.4 5.55.1 5.2 5.3

Provide Feedback

Personio creates a task on reviewers’

dashboards and sends them an email

notification.

Reviewers only have limited access to

the applicant profile. Access rights can

be edited in

.

Interviews & Feedback

3

425.1 5.2 5.3 5.4 5.5

How can I send a job offer?

Creating & Sending Job Offers

Email

Once a job offer has

been confirmed, you can

email it directly to the

applicant.

Job offer creation

First, create and save a

job offer in the applicant

profile.

Internal confirmation

Have the job offer

confirmed by a

responsible person /

manager.

Manage Job Offers

435.1 5.2 5.3 5.4 5.5

Applicant’s decision

If the applicant takes up the

offer, they can be

directly in Personio. If the

applicant declines, the job

offer can be edited and sent

out again.

Creating & Sending Job Offers

Step 1 Step 2 Step 3 Step 4

44

Create a Job Offer

5.1 5.2 5.3 5.4 5.5

Navigate to and click on The

of the job vacancy remains for the time being.

Select a contract document to generate a customized

contract for the employee based on a document

template.

Attributes such as first and last name are automatically

transferred from the existing applicant information. Add

any missing information as required. System attributes

(such as ) are automatically

transferred to the linked employee profile once the

applicant has accepted the job offer.

Creating & Sending Job Offers

1

When creating a job offer, you are able to use any of the stored in the category in

.

45

Email the Job Offer to the Applicant

5.1 5.2 5.3 5.4 5.5

Once the job offer has been confirmed,

click on and select an

appropriate template, or write an email

to the applicant.

The selected can

simply be sent as an attachment to the

email. Finally, click on . Personio

will automatically transfer the applicant

to the phase.

Creating & Sending Job Offers

2

465.1 5.2 5.3 5.4 5.5

What do I do with candidates who aren’t accepted?

Accepting / Rejecting Applicants

47

The Applicant Declines the Offer

5.1 5.2 5.3 5.4 5.5

If an applicant declines a job offer, you

can reopen the offer, edit it and send it

again. Alternatively, you can create a

new job offer.

1

Accepting / Rejecting Applicants

48

Terminate the Application Process

5.1 5.2 5.3 5.4 5.5

Click on to terminate the

application process. Next, select

whether the candidate was rejected or

declined the offer. Enter the

.

Activate if you

wish to have personal applicant data

anonymized immediately rather than

at the end of the retention period.

Accepting / Rejecting Applicants

2

49

Send the Applicant a Rejection Email

5.1 5.2 5.3 5.4 5.5

If you wish to reject the applicant, send

an email rejection if required.

Select an appropriate email template

and click on if you wish

to schedule the email for a later time.

Activate automatic

if required.

Accepting / Rejecting Applicants

3

If you schedule a rejection and activate automatic at the same time, the scheduled email will not be

sent, because the applicant’s data is anonymized immediately, i.e. before the scheduled date.

505.1 5.2 5.3 5.4 5.5

How do I accept an applicant?

Accepting / Rejecting Applicants

51

Accept the Applicant

5.1 5.2 5.3 5.4 5.5

Click on once the applicant

has accepted the job offer.

If you wish to keep the job opening

active, select .

If the position will not be filled at this

stage, you can also close and archive it

as required.

Once the process has been completed,

Personio automatically creates an

employee profile.

Employee profile

Applicant profile

Accepting / Rejecting Applicants

4

06 6.1Tracking Channels

6.2Application Funnel

6.3Hiring Speed

Reports

53Reports6.1 6.2 6.3

What sort of reportings can I perform?

54

Track Channels

6.1 6.2 6.3 Tracking Channels

Navigate to and click on to see

an overview of the channels candidates access

to apply to your company.

(1) First, define the . You can add filters

for a more detailed analysis.

(2) The report illustrates the

distribution of applications across individual

channels in a bar chart and shows the relevant

numbers in a table.

(3) Click on to export the report as an

Excel spreadsheet.

55

The Application Funnel

6.1 6.2 6.3 Application Funnel

Navigate to and click on to see

how your applicants are spread out across your

recruiting phases.

(1) First, define the period you wish to review, and apply

a (e.g. or ). Next,

click on .

(2) Personio generates a chart showing the applicants in

the various phases subject to the selected filter criteria.

The coloured bars indicate applicants who are still in the

relevant phase (grey), who have already progressed to

the next phase (green), who have declined (orange) or

who have been rejected (red).

56

Conversion Rate

6.1 6.2 6.3 Application Funnel

(3) The report also provides further information

about the number of applicants who have

progressed to the next phase, declined or been

rejected, and candidates still in the given phase,

including the conversion rate.

(4) The total conversion rate is shown at the

bottom of the table. It tells you in both absolute

and relative terms how many applicants have

been or . You can also

easily see how many applicants are .

If you would like to evaluate applicant rejections in greater depth, have a look at the report.

57

Hiring Speed

6.1 6.2 6.3 Hiring Speed

Navigate to and click on to see how long

your company takes to offer a position to applicants and hire

them.

(1) First, define the period and group you wish to review (e.g.

). Apply additional filters as required (e.g.

).

(2) The chart shows the time period between receipt of the

application and preparation of the offer as well

as the application date until the date of accepting the

applicant .

(3) The table additionally shows the number of

and for the selected filter options.

Note that job offers must be created in and sent from Personio’s applicant profile (see page 43) to ensure that these

statistics are correct.

Das HR Betriebssystem

Please visit our Helpcenter for further information:

https://support.personio.de