This article gives an overview of the Application List in Personio. With this feature, you can view and manage all your candidate applications in one place.

The Application List offers several key benefits. You can:

• Screen applications efficiently: Customize the list by configuring columns and applying filters. This lets you display only relevant applications.
• Access a specific list view when needed: Use default and custom views that you can return to at any time. This feature lets you pull up a specific view without the need for manual work.
• Perform tasks in bulk: Manage tasks for many applications at once, thereby saving time. You can also easily switch from one recruiting task to another.

To access the Application List, go to Recruiting > Applications. It’s available to Administrators and employees with full access rights to the Recruiting app.

 

View parsed candidate data

All incoming applications with a CV are automatically parsed. This includes applications from all channels. You can then view the parsed attributes in the Application List and candidate profile.

This speeds up the screening process and reduces the need for you to open profiles and read CVs. Learn more about automatic CV parsing.

 

Select which data set to show

You can use the jobs button to determine which applications are shown. This button is at the top of the page, beside Columns. You can show My jobs, All jobs, or Archived jobs. See the table below for a description of each of these options.

Data set	Description
My jobs	Shows applications for jobs where you are a hiring team member.
All jobs	Shows all applications for jobs you have viewing or editing rights for.
Archived jobs	Shows applications for past jobs that have been archived.

 

Customize columns

The application data shown in the Application List is arranged in columns. You can customize the Application List by adding, removing, and re-ordering columns to suit your needs.

The full list of columns available is shown below.

Column	Description
Application date	The date the application was received.
Available from	The date that the candidate is available to start.
Candidate location	The candidate’s location.
Category	This is based on recruiting categories that you have created. For example, “Intern” or “Permanent Employee”.
Channel	The recruiting channel from which an application was received.
Current employer	The candidate’s current employer.
Current title	The candidate’s current job title.
Days in stage	The number of days an application has been in a particular recruiting stage. If a candidate exceeds the maximum number of days set for that stage, it will appear in red. Learn more about creating custom recruiting stages.
Evaluations	The status of the evaluation requests for each application. This includes how many evaluations have been requested and how many of them are already submitted or pending. Learn more about candidate evaluations.
Expected salary	The candidate’s expected salary.
Experience	The candidate’s experience in years.
Files	The documents that have been provided, for example, resume and cover letter.
Job	The job that the candidate has applied for.
Legal entity	The legal entity of the job the candidate has applied for.
Name	The candidate’s name.
Office	The job's primary location
Prioritized	Applications that have been marked as priority.
Public profile	A link to the candidate’s public profile, for example, their LinkedIn profile.
Stage	The current recruiting stage the candidate is in. Learn more about recruiting stages.
Tags	Tags that you have added to the candidate’s profile. Learn more about candidate tags.
Updates	Updates related to an application, represented by color-coded dots: ▶︎ Blue dot: An unanswered message in the candidate's profile. ▶︎ Purple dot: A new comment in the candidate profile that you have not read yet. Click on the dot to view the comment tab in their profile. ▶︎ Orange dot: A new evaluation in the candidate profile. Click on the dot to view the new evaluation. ▶︎ Blue dot with warning sign: The system was unable to deliver the message. This may occur, for example, if there is an invalid email address in the candidate's profile. This can also be an SMTP connection failure to your company's mailbox.

 

Add or remove columns

You can set the Application List view by either adding or removing columns. This allows you to view specific application information at a glance.

To add or remove columns, follow these steps:

1. Go to Recruiting > Applications.
2. Click the Columns tab. A list of attributes appears.
3. Click the toggle icon to the right of an attribute to add or remove it. Use the drag-and-drop icon to arrange the columns in your preferred order.

The Application List view will now only contain the columns that you have selected.

Tip
The first column is frozen by default and remains visible as you scroll through the list. For this reason, we recommend that you set the Name attribute as the first column.

 

Sort columns

Click the column name to sort the order in which the information is shown. Depending on the selected column, the sorting is either alphabetical or chronological. This functionality is useful if you want to order applicants by years of experience, for example.

• The Updates column is sorted by the newest update first. You can filter by the type of update.
• The columns Current employer, Current title, and Candidate location are sorted alphabetically by default. These can be filtered by typing in the first few letters and filtering all results that contain these letters.
• The Evaluations column is sorted by open request first and then by submitted. You can filter by submitted or pending.
• The Experience column is sorted by ascending or descending number of years. You can filter by the desired number of years.

 

Apply filters

The Filter functionality allows you to narrow the application information based on a wide range of attributes.

You can combine filter rules to extract the information you need. For example, you could combine the rules “Candidate location contains Munich” and “Channel contains LinkedIn” to show only applications that meet these criteria.

To apply filters, follow these steps:

1. Go to Recruiting > Applications.
2. Click the Filter tab.
3. Define your rule set. You can add multiple rules to narrow down the information shown.

You can view all the applications with information containing the selected values.

