After creating a job in Personio, you can manage all aspects of that job from the job details. This article explains the functions within the job details. 

In the job details, the job title always appears at the top of the page. For example, “Director of Engineering”. You can see the job’s current status to the right of the job title, for example, whether it’s published or in draft.

You can access different functions in the relevant tabs of the job details. Learn about each of the tabs further down in this article.

Access the job details

To access a job and its details, go to Recruiting > Jobs and click the job's title. 

Permissions

Your access to a job and its details depends on your permissions:

• Administrator access to the Recruiting settings: Full access.
• Permissions for the Recruiting app (via Permissions > Configurations):
  ▶︎ Edit rights: Full access
  ▶︎ View rights: Can view all open jobs. No access to metrics or promotion.
• Hiring team members: Access to an entire job via a Recruiting role, with either view or edit access for different aspects of the job.

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.

When you move a candidate to the Hired stage, there are different consequences for the published job. Learn what happens when you move a candidate to the Hired stage.

Channel performance

In this section, you can see the effectiveness of each application channel. For example, you can check if candidates from specific channels progress further than others.

The pie chart 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.

Personio automatically tracks candidates generated via the Personio career page or the promotion 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 make edits. You can change an employee’s responsibilities, remove employees from the hiring team, or add new members to the hiring team.

• Members of the hiring team can receive notifications, tasks, and permissions for the applications in the job. This is based on their assigned recruiting role.
• You can also use recruiting roles to grant employees access to selected candidate profiles. You can do this 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

You can manage the job description and any translations in the Description tab:

• 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

You can make the following changes from the Description tab:

• To add a description: Click the relevant button and fill in the job description fields.
• To edit a description: Select the default language and click the pencil icon. Make your edits in the job description fields.

The information in the job description fields is displayed on your Personio career page and external job boards. If you leave optional fields blank, they aren’t displayed.

Personio automatically adds the About us section to each job description in the respective language. You can edit this in the Settings. Go to Recruiting > Career page, and then to Descriptions & Translations. To leave it out, keep this section empty.

Default language and translations

You can add job descriptions for your jobs in a range of European languages. The first language you add to a job description is 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:

1. Click Manage languages and check the box beside the language you want.
2. Complete the description fields.
3. Check the box at the top to set it as the default for the job on the career page.

Candidates visiting the career page can switch to another available translation. They can do this 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, and create tracking links. To appear as promoted, the job needs to be published and have active postings.

My postings

You can promote jobs on various job boards to attract more candidates. Under My postings, you can see which postings are active and promote new ones.

• To deactivate a live posting, click on the posting. Click the three-dots and select Request expiration.
• To re-publish an expired posting, click on the posting and then click Renew. This takes you directly to the posting preview.

Learn more about promoting jobs on external job boards.

Tracking links

You might use external job boards not available through Personio’s promotion feature. If so, you need to create a tracking link for each channel to track candidate responses.

Personio generates a tracking parameter for each recruiting channel from the channel ID. It uses this parameter to track incoming applications. You should store the tracking link within the posting, for example on an external job portal. This is to ensure candidates go 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. Personio can then generate tracking links based on these parameters.

• If you enable the Personio career page: You don’t need to edit the career page links for each job. Personio adds them automatically.
• If you’re using your own company career page: You need to enter the links to the career page and the application form. Do this before creating new tracking links for the job.

The Applications tab

In the Applications tab, you can view all applications for the specific job. The general Application List, on the other hand, shows you all applications for all jobs (that you have access to). The job-specific and general application lists share many similarities and functionalities. However, they’re not identical, and some features apply only to the relevant list.

If you make changes in the main Application List, these aren’t reflected in the job-specific list.

Candidate pipeline

At the top of the list, you can view the candidate pipeline. The pipeline is divided into recruiting stages. This allows you to see at a glance the number of candidates in each stage. Click a segment in the pipeline to view all applications in the respective stage. Learn more about recruiting stages.

Columns

The design of the job-specific Applications tab aligns with the main Application List. In both lists, you can view your candidate data arranged in columns. Each column corresponds to a different attribute, for example, Name, Application date, Stage, etc.

You can customize the application list by adding, removing, and re-ordering columns. Click Columns to reveal the list of attributes, and use the toggle icon to add or remove an attribute. Arrange the columns in your preferred order using the drag-and-drop icon. The first column is frozen by default and remains visible as you scroll through the list. For this reason, we recommend that you set the Name attribute as the first column.

You can also sort most columns, either in alphabetical or chronological order. For example, you might sort the Experience column to order candidates by years of experience. Click the name of the respective column to sort the order.

In the Updates column, you can find action items for the relevant application. Each action item is represented by an icon. Click an icon to go to the action item, for example, to reply to a new message.

Filters

With the filter, you can narrow the information based on certain system and custom attributes. Only custom attributes that are relevant for the specific job are available.

You can combine multiple filter rules to narrow the information further. For example, you could combine the rules “Channel contains LinkedIn” and “Tags contain ‘High potential’” to only show applications that meet these criteria.

Bulk actions

You can perform many tasks directly from the Applications tab. This is particularly useful if you need to perform tasks in bulk. Check the box next to the relevant candidates’ names. Then, select the task you want to perform from the menu bar, for example, disqualify the candidates. The options in the job-specific menu bar as the same as those in the general Application List.

Default and custom views

Click All applications at the top-left of the list to open your view options. The default views available are the same as those in the general Application List. The default views are automatically filtered for the specific job.

You can also create custom views, as with the general Application List. Custom views are only visible in the application list where you originally create them.

Other functions in the Applications tab

• Create a new application: Click the button at the top-right to start a new application for the specific job.
• View additional candidate information: Click a candidate’s name to open their profile in a side panel.
• Search the list: To search for a candidate, use the search bar at the top-right of the list.
• Layout persistence: When you customize the columns, your preferred layout remains until you change it again. This layout also applies to other job-specific application lists in the Applications tab. It doesn’t apply to the layout of the general Application List.

The Metrics tab

In the Metrics tab, you can view metrics for the specific job. The main Metrics tab, on the other hand, shows you the metrics for all jobs (that you have access to). You can access the main Metrics tab via Recruiting > Metrics.

In the Metrics tab of a job’s details, you can view relevant reporting metrics relating to the job. There are two sections, which we describe below. Each section contains charts where you can visualize your data.

Incoming applications

This section contains one chart:

• Applications over time: This chart shows how many applications you have received for your job over time.

Pipeline health

This section contains two charts:

• Passthrough rates: This chart helps you explore conversion rates between recruiting stages in your pipeline. Learn how Personio calculates these conversion rates in our dedicated article. You can also find examples and learn why percentages sometimes exceed 100%.
• 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.

Other functions

You can access other functionalities at the top-right of the job details. See the table below for a description of these buttons and their functions.

• Edit button: Click Edit to access and edit the job's details.
• Promote button: (This option is only visible if the job is published.) Promote your jobs in Personio and on external job boards. You can access more promotion functionalities in the Promotion tab.
• Publish: (This option is only visible if the job is in a draft state.) Publish the job on your Personio career page. Only published jobs are visible on your career page. You need to publish them to receive applications and use the XML feed.
• Three-dots icon: Click this icon for the following functionalities:
  ▶︎ Duplicate
  ▶︎ Add an internal comment about the job, for example, the salary budget.
  ▶︎ Upload and download multiple internal files with a file size limit of 20 MB. For example, a PDF description of the job. These documents are not published. To manage them, click Add documents.
  ▶︎ Unpublish (if the job is currently published)
  ▶︎ Archive
  ▶︎ Delete
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