This article explores general questions about sending and receiving recruiting emails in Personio. If you are having issues with setting up recruiting emails in Personio, refer to our troubleshooting article. 

 

Sending emails (Personio to candidate)

How do I define the sender for outgoing emails?

You can define who appears as the sender of recruiting emails. You can choose either the company name or the employee name.

To define the sender for outgoing emails:

1. In Settings, go to Recruiting > General.
2. Next to Recruiting email settings, click Edit.
3. Under Sender name, select an option from the drop-down.

 

I want the HR team as a signatory in my email, how can I set this up?

Personio does not offer this option at the moment. You can implement one of the following workarounds:

 

Option 1: Via the employee's personal settings

Ask the relevant employees to set up their email signatures in Personio.

Tip
If you have Administrator rights, then you can log in as the employees and add the signature for them.

 

Option 2: Add the general HR signature to an email template

To add a general signature to a recruiting email template, you first need to make sure that no signature is selected for the autoresponder. You need to perform this check for all relevant recruiting categories.

1. Go to Settings, then to Recruiting > Categories.
2. Select the relevant recruiting category, for example, “Permanent employee”.
3. Scroll down to Autoresponder, and ensure no employee is selected.

Then you can proceed to add your general HR signature to the relevant recruiting email template:

1. Go to Settings, then to Recruiting > Email templates.
2. On the left, select the relevant email template.
3. In the email message, add the signature at the bottom.

 

Can I send bulk emails to candidates?

You can send bulk emails to candidates via the Application List.

1. Go to Recruiting > Applications.
2. Check the box to the left of the relevant candidates’ names.
3. In the menu bar that appears, select the email option.
4. Follow the instructions on the screen to complete the action.

 

Why did the email land in the candidate’s spam folder?

There are several reasons why your recruiting emails may land in a candidate’s spam folder. There may be DNS configuration issues or issues with the content of the email. The sender might be on a public spammer list, or the candidate might have marked similar emails as spam. We recommend using a spam test tool, like Mail-Tester, to get to the root cause.

Learn more about how to troubleshoot this issue.

 

Which attachment formats are allowed?

The following formats are allowed: .pdf, .docx, .doc, .jpg, .png, .txt, .jpeg, .odt, .ods, .xlsx, .rtf, .xls, .pptx, .ppt, .gif, .tif, .tiff, .bmp, .csv, .rar, .gz, .zip, .7z.

 

What is the attachment limit?

The attachment limit for emails to and from candidates is 10 MB.

 

Receiving emails (candidate to Personio)

What’s the difference between forwarding and redirecting?

When forwarding a message, the forwarding address becomes the new sender. The original email remains in the original recipient's inbox.

Using redirection, however, retains the original sender's address. We recommend this option in Personio, as the sender's email address is an identifying attribute for candidates. Forwarding can result in losing the applicant's email address.

 

How do I set up a redirection?

To receive candidate emails in Personio, you need to set up a redirection as part of the process. This way, emails sent to your custom recruiting email address are forwarded to Personio.

Learn more in our article on setting up candidate communication via email.

 

Why are incoming messages landing in Unassigned Messages?

There are two main reasons why emails from candidates can land in Unassigned Messages.

1. There is no existing application in Personio with the sender's email address.
2. There is more than one application with the sender’s email address.

Learn how to troubleshoot emails appearing in your unassigned messages.

 

Why is an email sent or received with a delay?

Different factors cause delays when sending and receiving emails:

Sending: When using the Personio recruiting email address, Personio sends out messages in batches. Messages are queued and sent out as soon as possible. This process can take up to two hours. When using an SMTP connection, the delay might come from the SMTP server.

Receiving: The redirection from the company email address can take some time. Receiving messages directly to the Personio recruiting email address is a faster option.

 

Why is the email attachment missing?

A possible cause is the redirection of the candidate's messages to your company's recruiting email. The redirection can be set up without the attachment. Contact your IT department for information.

 

What happens when a third party forwards messages to you from their email address?

When you forward a message, your address becomes the new sender. For this reason, all the messages that a third party forwards you come from its one email address. Personio identifies them as coming from the same applicant. If this happens, you need to separate the messages manually.