This article explains how to set up automated confirmation emails in Personio. With this feature, your candidates receive an automated email when they submit a job application.

You can configure different automated confirmation emails for each recruiting category. This helps you customize your communication. For example, you might have a category for permanent employees and another for working students. You can then set up a specific automated confirmation email for each category.

Before you start

To set up automated confirmation emails, you need access rights to the Recruiting company settings.

You need to create an email template before setting up this feature. Give your email template a name like “Application acknowledgement”. See the example below of an email template for this purpose.

Example:

Subject line: We have received your application
Dear {{first_name}},
Thank you for applying for the position of {{position_name}}.
We appreciate your interest in our company and the time you invested in this application. We’re carefully reviewing applications and will contact you soon.
Kind regards,
HR team

Set up an automated confirmation email

You can set up an automated email at the same time as creating a new recruiting category.

Alternatively, you can add an automated email to an existing recruiting category. To set up an automated confirmation email:

1. In Settings, go to Recruiting > Categories.
2. Select a recruiting category from the list on the left.
3. Under Autoresponder, select when Personio sends an automated email. Select one or both of the following options:
   ▶︎ For applications via application module
   ▶︎ For applications via email
4. Select an email template.
5. Select an employee to appear as the sender.
6. Apply your changes.

Set up an automated confirmation email in different languages (optional)

If you want to email candidates in different languages, you can create a separate email template for each language. In this case, you also need to create corresponding recruiting categories.

Example:

You’re hiring for some Software Engineer roles in your Berlin and London offices. You want to send the Berlin candidates a response in German and the London candidates a response in English.

You create a recruiting category named “Berlin” and another one named “London”. You create an email template for each language, named “Automated acknowledgement (EN)” and “Automated acknowledgement (DE)”. You then select the correct email template in the respective category.