This article explains how to export data about your job applications. You export this data from the Applications tab in the Recruiting section of Personio. Here, you can also view your full list of applications.
To perform an export, you need edit rights for the Recruiting section.
What can I use the data for?
You can use the data to get a detailed analysis of your recruiting process. For example, you can analyze:
- Your interview timeframe.
- Your reasons for rejecting candidates.
- The success of your recruiting channels.
- Trends in candidates' withdrawals.
You can find further recruiting metrics in the Insights tab of the Recruiting section. In this area, you can track your hiring speed, progress, and effectiveness. Learn more in our article about the Insights tab.
What data is contained in the export?
The application data export contains the following data:
- Candidate attributes: All the system and custom attributes of candidates that you have configured. Learn more in our article on configuring candidate attributes.
- Application attributes: Data on the application process, such as the application channel, application date, and disqualification reason.
- Stage attributes: The recruiting stage a candidate is currently in, and the date on which they progressed to this stage.
- Job attributes: All attributes that you have created in the details of the respective job.
For an overview of these attributes, see the tables in the headings below.
Overview of exported candidate, application, and stage attributes
Your data export contains the following system attributes, shown in the table below. You can also add your custom attributes.
| Column name | Description |
| Candidate ID | Candidate's ID |
| Candidate name | Candidate's first and last name |
| Gender | Gender |
| Email address | Email address |
| Birthday | Birthday |
| Available from | The date on which the candidate is available to start |
| Expected salary | The candidate's salary expectations |
| Candidate location | The location where the candidate is based |
| Final phase | The last custom stage in which the candidate finds themselves |
| Final phase date | The date on which the candidate moved into the final stage |
| Final status | Last candidate status (processing applies to all custom stages) |
| Final status date | The date on which the candidate was assigned the status |
| Phone number | Phone number |
| Application ID | Application ID |
| Application date | The application date stored in the Profile tab of the candidate's profile |
| Application channel | The recruiting channel from which the application was received |
| Application tags | Application tags |
| Application disqualification reason | Application disqualification reason |
| Application disqualification note | Notes inserted manually when disqualifying a candidate (rejected or withdrawn) |
| Days in current phase | Days for which the candidate has been in the current stage (at the time of export) |
| New application | Date when the candidate submitted a new application |
| Unassigned | Date when the candidate entered the unassigned stage |
| Rejected | Date when the candidate was rejected |
| Withdrawn | Date when the candidate withdrew the application |
| Offer | Date when the candidate was made an offer |
| Hired |
Date when the candidate accepted the offer or was hired |
Overview of exported job attributes
Your data export contains the job attributes shown in the table below. These attributes are based on the job details of the respective job.
| Column name | Description |
| Position ID | ID for the job |
| Position name | Name of the job |
| Initially applied for position | The job the candidate applied for initially |
| Position creation date | The date on which the job was created |
| Position last time published | Date the job was last published on the career page |
| Position category | Category assigned to the job |
| Position legal entity name | (Sub)company assigned to the job |
| Position department name | The department assigned to the job |
| Position office name | Name of the office the job is assigned to |
| Position employment type | Employment type for the job (for example, permanent, freelance) |
| Position seniority | Level of experience required for the job |
| Position years of experience | Level of experience required for the job in years |
| Position work schedule | Work schedule of the job (for example, full-time, part-time) |
Create and prepare the export
To export your application data, follow these steps:
- Go to Settings > Recruiting.
- Click the Applications tab.
- Use the filters to determine which applications to display. Learn how to apply filters in our article on the Application List.
- Click the three dots icon at the top-right. Select Export.
- Fill in the following fields:
▶︎ File name: Give the export file a name.
▶︎ Table columns: Select the data you want to include in your export. The candidate ID is mandatory.
▶︎ Start and end date: Define the period for which you wish to export data (up to a maximum of 12 months). Your selection is based on the date an application is received. - Export the file to your computer.
Open the export
The export will be downloaded in CSV format. Follow the instructions below to open it with Microsoft Excel or Google Sheets.
With Microsoft Excel
- Go to your downloads and right-click on your file.
- Click Open with and select Microsoft Excel.
- In Excel, select column A.
- Go to the Data tab at the top of the page and click Text to Columns.
- Select Delimited and click Next.
- Select Comma and click Next.
- Click Finish.
With Google Sheets
- Open a new spreadsheet.
- Go to the File tab at the top of the page.
- Click Import > Upload.
- Select your export file and click Open.
- In the pop-up window, under Separator type, select Comma.
- Click on Import data.
Sample data set
Refer to the download section in the article's sidebar to find a sample data set and sample calculations for the four types of analyses below.
- Disqualification Reasons: Find out why your candidates are disqualified from the application process, based on your configured disqualification reasons.
- Time to Screening: Find out how long it took new candidates to progress to the screening stage.
- Channel Conversion: Find out which of your recruiting channels is most successful.
- Referral Success Rate: Find out what percentage of successful applications are attributed to referrals.
Tip
These analyses are just examples of how you can use the data export for your purposes. You can use the formulas provided in the sample export as templates. However, you may need to adjust the formulas to the columns you have selected for your data export.