Position Details & Functions

 

This article gives you an overview of the Details tab, the Description tab and the Promotion tab of a position, which you can access for each position via Recruiting > Positions > View details

 

What are the Position Details?

The Details tab is the main access point and overview of all relevant information pertaining to a position in recruiting. From here, you can oversee openings and responsibles, check on channel performance and applications, as well as access further configurations like the Description and Promotion tabs. 

 

General Functions of the Position Details 

The following general functions are available from all tabs within the Details section. You can access them at any time as long as you are within the position's Details section. 

 

Position Title

The position title displays the most important details about the position at a glance: the day of creation and last publication are shown above the title text.

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Beneath the title of the vacant position, the category, department, sub-company (if activated within the Enterprise package), location, the number of openings and the posting's creation date are mentioned. By clicking on the title text of the position, you can access the related Applications list

 

Action Buttons

There are three buttons you can access at all times from the position details section: Position documents, Position actions and the Publish/Unpublish button.

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Position documents: Here, you can upload and download multiple internal files with a file size limit of 20 MB, for example, a PDF description for the position. These documents are not published and can be viewed and managed by clicking on the Documents button and selecting Position documents.

Position Actions: Click on the three dots to duplicate, archive or delete a position. In addition, you can access and edit the position's metadata by selecting Edit position metadata from the drop-down menu, for instance, if you wish to assign the position to another sub-company. 

Publish/Unpublish: Depending on the status of the position, you will see either the Publish or the Unpublish button. These allow you to either publish the position on a Personio career page, or to unpublish an already published position without deleting it. 

Note that only published positions are visible on the career pages, and allow you to receive applications and use the XML feed.

 

The Details Tab of a Position

Use the Details tab to create openings, define and manage responsible employees, and get an overview of how individual recruiting channels perform and how many applications are received.

 

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Openings 

You can enter one or more openings for the position. Click on the pencil icon to edit them and enter the required hire date and an additional title or comment for each individual position. Each newly created opening is automatically assigned the status Open.

If the recruiting process results in the opening being filled, that is, you go to the candidate profile > create offer and then select Offer accepted, this status changes from Open to Filled. In case you have created several openings, you can then decide which of them you would like to assign the selected candidate to. The filled opening remains in your account for your records, but cannot be filled again. 

Please note that you cannot remove all the vacant openings from a published position. If you did, the status of the position would change to Draft, and it would no longer appear on your Personio career page. In this status, you can no longer receive applications.

 

Responsibles

You can add the recruiting team responsible for the position in this section. Select the appropriate employees and allocate their areas of responsibility. Responsibles will be able to use the filter My positions in the Positions tab to only see positions they are assigned to. In addition, they will receive notifications and access rights for the applications in this position as per their assigned recruiting role.

You can also use recruiting roles to grant employees access to selected candidate profiles without making them responsibles for the position. These are not shown in the position details. Find out here how to allocate recruiting roles.

 

Channel Performance

You can use the Channel performance section to get an overview of just how effective each application channel is for your position and postings. The pie chart is continuously updated and shows which channels attract the highest and lowest number of candidates, as well as which phase of the process these candidates are currently in. By clicking on Phase, you can select which recruiting phases should be considered in your evaluation. The chart allows you to check quickly whether candidates from particular channels progress further in your recruiting funnel than others.
Personio automatically tracks candidates generated via the Personio career page or the Promote feature. For any external recruiting channels you work with, you need to use tracking links to ensure that applications are displayed correctly in the channel performance.

 

Applications

The Applications chart shows you how many applications you have received for your position during the selected time period. You can choose to view a period of either four or eight weeks. If you would like to evaluate a longer period of time, you can do so using the applications report

 

The Description Tab of a Position

Manage your job descriptions and their translations in the Description tab. Here, you can add job descriptions, select the default language for each position, add further translations for other languages and fill in all necessary Job description fields you have previously configured in the recruiting settings.  

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Adding and editing job descriptions

You can add a job description for your position by first selecting the language and filling in the required job description fields. These will be displayed on Personio career pages as well as posted on external job boards. If you prefer not to display non-required job description fields, simply leave them blank, and they won't be displayed on the Personio career pages.

Note that all description fields marked as "required" in the Job description fields settings must be filled in, to publish the position in the chosen language.

The About us section will always be automatically added to each job description in the respective language and can be changed in the career page settings under settings > recruiting > career page > descriptions & translations. If you want to leave it out, simply keep this section empty. 

 

Default language and translations

You can add job descriptions for your positions in the following languages: English, German, Spanish, French, Italian, Dutch and Portuguese. 

The first language you add to a job description for a position will automatically become your default language. This means that regardless of the language of the Personio career pages, the position will be displayed in that default language. If you want to change the default language, simply add another language, fill in the required job description fields and then check the box at the top to make that language the default language for this position on the career page.

Candidates visiting the career page can change this language to another available translation directly in the job description page via a drop-down menu.

 

The Promotion Tab

Navigate to this tab to advertise your position on external job boards via the Promote feature or to create tracking links.

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My Postings

The Personio Promote feature allows you to promote positions on various job boards to attract more candidates for your vacancies. Go to the My Postings section to see which postings you have already finalized and to create new ones. Please refer to this article for further information and detailed instructions.

 

Tracking Links

If you use external recruiting channels (independent of Personio), for example job boards not offered via the Promote feature, and want to track the candidate response to your postings from these channels, 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 (e.g. on an external job portal) to ensure that candidates are taken directly to your application form. For additional information and a detailed guide on how to use tracking links, click here.

 

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 your application form linked to the position, allowing Personio to generate tracking links based on these parameters.

If you enabled the Personio career page, you do not need to edit the career page links for each position, as they are added automatically. If you are using your own company career page, you will need to enter the links to the career page and to the application form before being able to create new tracking links for the position.

 

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