Notifications and Reminders in Recruiting

 

Personio allows you to define recruiting notifications for various events and roles to facilitate your communication and applicant management.

Generally, the email notifications option must first be activated in Settings > Company > Email notifications enabled before Personio can send your employees email notifications.

 

Employee Roles

As a rule, email notifications are sent to employees who have been granted access to the recruiting section in Settings > Employee roles > Access rights whenever a new application is received in the recruiting inbox. If they do not wish to receive these notifications, they can deactivate email notifications for recruiting messages in their personal settings. For more information about the settings for personal email notifications, please click here.

 

Recruiting Roles

You can set up additional email notifications by defining and assigning recruiting roles in the recruiting section. Please note that you can assign recruiting roles not only to employees with access rights to the recruiting section, but to all employees within your company. For more information about creating recruiting roles, please click here.

Navigate to Settings > Recruiting > Roles to define email notifications for a recruiting role. Go to Add new recruiting role to create a new role, or select an existing role. Next, click on Notifications > Edit and select the events this role should have email notifications set up for.  

The following table provides a summary of the available events:

Notification trigger

Explanation

New application

When a new application is received for the respective job position

New message

When a new message is received for the respective application

New note

When a new note is added for the respective application

New review

When a review request is answered

New evaluation

When a new evaluation is added for the respective application

 

In addition to role-based email notifications, notifications are also sent out to individual employees to inform them about invitations to interviews they participate in, and reviews and evaluations they are requested to complete.

 

Interview Requests

If you create an interview in an applicant profile, you can add other employees as interview participants. Participants are not sent notifications as long as the interview status is Created. Interviews with this status are only shown in the recruiting calendar, where they can be viewed by all employees with viewing rights. However, as soon as you change the interview status to Scheduled, all participants receive an email invitation. If the interview status is set to Cancelled, all participants are again notified about the status change by email.

On the day of the interview, the interview organizer and added participants receive an interview preview in the Interviews today section on their home screens. The preview shows the beginning and duration of the interview, the applicant’s name, the position for which the applicant has applied, and the interview organizer. If you mouse over the organizer’s name, the interview participants are shown in a pop-up window:

dashboard-interviews-today_en-us.png

 

Evaluation Requests

Whenever you invite employees to an interview, you can request that they complete an evaluation. When employees are requested to complete an evaluation, they receive not only an email notification for the interview, but also a dashboard notification. You can additionally set automatic reminders for evaluation requests. If you do, Personio will remind your employees to complete the evaluation form at defined intervals. Once an employee has completed the evaluation form, the reminder disappears from their dashboard, and they receive no more email reminders.

Evaluation forms can be requested when an interview is created or by clicking on the Request review button in the applicant profile. Here, you can also request review comments instead of evaluation forms. The relevant employees again receive both email and dashboard notifications. As you create the request, you can additionally set automatic reminders to have Personio remind employees regularly that they still need to provide the review comment or complete the evaluation form. Reminders are sent out by email at an interval defined by you.   

 

The following table provides a summary of the available notifications for scheduled interviews, review requests, and evaluation requests:

 

Type of Notification

 

 

Dashboard

E-Mail

Automatic email reminder available

Interview

 

 

 

created

no

no

no

scheduled

no

yes

no

completed

no

no

no

cancelled

no

yes

no

evaluation

yes

yes

yes

Request review

 

 

 

Evaluation form

yes

yes

yes

Review comment

yes

yes

yes

 

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