This article explains how you can export important application data from Personio's Recruiting section in CSV or XLSX format and then use it for your own analyses. You can also import the exported data into your internal date warehouse, for example. The export contains all of your candidates' system attributes and custom attributes and the positions they applied for, as well as all data collected during the recruiting process (e.g. when candidates proceeded to the next phase of the application funnel).
Please note that you will need to have editing rights for the Recruiting section to start the export. You can assign this right in Settings > Employee roles > Access rights > Recruiting.
The application data export contains the following data:
- Candidate attributes, i.e. all system and custom attributes of candidates
- Position attributes, i.e. all attributes created in the position details for the respective position
- Phase change data, i.e. the date on which a candidate progressed to a system or custom phase
Overview of exported candidate attributes (system attributes)
|Candidate ID||Candidate's ID|
candidate's first and last name
|Email address||Email address|
|Final phase||Last custom phase in which the candidates find themselves|
|Final phase date||Date on which candidates were moved into the final phase|
|Final status||Last candidate status (processing applies to all custom phases)|
|Final status date||Date on which candidates were assigned the status|
|Application ID||ID for the application|
|Application date||Application date stored in the Profile tab of the candidate profile|
|Application tags||Application tags|
|Application rejection reason||Reason for rejection|
|Days in current phase||
Days for which the candidate has been in the current phase (at the time of export)
Overview of exported job attributes
|Position ID||ID for the position|
|Position name||Name of the position|
|Position creation date||Date on which the position was created|
|Position last time published||Date the position was last published on the career page|
|Position category||Category assigned to the position|
|Position subcompany name||(Sub)company assigned to the position|
|Position department name||Department assigned to the position|
|Position office location||
Office/location assigned to the position
|Position employment type||Department assigned to the position|
|Position seniority||Level of experience required for the position|
|Position years of experience||Level of experience required for the position in years|
|Position work schedule||Employment type for the position|
Create and prepare export
To create the application data export, go to the Recruiting section and select the Applications list. Click on Export to be taken to the export configuration options.
- File name: Give the export file a name of your choosing.
- File type: Choose between CSV and XLSX file format.
- Data columns: Select the data you want to incorporate into your export. The candidate ID is required and cannot be deselected.
- Start and end date: Define the period for which you wish to export data. Your selection will be applied to the dates on which applications are received. The maximum period you are able to select is 12 months.
Next, click on Export to save the exported file to your computer. We recommend that you process the exported file with a spreadsheet application such as Microsoft Excel or Google Sheets.
You can use the application data export to create your own reports for a detailed analysis of your recruiting processes. Depending on your settings, you can, for example, extract valuable KPIs in addition to the data contained in the Hiring Speed system report, and then analyze your time to response or time to interview, for example, or evaluate reasons for rejecting candidates.
Please refer to the download section at the end of this article to find a sample data set and sample calculations for these types of analysis:
- Time to Screening: Find out how long it took new candidates to be progressed to the "Screening" phase.
- Channel Conversion: Find out which of your recruiting channels is most successful.
- Referral Success Rate: Find out what percentage of successful applications can be attributed to referrals.
These analyses are merely examples of how you can use the data export for your individual purposes. Please note that you can use the formulas provided as templates. However, you may need to adjust them to the columns you have selected for your data export. You can, of course, perform any number of other evaluations using your export data.
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