Step 2: Configuring Email Settings


You can configure your email settings and store individual email templates in the recruiting area to make your everyday work easier. This not only saves time, but also ensures that application processes are handled consistently across the entire company.


Set up your email addresses

In the settings, navigate to Settings > Recruiting > General to configure your email addresses for recruiting. This is where you'll find your personal inbound email address ( All emails sent to this address are transferred to the recruiting area in Personio. Outgoing emails are also sent from this address. If you prefer to use your own email address for corresponding with applicants, please make the following settings:

  • Go to your own recruiting inbox and set up automatic email redirecting/forwarding to your Personio inbound email address. Here, it is important that the original header of the email will be transferred while at the same time saving a copy on your own mail server. In case you are not entirely sure about the settings, please consult your internal IT department.


  • Enter the email address for your recruiting inbox in Settings > Recruiting > General > Email for applicants. Personio will then use this address as the sender’s address for outgoing emails. Go to Recruiting email sender name to define whether the employee logged in at the given time or the company will be shown as the email sender.


  • Finally link Personio to your company’s SMTP server to ensure that outgoing mails to applicants are sent via your own server. To do so, store the relevant SMTP connection data under Settings > Recruiting > Email > SMTP Settings.



Create email templates


Once you have configured the email inbox in Personio, you can create individual email templates to ensure consistency of communications. Simply add new templates under Settings > Recruiting > Emails to create email templates. These email templates can be configured individually.

Click on Edit to define the subject line and create a predefined email text. You can add placeholders, for example for the applicant’s name or the advertised position. These will be automatically filled with the relevant applicant data when the email is sent out. You can also include any number of gender variables such as Dear ||Mr|Ms||. Note that the male gender variable is stated first by default.



Remember that the gender is not yet stored in the Personio applicant profile when an application is first received. It is therefore best to use gender-neutral expressions in autoresponder emails.

You can then create autoresponders for each recruiting category via the Categories tab. Click on Edit and choose whether the automatic email should be sent to applications via the online tool and/or applications received by email. Choose a template and the sender’s address for the autoresponder. Also ensure that the sender has a signature in Personio. Click on Submit to store the settings you have created.


You are now able to make a selection from your email templates under Messages in the relevant applicant profile, which is accessed via the Recruiting area in the main menu. You can also attach documents and terminate the sending of the email.


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