This article explains how you can configure your email settings in the recruiting area and store customized templates for your emails. This not only saves time, but also ensures that application processes are handled consistently across the entire company.
Receiving and Sending Recruiting Emails
Personio provides the option to receive messages from candidates via a personal recruiting mailbox and to send emails to candidates directly from your Personio account.
When candidates send emails to your company's recruiting address, you can forward them directly to your Personio mailbox through automatic redirection to firstname.lastname@example.org.
In order to use the email address for your company's recruiting mailbox as the sender address for outgoing emails, you can additionally enter your SMTP settings. You can store different email addresses for different sub-companies. Click here for more information.
Please note that the maximum file size for incoming and outgoing emails via the Company's recruiting email address in Prsonio is 10MB.
Receiving Candidate Emails via Redirection
You'll find your Company recruiting email address in Personio under Settings > Recruiting > General > Recruiting email settings. All outgoing messages will be sent from this email address by default, and all messages received in this mailbox will be shown in your Personio account. To receive candidate emails sent to your company's recruiting mailbox in Personio, follow these steps:
- Navigate to Settings > Recruiting > General > Recruiting email settings.
- Note the Company recruiting email address for your account and set up an email redirection from your company's email server. Make sure that the original header of the email is also transmitted and a copy stored on your company email server. If you are unsure about the required settings, please contact your IT department.
- Go to Sender name to define whether the employee logged in at the given time or the company will be shown as the sender of the email.
Sending Emails from your Company's Recruiting Address
To send outgoing emails to candidates from your company's recruiting mailbox instead of from "email@example.com," you need to create a connection between Personio and your company's SMTP server.
To do this, navigate to Settings > Recruiting > General > Recruiting email settings > Use custom email address? Yes > Your domains > SMTP settings. For more details about setting up an SMTP connection, please refer to this article and the information provided here.
Sending Recruiting Emails
Via the recruiting area in the main menu, go to the candidate profile and to Messages, where you can now select an email template. You can also attach documents. Either drag & drop to add a new document, or use an available document that has previously been sent. Click on the document name to open a preview of it in a separate browser tab. You can also schedule a date and time when the email will be sent. Next to the avatar, you'll see the email address from which the message to the candidate will be sent. This setting is made in the Recruiting settings for the sub-company stored in the position details for the respective position.
Note that you can define access rights to candidate documents that you send or receive via the Messages tab. You can do this for all employees via their recruiting roles. Define which employees will be permitted to view or edit which document categories.
Go to the Applications tab in the Recruiting area to send emails to multiple candidates at the same time.
Creating email templates
After you have configured your mailbox, create any number of customized email templates, such as an automatic acknowledgment for incoming emails, a rejection of an application or an invitation to an interview.
Go to Settings > Recruiting> Email and define as many individual email templates as you like using the Add template input field. Click on Edit to enter the subject line and body of the email. Use placeholders and gender variables to personalize the messages to your candidates.
- Placeholder: Placeholders are selected when the template is used. They are then automatically populated with the corresponding candidate data. You can use the candidate's first and last name, as well as the job position they applied for.
- Gender variable: If your candidate's gender has been stored in Personio, you can set the software to make gender-specific (grammatical) adjustments to your emails. By default, the male wording is shown first.
Attach documents to your email template as required, such as directions on how to get to your office. You can attach further documents when emailing candidates.
Click here for helpful examples of email templates.
Remember that the gender is not yet stored in the Personio candidate profile when an application is first received. It is therefore best to use gender-neutral expressions in automatic acknowledgments of receipt.
As a final step, go to the Categories tab to set up an autoresponder for each recruitment category. Click on Edit and decide whether the autoresponder should be sent for applications that come in via the online application module and/or for email applications. Select the appropriate template and sender address for the autoresponder, and verify that a signature has been stored in Personio for that sender.
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