This article explains the functions available in a candidate’s application profile.
What is the candidate profile?
How is a candidate profile created?
When you receive an online application from a candidate, Personio automatically creates a profile. You can also manually create an application for a candidate. Learn about the different ways to transfer your applications to Personio.
Note
If a candidate applies for multiple jobs, a warning message appears in their application profile. Learn more about multiple applications from the same candidate.
What can I use the candidate profile for?
The candidate profile contains key information about the candidate, such as personal data and other information related to the job.
You can manage all aspects of the application from the candidate profile. Each tab serves a different function.
Access the candidate profile
To access a candidate’s application profile, go to Recruiting > Applications. This opens the Application List. Click on the row containing the candidate’s details. You can use the filters if necessary to narrow down the candidates shown.
At the top of the profile, you can view the candidate’s name, the job they are applying for, and their email address.
Tip
Click on the title of the job the candidate is applying for to go to the job details.
Tabs in the candidate profile
The Overview tab
The Overview tab contains a summary of all processes that have taken place since the application was received, including all status changes and feedback comments received.
The Profile tab
The Profile tab contains the sections Candidate information and Documents.
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
The Documents section contains:
- Files that you receive as email attachments via the online application form, or
- Files that you have uploaded 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 have the option to 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.
Note
Access rights 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 Interviews tab
In the Interviews tab, you can schedule and store interviews. All participants receive an email invitation to the interview if the relevant option is activated in the Recruiting settings. You can also link the interview to an evaluation form to collect post-interview feedback from colleagues.
You need to 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.
Incoming emails are automatically assigned based on the email address. These are then included 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 will 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.
| Status | Details |
| Sending |
Personio is sending the message:
When these steps are complete, the status appears as Sent. If the email fails to send, you receive an error. Click Retry sending. |
| Scheduled |
The message is scheduled for a specific date and time. On the scheduled date, the status appears as Sending. However, sending can take up to two hours from the scheduled time. |
| Sent | Personio successfully sent the message at the time displayed. The candidate might receive it slightly later, depending on the third-party provider. |
Reassign a message
If a message is assigned incorrectly, it can be manually assigned to another application. To do this, 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 received from candidates who have already been accepted or rejected are also stored 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.
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, an employee profile is created automatically. 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 actions 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 will then appear in the Comments tab.
- Evaluations: You can ask a colleague to complete an evaluation form for the candidate. The results will appear in the Evaluations tab.
Tip
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 will be 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 will still be 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, either because they withdrew their application, or because your company decided to reject 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, for example, who have access to this application.