Configure Recruiting Phases


This article provides an overview of the recruiting phases set up in Personio and shows what you can do with them. Recruiting phases allow you to map your company’s specific recruiting processes in Personio from the time you receive an application all the way through to you offering the position to a candidate.


Predefined Recruiting Phases

Under Settings > Recruiting > Recruiting > Phases, the phases Unassigned, Rejected, Withdrawn, Offer and Accepted are predefined by default. These recruiting phases cannot be edited because they trigger further processes in Personio.

Predefined Recruiting Phase Note
Unassigned All candidates who have not been assigned to another phase will automatically be assigned to this one. Deleting a phase that contains candidates could, for example, trigger this categorization.
Rejected All candidates you have rejected, for example because they are not suitable for the advertised position, will be assigned to this phase.
Withdrawn All candidates who have withdrawn their application, for example because they are no longer interested in the advertised position, are assigned to this phase.
Offer All candidates you made an offer to (and send this offer) straight from Personio, are assigned to this phase.
Accepted All candidates who have accepted your offer are assigned to this phase and are automatically added to Personio as new hires. The information from the Offer tab, as well as all documents, will automatically be transferred to the new employee profile. The employee profile continues to be linked to the candidate profile.

Due to GDPR, you are legally required to remove personal data once the purpose for which the data was collected has been fulfilled. Find out how to automatically anonymize candidate data after a candidate has been in the phase Rejected or Withdrawn for a certain amount of time. Learn more about Anonymizing and Deleting Candidate Data.


Custom Phases

In addition to the predefined phases, you can create any number of further phases that candidates will need to complete during the application process.

To create custom recruiting phases, follow these steps:

  1. Go to Settings > Recruiting > Recruiting > Phases.
  2. Click on Add new recruiting phase. Insert the name of the phase in the text field, Phase name and click Save.
  3. Define the duration of the phase.
    ▶︎ Unlimited
    ▶︎ Limited – Specify the maximum number of days candidates should be permitted to remain in this phase. If a candidate exceeds this number, you will see their name flagged in the Applications list. You can also filter this list for candidates who have already been in a particular phase for too long. Learn more about Application List Functions.
  4. For easier differentiation and a clearer structure, select the color of the phase and click Apply changes.

You can drag-and-drop the phase within the list of phases.

Learn how to transfer candidates between phases.

To integrate individual custom phases into your application process, select the relevant phases for any recruiting category in Settings > Recruiting > Recruiting > Categories. Learn more about Configuring and Using Recruiting Categories. 

Custom phases can also be used to create a talent pool. To do so, create an additional custom phase called Talent pool. Transfer any candidates into this phase whom you might consider for future positions. Learn more on Creating a Talent Pool. 

You can find further information on Best Practice: Recruiting Phases, Categories, and Interviews in our Help Center.



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