Learn how to navigate through the application list and manage candidates from there. It is accessible via Recruiting > Applications.

The application list contains an overview of all applications submitted to your account. It is available to administrators and employees with full access rights to Recruiting. 

 

Filter uses

You can use different filters to navigate through the application list.

 

Job filters

Use the filters at the top to determine which applications to display.

All jobs filter	Use the all jobs filter to show applications for all jobs, your jobs or archived jobs. You can only see the job if you are part of the hiring team, an administrator or have edit rights to Recruiting. Select All jobs to display all applications for jobs you have viewing or editing rights for. View job applications for positions where you are a hiring team member by using the My Jobs filter. Select the filter Archived jobs to see the applications for past jobs that have been archived. You can also filter for all jobs within a recruiting category or for individual jobs.
Category filter	Use the category filter to display the applications per recruiting categories. For example, Intern or Permanent Employee.
Job filter	Use the job filter to display applications per job titles. You can use the search function to find your job title more easily.

 

Other filters

The applications list has multiple filter options:

To-Do	Filter for all applications with an open To-Do. Choose between overdue applications, unreplied messages, failed messages, unread evaluations and unread comments.
Stage	Filter for the current recruiting stage of the applications.
Tag	Filter for Tags to see candidates you have marked with a candidate tag.
Channel	Filter for Channel to see applications received via a particular recruiting channel.
More filters	By default, Personio will display candidates in the current application pipeline. Select More filters and chose between the following options: Include anonymized applications: this displays any anonymized applications. Show prioritized applications: this filters top candidates marked as prioritized.
Attribute filters	Search for specific candidates using the list of options attributes. They come from the questions on the job application forms. You cannot filter sensitive HR information (for example: gender). To view these attributes, you must have the necessary access rights.

 

Candidate pipeline 

You can use recruiting stages to reflect your company's process in Personio. They cover from the moment you receive an application to when the candidate accepts the job offer.

Follow these steps to create and assign recruiting stages:

1. Go to Settings > Recruiting > Recruiting > Stages
2. Set up the different recruiting stages that candidates should go through.
3. To move the candidates between the different stages, go to Recruiting > Applications
4. Click on the checkbox next to the candidate's name
5. Click on the Actions button and choose Change stage. This will show the candidate's current status. It will give you an up-to-date overview of all applications in the candidate pipeline. 

You can see all the candidates for each job and the different stages under Recruiting > Jobs. Select a stage to access the corresponding job and its candidates. In the job window, you can move candidates between the different stages.

 

Candidate management

Direct access to candidate profiles

Click on any line in the list of applications to see the profile of the respective candidate in a sidebar. You can work within the profile, for example, to reply to messages or to request feedback.

 

Column sorting

You can sort the columns in ascending or descending order. Depending on the selected column, the sorting is either alphabetical or chronological. Keep in mind that you can only sort one column, not several at once.

 

Days in stage

The column Days in stage shows how many days a candidate has already been in the current stage. If a candidate exceeds the maximum days set for that stage, the system will highlight it in a different color. Learn how to configure recruiting stages.

 

Display open to-dos in the candidate list

Applications in the candidate list that need an action from you, have a blue dot or a red exclamation point. You can only see open to-dos if you are part of the hiring team, an administrator or have edit rights to Recruiting.

Open to-dos appear in the following areas and have the following meanings:

Message status	The blue dot indicates an unanswered message in the candidate's profile. It will disappear after you reply to the candidate's message or close the to-do item in their profile. A red exclamation point indicates that 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 a SMTP connection failure to your company's mailbox.
Unread evaluations	In the Evaluations column, a blue dot indicates that you have not read the new evaluation in the candidate profile yet. Click on this area to view the new evaluation. The blue dot will no longer appear in the overview. Learn more about using Evaluation forms to assess candidates.
Unread Comments	A blue dot under Comments indicates that there is a comment in the candidate profile that you have not read yet. Click on the blue dot to view the comment tab in their profile. Then, the entry will show as read and the blue dot will disappear for that profile.

 

Bulk editing

Check the boxes to pick multiple applications. Then, use the Actions button to bulk-edit them. The following actions are available:

• Anonymize application
• Assign to another job
• Change stage
• Close unreplied messages
• Delete application
• Disqualify
• Send email

 

Add applications

Manual application

Click on the button Create application to add a new candidate profile manually. Then, enter the candidate's details and click Confirm to complete the process. You can upload any relevant application documents under the Profile tab.

 

Export

You can export the application data in CSV or XLXS format using the Export button. They have all candidate attributes: system, user-defined, and job attributes. They also have data on which candidates have changed stage. Learn more about exporting application data.

If you would like to import candidate data, go to Imports and select Recruiting applications. Learn how to import candidate data.