This article explains how to create an export of your application data. You can use the export to analyze aspects of your recruiting process, for example, interview timeframes. You can also use the export to share data with colleagues or create backups according to your needs.

To access deeper recruiting metrics and visualization, visit the Metrics tab. In this area, you can track your hiring speed and progress, pipeline health, and more. Learn more in our dedicated article.

Before you start

To perform an export, you need edit rights for the Recruiting app. 

The data export is based on the information in the application list. While you can customize the application list with filters, you can't export a filtered view. You can, however, select the attributes you want to appear in your export. 

Create the export

To export your application data, follow these steps:

1. Go to Recruiting > Applications.
2. Click the three-dots icon at the top-right. Click Export.
3. Fill in the following fields:
   ▶︎ File name: Give the export file a name.
   ▶︎ Data columns: Select the attributes you want to include in your export. Personio automatically includes the candidate ID.
   ▶︎ Start and end date: Define the data period. This can be up to a maximum of 12 months. Your selection is based on the date you receive an application.
4. Export the file to your computer.

Select the attributes to include in your export

You can select the attributes to include in your export. For an overview of these attributes, see the headings below.

Candidate attributes

As well as the system attributes listed below, you can also select custom attributes.

• Candidate ID
• Candidate name
• Gender
• Email address
• Birthday
• Available from
• Expected salary
• Candidate location
• Final phase (the last custom stage the candidate is in)
• Final phase date (the date the candidate moves into the final stage)
• Final status (the candidate's last status, for example, Accepted, Offer, Rejected)
• Final status date (the date the candidate is assigned the status)
• Phone number
• Current employer
• Current title 
• Public profile
• Years of experience

Application attributes

• Application ID (the candidate's application ID)
• Application date
• Application channel (the recruiting channel that the application comes from)
• Application tags
• Application disqualification reason
• Application disqualification note (notes you enter when disqualifying a candidate)
• Days in current phase (the number of days the candidate is in the current stage at the time of export)
• Referrer (the name of the employee who refers the candidate)

Stage attributes

As well as the system stages listed below, you can also select custom stages.

• New application (the date the candidate submits a new application)
• Unassigned (the date the candidate enters the unassigned stage)
• Rejected (the date the candidate is rejected)
• Withdrawn (the date the candidate withdraws the application)
• Offer (the date you make an offer to the candidate)
• Hired (the date the candidate accepts the offer or is hired)

Job attributes

You can select the job attributes listed below. These attributes are based on the job details of the respective job.

• Job ID
• Job name
• Initially applied for job (the job the candidate originally applies for)
• Job creation date
• Job last time published (the date the job is last published on your career page)
• Job category (the category you assign to the job)
• Job legal entity name
• Job department name
• Job workplace name
• Job employment type (for example, permanent, freelance)
• Job seniority (the level of experience required for the job)
• Job years of experience (the level of experience required for the job in years)
• Job work schedule (for example, full-time, part-time)

Open the export

The export is downloaded in CSV format. Follow the instructions below to open it with Microsoft Excel or Google Sheets.

With Microsoft Excel

To open the export with Microsoft Excel:

1. Go to your downloads and right-click on your file.
2. Click Open with and select Microsoft Excel.
3. In Excel, select column A.
4. Go to the Data tab at the top of the page and click Text to Columns.
5. Select Delimited and click Next.
6. Select Comma and click Next.
7. Click Finish.

With Google Sheets

To open the export with Google Sheets:

1. Open a new spreadsheet.
2. Go to the File tab at the top of the page.
3. Click Import > Upload.
4. Select your export file and click Open.
5. In the pop-up window under Separator type, select Comma.
6. Click Import data.

Sample data set

Refer to the Downloads section in this article. You'll 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.