Set up recruiting roles – Personio

This article explains how to set up recruiting roles. By setting up recruiting roles, you can involve your employees in the recruiting process. You can also define the level of access each employee has.

Define the level of access your employees need

Personio offers three options for granting employees access to the recruiting section. These are outlined below.

Option one: Give an employee access to the entire recruiting section

Type of role in Personio	Employee role
Instructions	To grant this access right, go to Settings, then to People > Employee Roles. Click the Access rights tab, then under Configurations go to Recruiting. Learn more about the Recruiting section in the Access rights tab.
Access rights	Employees with viewing rights can access the Recruiting area from the main navigation bar in Personio. They can see all the open jobs and candidate profiles. Employees with editing rights can add and edit open jobs, candidate profiles, and unassigned messages. They can generate the application data export.
Who is this for?	This role is for employees who are regularly involved in the recruiting process. For example, a hiring manager.

Employees like recruiters should also have recruiting roles (see options two and three). This ensures they receive all notifications set up for specific roles.

Option two: Give an employee access to an entire job

Type of role in Personio	Recruiting role
Instructions	You must first create a recruiting role, as described further down in this article. To grant an employee access to a specific job, add them to the Hiring team for the job, as described below.
Access rights	Employees in a hiring team can access all applications for the relevant job. The level of access depends on the recruiting role you select for them. They will also receive notifications and tasks regarding the applications.
Who is this for?	This role is for employees who are involved in the recruiting process for a specific job. For example, the manager of a team is involved in the selection process of a new team member.

Option three: Give an employee access to an individual application

Type of role in Personio	Recruiting role
Instructions	You must first create a recruiting role, as described further down in this article. To grant access to a specific application, go to the candidate's profile, and click the Access tab. Add the relevant employee and select the appropriate recruiting role.
Access rights	Employees with these rights have access to the individual application. The level of access depends on the recruiting role you select for them.
Who is this for?	This option is for employees who support the recruiting process with a specific task. For example, a team member who is invited to the interview to assess if the candidate is a culture fit.

Refer to our article on using recruiting roles to grant employees access to applications for more information. You can also refer to our best practice article on recruiting roles.

Create a recruiting role

To create a recruiting role, follow these steps:

Go to Settings, then to Recruiting > Roles.
Click Add new recruiting role.
Give the new recruiting role a name and save.

Set up notifications for recruiting roles

You can define which notifications to send to employees with a recruiting role. Follow these steps:

Go to Settings, then to Recruiting > Roles.
In the column on the left, select the relevant recruiting role. For example, "Hiring Manager".
Under Notifications on the right, open the Settings drop-down menu.
Select the relevant notifications for the recruiting role.
▶︎ New application: New applications received for assigned jobs.
▶︎ New message: New messages received for assigned applications.
▶︎ New comment: New comments added to assigned applications.
▶︎ New review: Replies to review requests.
▶︎ New evaluation: New evaluations added to assigned applications.
▶︎ New referral: New employee referrals received for assigned jobs.
Apply your changes.

Set up access rights for recruiting roles

Tip
If you are an Administrator, you can test the access rights of different recruiting roles. Go to the respective employee profile and click Log in as this employee at the top right.

You can define the access rights for each recruiting role. Go to Settings, then Recruiting > Roles. Select the relevant role from the column on the left. You can then define the access rights for different recruiting areas, for example, jobs, applications, messages, etc.

Refer to our article on recruiting access rights for a full overview.

Assign a recruiting role

Once you have set up your recruiting roles, you can assign them to the relevant employees. You can do this when creating a new job or editing an existing one.

When creating a new job

To assign a recruiting role when creating a new job, follow these steps:

Go to Recruiting > Jobs.
Click Create job.
Fill in the relevant sections as usual.
In the Hiring plan section, select the employees to add to the hiring team and the recruiting role.
Finish creating your job.

When editing an existing job

To assign a recruiting role for an existing job, follow these steps:

Go to Recruiting > Jobs.
Click on the relevant job.
In the Hiring team section, click on the pencil icon to edit.
Add a team member, select the employee and the role.
Save your changes.

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