We are updating our Help Center articles to reflect changes to Personio that improve the user experience. As these changes will be released gradually, you may notice differences between the article content and your Personio application during this update process.
After creating a job in Personio, you can manage all aspects of that job from the job details. This article provides an overview of the functionalities within the job details.
To access a job and its details, go to Recruiting > Jobs and click the job's title.
General job details
Job title
In the job details, the job title always appears at the top of the page. For example, “Director of Engineering”.
Tip
The color-coded tag to the right of the job title shows you the job’s current state. The states are Draft, Published, Promoted, or Archived. To appear as promoted, the job must be published and have active postings.
Job details panel
In the panel under the job’s title, you can view a snapshot of the following details:
- Hiring team
- Date the job was published
- Legal entity (if activated, depending on your plan)
- Department
- Primary location
Action buttons
There are several buttons you can access at the top-right of the page. See the table below for a description of these buttons and their functions.
| Button | Details |
| Edit | Click the Edit button to access and edit the job's details. For example, if you want to assign the job to another legal entity. |
| Promote (only visible if the job is published) | Click the Promote button to promote your jobs in Personio and on external job boards. You can access more promotion functionalities in the Promotion tab. |
| Publish (only visible if the job is in a draft state) |
The Publish button allows you to publish the job on your Personio career page.
|
| Three-dot icon |
Click the three-dot icon to perform the following actions:
|
The Overview tab
The Overview tab is the main overview of all relevant information relating to a job. You can create job openings and understand how different recruiting channels perform.
Openings
The Openings section allows you to create and view all openings for the job. You can filter by all openings, current openings, and filled openings. You can view the closing date for each job opening, as well as the status and job title.
Click the pencil icon in the corner to edit, delete, and add job openings. Each newly created opening is automatically assigned the status Open.
If the recruiting process results in the opening being filled, follow these steps:
- While still in the job details, go to the Applications tab.
- Select the profile of the candidate you are hiring.
- Click the Offer tab.
- Select Offer accepted.
- If you have several openings, select the relevant one.
- Hire the candidate.
The job opening's status changes from Open to Filled.
Note
If you remove a vacant opening from a published job, the job’s status changes to Draft. The job is removed from your career page and candidates can’t apply. If you want to keep this job on your career page, you must add a new opening.
Channel performance
This section provides an overview of how effective each application channel is for your job and postings. You can see if candidates from specific channels progress further in your recruiting pipeline than others.
The pie chart is continuously updated and shows:
- The channels that attract the highest and lowest number of candidates.
- The stage of the process these candidates are currently in. Click Stage to choose which recruiting stages to include in your evaluation.
Tip
Personio automatically tracks candidates generated via the Personio career page or the Promote feature. For any external recruiting channels you use, ensure that you use tracking links.
Hiring team
In the Hiring team section, you can view the employees involved in the hiring process for the job. Here, you can also see their responsibility in the process, for example, “hiring manager” or “interviewer”.
Click the pencil icon in the corner to edit an employee’s responsibilities, remove employees from the hiring team, or add new members to the hiring team.
Tips
▶︎ Members of the hiring team will receive notifications, tasks, and access rights for the applications in the job as per their assigned recruiting role.
▶︎ You can also use recruiting roles to grant employees access to selected candidate profiles without making them part of the hiring team for the job. These are not shown in the job's details. Learn more about how to allocate recruiting roles.
The Description tab
Manage your job descriptions and their translations in the Description tab. You can do the following:
- Add job descriptions.
- Select the default language for each job.
- Add further translations for other languages.
- Fill in all necessary job description fields that you set up previously.
Add and edit job descriptions
To add a job description for your job:
- While still in the job details, go to the Description tab.
- Select the default language.
- Fill in the required job description fields. These will be displayed on your Personio career page, and external job boards. If you leave optional fields blank, they won't be displayed on your Personio career page.
Tip
The About us section is automatically added to each job description in the respective language. You can edit this in the Settings via Recruiting > Career page > Descriptions & Translations. To leave it out, keep this section empty.
Default language and translations
You can add job descriptions for your jobs in the following languages: English, German, Spanish, French, Italian, Dutch, Portuguese, Swedish, or Finnish.
The first language you add to a job description becomes the default language. This means the job will display in that language, regardless of the Personio career page's language. To change the default language:
- Add another language.
- Complete the description fields.
- Check the box at the top to set it as the default for the job on the career page.
