This article explains how to send interview invitations to candidates.

After you've scheduled an interview, you need to invite the candidate to the interview. This allows you to share important information about the interview with the candidate. When you send an interview invitation:

• Personio automatically creates an event in the candidate's calendar. The body of the email appears in the event.
• The candidate's response appears in the Interview tab of the candidate profile. This can depend on the settings of the candidate's email provider. The response appears as Accepted or Declined.

You have two options when sending the interview invitation. We explain these below.

Before you start

First, learn how to set up candidate communication via email. If you set up an integration, you can send emails from Personio using your company's recruiting email address. This includes interview invitations. Alternatively, you can use Personio’s default email service, which requires no action from you.

You can schedule interviews in Personio with or without the integrated calendar. With the integrated calendar, you can find a suitable time slot for all employees involved in the interview process.

To save time when emailing candidates, create email templates. This helps you speed up sending recruiting messages and cut down on manual work.

Access rights

To schedule interviews and send invitations, you need edit access to the Recruiting app. Employees with access to Interviews via a recruiting role can also perform these tasks.

Option 1: Send an interview invitation using an email template

To send an interview invitation using an email template:

1. Go to Recruiting > Applications.
2. Select the relevant candidate to open their candidate profile.
3. Go to the Interviews tab of the candidate profile.
4. Schedule the interview.
5. Click Email invite to candidate.
6. An email window appears. Select the relevant email template from the drop-down.
7. [Optional] Copy other employees into the email or add an attachment. If you've set up an email signature in your profile, you can view it at the bottom of the email.
8. Send the email or schedule it for later.

Option 2: Copy the interview details to the email body

This option involves copying the interview details into the body of the email. This option is more manual than using an email template. Follow these steps:

1. Go to Recruiting > Applications.
2. Select the relevant candidate to open their candidate profile.
3. Go to the Interviews tab of the candidate profile.
4. Schedule the interview.
5. To the right of the interview overview, click the button to copy the interview details.
6. Click Email invite to candidate.
7. An email window appears. Enter a subject line and write the email. Paste the copied interview details in the relevant place.
8. [Optional] Copy other employees into the email or add an attachment. If you've set up an email signature in your profile, you can view it at the bottom of the email.
9. Send the email or schedule it for later.