How to Transfer Applications into the Personio Recruiting Tool

 

This article describes the five fundamental options available for transferring applications into the Personio Recruiting tool.

 

1. Personio Career Page

Candidates who submit their applications via the Personio career page are automatically created in Personio and assigned to the relevant position. Any information requested by you via the application form (such as name, email, documents, etc.) is then stored in the candidate's profile. You can find more information in our article Step 5: Configure the Personio Career Page.

Applications-Personio-career-page_en-us.gif

Tip
Depending on how the notification settings are configured in your recruiting roles, you will receive email notifications of newly received applications.

Notes 
▶︎ The maximum size per document received via the application form is 20 MB.
▶︎ The following formats are supported : pdf, docx, doc, png, jpg, jpeg, txt, odt, ods, xlsx, rtf, xls, pptx, ppt, gif, tif, tiff, bmp, csv, rar, gz, zip, 7z, mp4, 3gp, mov, avi, wmv.

 

2. External Job Boards

Option 1: Applications via External Job Boards

Candidates who apply via external job boards will automatically be created in the Personio Recruiting tool. This applies to both positions promoted via the promote function and manually. You can find further information on promoting positions in our article Promote Positions.

The external job board through which the application was received is displayed under Channel in the candidate profile. This allows you to keep track of where each application has come from.

The job board is automatically tracked for all promoted positions. However, if you add a manual posting, you will also need to set up the tracking manually. Find detailed information on candidate tracking in Tracking candidates.

 

Option 2: Creating Candidate profiles from Active Sourcing on LinkedIn via the Active Sourcing Extension

If you are using the Personio Active Sourcing Extension for LinkedIn, you can also transfer data and documents from actively sourced candidates into Personio's Recruiting tool. Learn more about Personio Active Sourcing Extension – Import Candidates from LinkedIn.

 

3. Incoming Emails

Emails from candidates can be automatically forwarded from your company’s SMTP server to myaccount-jobs@m.personio.de. They then appear under Recruiting > Unassigned messages. Click on the sender of the message and assign the candidate a profile and a position. If the candidate does not exist yet, click Create application. You will need to fill in the candidate's basic data and assign them a position to create the candidate profile. If the candidate profile has already been created, you can click Assign, to assign them to an existing profile.

recruiting-unassigned-messages_en-us.png

Notes
▶︎ To set up automatic forwarding/redirection of candidate emails, you need to contact your system administrator. Learn more about configuring email preferences in Step 2: Set Up Candidate Communication Via Email.
▶︎ The limit regarding the size of the attachment documents is up to 10 MB.

▶︎ The following formats are supported: bib, doc, xml, docx, dotx, fodt, html, ltx, txt, odt, ott, pdb, pdf, psw, rtf, sdw, stw, sxw, uot, vor, wps, epub, png, bmp, emf, eps, fodg, gif, jpg, jpeg, met, odd, otg, pbm, pct, pgm, ppm, ras, std, svg, svm, swf, sxd, sxw, tif, tiff, xhtml, xpm, odp, fodp, potm, pot, pptx, pps, ppt, pwp, sda, sdd, sti, sxi, uop, wmf, csv, dbf, dif, fods, ods, ots, pxl, sdc, slk, stc, sxc, uos, xls, xlt, xlsx.

 

4. Creating Candidates Manually

Option 1: Create Candidate Profiles Manually

To create a candidate profile manually, follow these steps:

  1. Go to Recruiting > Applications and click Create application.
  2. Enter the candidate information and upload the associated candidate documents from your computer or via drag and drop.
  3. Then click Confirm to create a new candidate profile.

Applications-Personio-add-application_en-us.gif

Notes
▶︎ The maximum size per document received via the application form is 50 MB.
▶︎ The same formats as the Incoming Emails are supported, but only the following file types can be previewed in the candidate profile: pdf, docx, doc, jpg, png, txt, jpeg, odt, ods, xlsx, rtf, xls, pptx, ppt, gif, tif, tiff, bmp, csv.

 

Option 2: Create Candidate Profiles Manually Using CV Parsing

Alternatively, you can use CV Parsing to simultaneously extract information from up to 25 candidate resumes and automatically enter it into Personio. To do so, follow these steps:

  1. Go to Recruiting > Applications and click Create application.
  2. Then upload the CVs from your computer or via drag and drop them into the window. 
  3. Check the information and make any necessary additions before saving.

You can find more information on this and a detailed guide to creating one or more candidate profiles using CV Parsing in CV Parsing: Manually Creating Candidate Profiles From Resumes.

cv-parsing_en-us.gif

Notes
▶︎ The maximum size per document uploaded in the candidate profile is 10 MB.
▶︎ Only for PDF and DOCX formats are supported, and you can upload a maximum of 25 documents at once.

 

5. Personio's Public API 

Once you have published positions from Personio to your company’s career page (see our article Integrate Positions From Personio Into Your Company Website via XML for instructions), you will be able to transfer applications to Personio's Public API. The information transferred in this way allows applications created on your Career page to be assigned directly to positions within Personio, while corresponding applications are created in the Recruiting tool.

You can find technical details on using the Personio Recruiting API in our Developer Hub.

Notes
▶︎ The maximum size per document received via the Recruiting API is 20 MB.
▶︎ The following formats are supported : pdf, docx, doc, png, jpg, jpeg, txt, odt, ods, xlsx, rtf, xls, pptx, ppt, gif, tif, tiff, bmp, csv, rar, gz, zip, 7z, mp4, 3gp, mov, avi, wmv.

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