Tip
All default and custom attributes can be used as filters. For example, you can filter the Application List based on system attributes such as Available from and Location.

 

Candidate pipeline

You can use certain filters to show the candidate pipeline. The pipeline appears at the top of the Application List. It gives you a visual representation of your recruiting process. By referring to the pipeline, you can check how many candidates are in each recruiting stage.

Filter using the attribute Category to show the candidate pipeline. You can also filter by the attribute Job—the pipeline will show candidates for jobs in the same recruiting category.

Example:

1. You want to check how many candidates are in the pipeline for all intern positions. You have already created a recruiting category called "Interns".
▶︎ Set your filter to "Category contains Interns".
▶︎ You can see how many candidates are in the pipeline for all intern positions. You can also see the number in each recruiting stage.

2. You have a job opening for a Junior Software Developer and a Senior Software Developer. These positions both belong to a recruiting category called “Permanent Employees”. You want to check how many candidates are in the pipeline for these positions.
▶︎ Set your filter to "Job contains Junior Software Developer, Senior Software Developer".
▶︎ You can see how many candidates are in the pipeline for these specific jobs, and the number in each recruiting stage.

 

Manage views

In the Views tab to the left of the page, you can view and create specific Application List views. This allows you to return to a specific view when needed. There are two types of Application List views: default views and custom views.

 

Default views

Default views are predefined and ready to use. Refer to the table below for an overview of the default views available.

Default view	Details
All applications	All job applications in your account.
New applications	All applications that need to be screened.
Pending review	All applications where at least one evaluation request is incomplete.
Overdue applications	All applications that have been in the respective recruiting stage longer than the expected limit.
Pending decisions	All the applications whereby: All requested evaluations have been filled out (no open request exists), and The recruiting stage hasn’t changed since the last evaluation was filled out.
New updates	All the applications that have either a: New message New comment New evaluation, or A combination of the above.
Referred applications	All applications that come from employee referrals.

Tip
When you change the list by removing or reordering columns in the All applications default view, your changes will stay until you adjust them again.

 

Custom views

You can create custom views of the Application List by configuring the columns and filters. Your custom views appear below My Views in the Views tab. Custom views are particularly useful for recurring tasks.

To save a custom Application List view, follow these steps:

1. Go to Recruiting > Applications.
2. Set up the view by adding columns and applying filters.
3. Click the Views tab and select Save current view.
4. In the window that appears, give your view a name.
5. Save your new view.

Tips
▶︎ You can create an unlimited number of custom views.
▶︎ To delete a custom view, go to the Views tab and click Manage views. Select the custom view you want to delete.

 

Perform tasks directly from the Application List

You can perform many tasks directly from the Application List. This is particularly useful if you need to make changes to multiple applications.

 

Perform tasks in bulk

To perform a task on multiple applications, follow these steps:

1. Go to Recruiting > Applications.
2. Check the box to the left of the relevant candidates’ names.
3. Select the task you want to perform from the menu bar, for example, disqualify the candidates.
4. Follow the instructions on the screen to complete the task.

 

Perform a task on an individual application

To perform a task on an individual application, follow these steps:

1. Go to Recruiting > Applications.
2. Check the box to the left of the relevant candidate’s name.
3. Select the task you want to perform from the menu bar, for example, disqualify the candidate.
4. Follow the instructions on the screen to complete the task.

 

Tasks available from the menu bar

The table below shows the tasks available in the menu bar.

Task	Details
Disqualify	Remove candidates from your recruiting process. Learn more in our article on disqualification during the application process.
Proceed	Move candidates to a different recruiting stage.
Forward	Forward applications to another member of the hiring team. This appears as a task in their Inbox. For this feature to work, your chosen recipients must have access rights to all the applications you’ve selected. Tip You can add a comment to explain the input you need. For example, if you are unsure whether to move a group of candidates to the next stage, then you can add a comment asking the recipient for feedback.
Email	Send an email to candidates. You can select an existing email template and also schedule the email to be sent at a later time.
Anonymize	Anonymize the applications. Learn more about candidate anonymization.
Close unreplied messages	Close recruiting messages for which you have not received a reply.
Move to job	Assign candidates to another job.
Delete	Remove an application from the recruiting process. Note This is a permanent action. Deleting an application removes all associated data.

 

Other functions

Search the Application List

To search for a candidate, use the search bar at the top-right of the page.

 

Create a new application

To create a new application from the Application List, follow these steps:

1. Go to Recruiting > Applications.
2. Click on the button Create application.
3. Enter the candidate's details and upload any relevant application documents.
4. Create the application.

 

Export the Application List

You can export the Application List data in CSV or XLXS format.

1. Go to Recruiting > Applications.
2. Click the three-dots icon at the right of the page and select Export.
3. Fill in the following fields: file name, table columns, and period.
4. Export the data.

Learn more about exporting application data or how to import candidate data.