Tip
Candidates visiting the career page can switch to another available translation directly on the job description page using a drop-down menu.
The Promotion tab
In the Promotion tab, you can advertise your job on external job boards via the promote feature, and you can create tracking links. These functions are explained below.
My postings
The Promote feature allows you to promote jobs on various job boards to attract more candidates. Go to the section My Postings to see which postings you have already finalized and to create new ones.
- To deactivate a live posting, click on the posting and select Request expiration on the right.
- To re-publish an expired posting, click on the posting and then click Renew. This will take you directly to the posting preview.
Learn more about external job boards and the Promote feature.
Tracking links
If you use external recruiting channels, such as job boards not available through the Promote feature, and want to track candidate responses, you need to create a tracking link for each channel.
Personio automatically generates a tracking parameter for each recruiting channel from the channel ID. This parameter is used to track incoming applications. You should store the tracking link within the posting (for example on an external job portal) to ensure that candidates are taken directly to your application form.
Read our article on how to use tracking links for more information.
Career page links
Personio generates tracking links for your application forms, based on the application form URLs.
In this area, you can add the links for your own company career page, and the application form for the job. This allows Personio to generate tracking links based on these parameters.
- If you enable the Personio career page, you do not need to edit the career page links for each job, as they are added automatically.
- If you are using your own company career page, you need to enter the links to the career page and the application form before being able to create new tracking links for the job.
The Applications tab
Note
The Applications area in a job’s details shows you only candidates who have applied for that specific job. This is different from the main Application List, which contains all applications that are submitted to your company for all jobs. You can access the main Application List via Recruiting > Applications.
In the Applications tab, you can review the applications you have received for the job. The following features are available.
Candidate pipeline
At the top of the list, you can view the candidate pipeline. The candidate pipeline covers the moment you receive an application to when the candidate accepts the job offer. This is divided into recruiting stages, allowing you to quickly understand the number of candidates in each stage. Learn more about recruiting stages.
Columns
The candidate data shown in the Applications tab is arranged in columns. You can customize the view by adding, removing, and re-ordering columns to suit your needs.
The columns available are outlined in the table below.
| Column | Details |
| Name | The candidate's name. |
| Priority | Applications that have been marked as priority. |
| Stage | The current recruiting stage the candidate is in. Learn more about recruiting stages. |
| Channel | The recruiting channel from which the application was received. |
| Application date | The date the application was received. |
| Tags | Tags that you have added to the candidate's profile. Learn more about candidate tags. |
| Updates |
Updates related to the application, for example, a new message in the candidate's profile. Click to go directly to the candidate's profile, where you can view and action the update. |
| In stage | The number of days an application has been in a particular recruiting stage. If a candidate exceeds the maximum number of days set for that stage, it appears in red. Learn more about creating custom recruiting stages. |
Tip
There is also a notification column to the left of the list. You can identify it by the bell icon at the top of the column. Here, you can see important updates relating to an application. For example, a clock symbol indicates an application is overdue, and a blue dot indicates there is a new message.
Filter
The filter functionality allows you to narrow the candidate information to suit your needs. The filters correspond to the columns. For example, you can filter by priority, channel, application date, etc.
You can combine multiple filter rules to extract the information you need. For example, you could combine the rules “Channel contains LinkedIn” and “Tags contain ‘High potential’” to show only applications that meet these criteria.
View candidate information
To learn more about a candidate, click on their name in the list. This opens a side panel that shows additional information about the candidate at a glance.
The Insights tab
Note
The Insights tab in a job’s details shows you insights for that specific job. This is different from the main Insights tab, which contains the insights for all jobs. You can access the main Insights tab via Recruiting > Insights.
In the Insights tab of a job’s details, you can view relevant reporting insights relating to the job. The data is displayed in the following charts.
Incoming applications
Chart: Applications over time
This chart shows how many applications you have received for your job during the selected period.
You can choose to view a period of either four or eight weeks. If you would like to evaluate for a longer period, you can use the Applications system report.
Funnel health
Chart: Pass-through rates
This chart takes all applications that were ever submitted, and in each phase, and calculates conversion rates.
Example
There are 1000 applications in total. Of this number, 500 moved to interview, and 10 of them moved to the final stage. The chart then shows:
- A conversion rate of 50% for new applications that moved to interview.
- A conversion rate of 2% for applications that moved from interview to final stage.
Chart: Time in stage
This chart shows the average time an application was in each respective stage. This includes targets that were entered in the respective stage definition.