Creating a Talent Pool


This article will explain some tried-and-tested methods of setting up a talent pool in Personio. Below, you will find step-by-step instructions, as well as some additional configuration ideas that may be helpful.


‘Talent Pool’ as a Category

First, go to Settings > Recruiting > Categories. Create a category there called Talent pool or Applicant pool.


All phases you wish to use in your talent pool must first be created under Settings > Recruiting > Create Phases and assigned to the talent pool category under Settings > Recruiting > Categories.

Add the phases that you would like to use for the talent pool pipeline. For example, we recommend a Waiting phase. You can find out how this could be useful in the section Adding Applications from Another Position to the Talent Pool.

You can also use your regular categories’ phases in the talent pool. If you shift an applicant from a regular position to your talent pool, they will automatically appear in the equivalent to the initial phase. Should you want to contact the applicant after they have been in your talent pool for some time, you will know straight away if you have already interviewed them or just seen their documents.

How you can use phases to sort your applications according to when they were received is explained later on in this article in the section Using Phases.


Email Response

You can set up automatic email responses for each category using the following two options:

  • For applications via application module: Applicants who apply via the Personio career page receive an automatic email response. This would not be relevant for your internal, unpublished talent pool.
  • For email applications: Applicants who, for example, send an unsolicited application to your Personio email address ( receive an email response as soon as the application is assigned to the position. Talent pool. This setting can be useful if you receive unsolicited applications and want to manage them in your talent pool.


You can find further information on automatic email responses here.


‘Talent Pool’ as a Position

Create a position called Talent pool or Applicant pool in Recruiting > Job overview > Create position. Fill in all the obligatory metadata and assign this position to the category Talent pool. 


Don’t post the position, but instead use it as a place to store interesting applicants.

Alternatively, you also have the option of filling in the fields and posting the position. For example, you could call the position ‘Stay in contact’ or ‘Interested in us?’. Applicants can send unsolicited applications for your talent pool directly via your Personio career page. When using this option, remember to activate the autoresponder for Applications via application module. You can find out how to post positions here.

In certain cases, it may make sense to divide your applicants between several positions/talent pools. Where appropriate, applicants can be divided according to subject areas or offices. The form this might take is entirely dependent on the complexity of your company.


Adding Applicants to the Talent Pool

Moving Applications from Your Inbox into the Talent Pool

When applications appear in your inbox that are not a good fit for any of your advertised positions, you can use the Process button to move them straight into your talent pool.


If you have configured an autoresponder for email applications, as described in Email Responseafter you click on the blue Process button the applicant will receive an email response.


Adding Applications from Another Position to the Talent Pool

To inform an applicant that they have been added to your talent pool, create an email template in Settings > Recruiting > Email. In the email, they will be asked to agree or refuse to be added to the talent pool. Advise the applicant what this would involve, e.g.:

  • Storage of data
  • Anonymizing of personal data on request
  • Regular email updates listing open positions

You can find further information on creating email templates here.

Use the created email template to send a message to the applicant.

This would be a good point to move the applicant into an interim phase. As discussed above in the Phases section, this could be called Waiting

After the applicant has agreed, go the button with the three dots in their profile and select Assign to another position.


If the applicant is being moved from a phase that does not exist in your talent pool, they will automatically appear in the temporary phase Unassigned. This will disappear again as soon as the applicant is assigned to another phase.


Classifying Your Talent Pool Applicants Chronologically

To keep track of the applications in your talent pool, you should make sure they are organized and can be filtered. Below, you will see two ways of finding out quickly how long applicants have been in your talent pool.


Using Applicant Flags

You can create what are known as applicant flags in Settings > Recruiting > Applicant > Applicant Flag in order to label the applicants. 



For example, you can flag your applicants with a ‘date stamp’ containing the date they were added to the talent pool.


When using applicant flags to classify your applicants, please note that the date of the date stamp can only be retrieved at the applicant level.


Using Phases

Another option is to classify your applicants according to timed phases. To do so, create the corresponding phases in Settings > Recruiting > Phases. 

The pipeline for your ‘talent pool’ position could then look like this: 


Please note that you will need four phases per year to represent each of the individual quarters. Another option would be to create one talent pool per year and then use four phases with ‘reusable’ names (e.g. ‘Q1’, ‘Q2’ …). Again, there is more than one way to achieve your objective.


Keeping Track of Your Applications

You can find a list of all your applications in Recruiting > Applications. Here, you have the option of filtering by Positions or Categories in order to see, for example, all the applications in your talent pool.  

Additionally, you can filter by Status or Flag in order to obtain a more accurate overview of the applications in your talent pool. 


You can use the actions button to carry out several actions such as, for example, sending an email to all remaining applicants who entered the talent pool in Q2 2019, or anonymizing the applicants in bulk. 

You can find a detailed description of all the application list options here.


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