This article addresses frequently asked questions on the automated screening feature. With this feature, you can filter unqualified candidates with specific screening questions.

 

Is automated screening automatically enabled in my account?

No, you need to enable automated screening manually during the job creation flow.

 

How do I ensure I’m compliant with anti-discrimination and privacy laws?

Familiarize yourself with local work legislation and ensure equal opportunities for candidates. We provide some general guidelines on the use of automated screening.

 

Can I enable automated screening after publishing the job?

Yes, you can enable automated screening after publishing the job. Go to Recruiting > Jobs, and click on the job’s title. Click Edit at the top-right to open the job creation flow. Follow the original steps for setting up automated screening.

The automation only works on new applications. It won’t apply to applications already in the pipeline.

 

Can I edit automated screening after publishing the job?

Yes, you can edit automated screening after publishing the job. 

• To add more screening questions, follow the original steps for setting up automated screening. The automation disqualifies candidates as soon as any of the criteria are met.
• To remove screening questions, go to the Application form section in the job creation flow. Under Application form fields, you can remove screening questions.
• To edit existing screening questions, go to Settings > Recruiting > Attributes. 

Any changes you make only apply to new applications.

 

Why does the option to enable automated screening appear grayed out?

Scenario 1: You haven’t added your screening questions

If you haven’t already done so, create your screening questions as candidate attributes. You can do this via Settings > Recruiting > Attributes. You need to use the List of options attribute type.

Go back to the Application form section of the job creation flow. Under Application form fields, add your screening questions as new fields.

 

Scenario 2: You didn’t use the correct attribute type

When creating your screening questions, you need to use the List of options attribute type.

 

Why do I need to use the List of options attribute type?

The List of options attribute type lets you define options for a specific attribute. In the case of automated screening, the attribute is the screening question. Automated screening uses OR logic, whereby a candidate is disqualified if they select a specific option.

 

When is the best time to send the rejection email?

You can choose when candidates receive the rejection email. You can choose to send it at:

• 12 PM on the next working day after the application is submitted (default)
• 12 PM on the third working day after the application is submitted
• One hour after the application is submitted. If a candidate applies during non-working hours, the automation sends the email at 9 AM the next working day.
• Immediately. For a good candidate experience, be mindful of using this option.

This schedule is based on your company’s default time zone. If you change your company’s timezone, the new schedule only applies to future rejections. It won't apply to those already scheduled.

 

Can I change who appears as the sender of the rejection email?

You can choose whether the sender of the automated rejection email appears as the company or the employee. To check which option is currently in place, go to Settings > Recruiting > General and scroll down to Sender name. Change it to your preferred option if needed. (Keep in mind this applies to all emails you send from Personio.)

 

Where can I find auto-rejected applications?

Personio moves all auto-disqualified candidates to the system stage Rejected. You can find disqualified candidates in the Applications tab of the job details.

You can also filter for rejected candidates in the main Application List. All relevant candidate profiles have the tag auto-disqualified.

 

Can I undo an automatic rejection?

Yes, you can. You need to manually move the candidate from the Rejected stage. You can move them to whichever stage is most appropriate, for example, “Phone interview”. You can then treat their application as a regular application in Personio. You can also move candidates in bulk to a different recruiting stage.

Regarding the rejection email:

• If the candidate already received the rejection email: You need to clarify the situation with the candidate via email or phone call.
• If the rejection email isn’t sent yet: You can manually cancel the rejection email. You can find all scheduled emails in the Messages tab of the candidate profile. Click the pencil icon to edit the email, or use the bin icon to delete it.

 

What happens if I delete the email template in use for automated screening?

A warning appears. The warning lets you know that the template is currently in use for automated screening. If you delete the template, then candidates won’t receive the email.

 

Why is the placeholder for the job title in English when my job’s default language is German?

In automated rejection emails, the placeholder for the job title is always in English. This is a system limitation.