This article explains the functions available in the candidate profile. Personio automatically creates a candidate profile when you receive an application. You can also manually create an application for a candidate. Learn about the different ways to transfer your applications to Personio.

In the candidate profile, you can:

• Find key information about the candidate, such as personal data and job information.
• Manage all aspects of the application. Each tab in the candidate profile serves a different function.

Access the candidate profile

Your access to candidate profiles depends on your permissions. Refer to our summary of permissions in the Recruiting app to learn more.

To access a candidate profile in Personio, go to Recruiting > Applications. This opens the application list. Click on the row containing the relevant candidate’s details. You can use the filters if necessary to narrow down the candidates shown.

The Overview tab

The Overview tab contains a summary of all events relating to the application. For example, status changes and feedback comments.

The Profile tab

The Profile tab contains the following sections:

Candidate information

The Candidate information section contains all relevant candidate attributes. This includes predefined attributes and also any custom attributes that you create. Learn more about creating candidate attributes.

To edit the information in the profile, use the pencil icon. Click on More information to edit your custom candidate attributes.

Documents

Permissions to the candidate documents are defined via recruiting roles. You can assign different viewing and editing rights for different document categories for the employees involved.

The Documents section contains:

• Files that you receive as email attachments via the online application form, or
• Files that you upload directly to the application profile.

You can see the document category for each file, for example, CV or cover letter. You also have a preview of the file on the right. You can download the documents and open them as a preview in a new browser tab.

To upload more documents or delete files, click the pencil icon. You can upload documents individually or in bulk. Ensure you assign the appropriate document category to each document.

The Interviews tab

In the Interviews tab, you can schedule and store interviews. All participants receive an email invitation to the interview, provided you activate the relevant option in the Recruiting settings. You can also link the interview to an evaluation form to collect post-interview feedback from colleagues.

You can send an invitation to the candidate from this area. Learn more about scheduling interviews either with the integrated calendar or without the integrated calendar.

The Messages tab

In the Messages tab, you can communicate with candidates by email. For example, you might need to check something with a candidate or ask for more information. You can also find the entire message history in this area.

Personio automatically assigns incoming emails based on the email address. It then includes them in the message history of the corresponding application.

If there is a new, unread message, a blue dot appears in both the candidate profile and the application list. If the appropriate settings have been set for your recruiting role, you also receive an Inbox notification about the new message.

Message status

After you send a message, it appears in the Messages tab with its current status. View the table below for an overview of each status.

Reassign a message

If a message is assigned incorrectly, you can manually assign it to another application. Go to the Messages tab and click the three-dot icon to the right of the message.

The message retains its original processing status. If the task is still open, the message also appears in the new profile with a blue dot. If the task is already closed, the message appears in the message history without any special marking.

If an existing candidate’s email address changes, their incoming messages appear in the Unassigned messages tab. Here, you can assign them to the correct profile by clicking Assign and selecting a candidate from the list. Messages you receive from accepted or rejected candidates also go in this folder.

The Evaluations tab

The Evaluations tab provides an overview of all evaluations produced to date. Learn more about using candidate evaluation forms.

The Comments tab

In the Comments tab, you can write new internal comments and store existing comments. Depending on your settings, you receive a notification every time a comment is entered. Unread comments also appear in the open tasks of the Overview tab.

You can mention colleagues in a comment using the @ symbol. This is helpful if you need their input on an application. You can turn on email notifications for mentions via the recruiting role settings. Only the following colleagues appear in the mention list:

• Those who are on the hiring team for the job, or
• Those with access to the specific application.

Even employees with edit rights to the Recruiting app don't appear (unless they meet the criteria above). For relevant colleagues to appear, they also need permissions for the Comments section via their specific recruiting role.

To see the name of an @mentioned colleague, you need access to their public profile. If you don't have this access, the name appears as Person not visible instead.

The Offer tab

You can manage a candidate’s job offers in the Offer tab. Learn more about creating an offer, either with a contract or without a contract.

Once you reach an agreement with the candidate and accept them, Personio automatically creates an employee profile. This profile remains linked to the application. The saved candidate documents appear in the Documents section of the new employee profile.

The Access tab

In the Access tab, you can view the members of the hiring team. You define the members of the hiring team when you create a job. You can also give other employees access to the application.

Tags and prioritization

• Add a tag to a profile: Application tags are labels that you can attach to your candidate profiles. When you add a tag, it appears under the header of the candidate profile. You can also view the tag in the application list (if you have the Tags column selected). Learn more about using application tags.
• Flag priority applications: You can click the flag icon next to the name of the candidates you want to highlight. You can then filter the application list by priority candidates.

Perform tasks from the candidate profile

Request a review

You can find the Request review button at the top-right of the candidate profile. Here, you can request the following forms of feedback from colleagues:

• Comments: You can request a comment to gather your colleagues’ impressions of the candidate. For example, a request to check a candidate’s CV in advance. All comments appear in the Comments tab.
• Evaluations: You can ask a colleague to complete an evaluation form for the candidate. The results appear in the Evaluations tab.

All feedback requests appear in the Inbox of the person providing feedback. They are also displayed in the relevant tab of the application profile. Once a comment or evaluation is submitted, the task is complete.

Schedule an interview

You can find the Schedule interview button at the top-right of the candidate profile. Here, you can schedule interviews directly.

Further actions

You can find the three-dot icon button at the top-right of the candidate profile. Here, you can do the following:

• Anonymize the application: The application data is anonymized but can still be used in anonymized form for your reports.
• Delete the application: This action is irreversible.
• Assign the candidate to another job: You can assign the candidate to another job. The candidate data is retained.

Note:
Both the deletion and anonymization of applications are irreversible. The data cannot be restored, but anonymized application data is still available for your reports. Learn more about data protection options in Recruiting.

Transfer the candidate between stages

To transfer a candidate between recruiting stages, click the button in the top-right corner that shows the current stage, for example, "Screening".

Learn more about transferring candidates between stages.

Disqualify the candidate

You can click the Disqualify button to terminate a candidate’s application. You might do this if they withdraw their application or because your company rejects them.

Learn more about disqualification during the application process.

Copy application link

You can use the Copy application link button to copy the URL of the application to your clipboard. You can then send the link to your colleagues. They need to have the correct permissions to access the specific application.

More information

• Manage your applications from the application list.