Personio Recruiter ManualFirst Steps with Personio€¦ · Personio Recruiter Manual 2 05 Managing...
Transcript of Personio Recruiter ManualFirst Steps with Personio€¦ · Personio Recruiter Manual 2 05 Managing...
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The HR Operating System
Personio Recruiter Manual
First Steps with Personio
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Table of Contents
Personio Recruiter Manual
2
05 Managing Applicants P. 26
5.1 Applicant List P. 27
5.2 Incoming Applications P. 28
5.3 Interviews & Feedback S. 38
5.4 Creating & Sending Job Offers P. 42
5.5 Accepting / Rejecting Applicants P. 46
06 Reports P. 52
6.1 Track Channels P. 54
6.2 Application Funnel P. 55
6.3 Hiring Speed P. 57
01 Brief Introduction to the Manual P. 03
02 Overview of Recruiting Components P. 05
03 Basic Settings Checklist P. 07
04 Managing Job Openings P. 09
4.1 Creating Job Openings P. 10
4.2 Publishing Job Openings P. 15
4.3 Using External Channels P. 17
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01 Brief Introduction to the Manual
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4
Settings
Reports
Job opening management
Applicant management
The various functions and symbols used in this manual are briefly explained below. This presentation provides you with clear guidance on how to use Personio’s applicant management tool ideally in your everyday workflows.
Checklist
Note
In each section, Fred Funnel asks questions about how to perform everyday tasks. The answers will fast-track you to becoming a proficient user of Personio’s recruiting functions.
How to Get the Most Out of This Manual
Brief Introduction to the Manual
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02 Overview of Recruiting Components
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Job opening management
Overview of Recruiting Components
Overview of the Recruiting Functions
Basic settings
Reporting functions
Applicant management
6
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03 Basic Settings Checklist
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Basic Settings Checklist
Basic Recruiting SettingsWe recommend that you first set up the following functionalities and areas. These will allow you to make full use of Personio’s recruiting functions:
Phases & Categories
Email Settings
Recruiting Interviews
Evaluation Forms
Personio Career Page
External Channels
Recruiting Roles
8
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04 4.1Creating Job Openings
4.2Publishing Job Openings
4.3Using External Channels
Managing Job Openings
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10Creating Job Openings
How can I create a new job opening in Personio?
4.1 4.2 4.3
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4.1 4.2 4.3
Navigate to >
and click on .
Add a New Job Opening
11
1
Creating Job Openings
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Enter Relevant Metadata
4.1 4.2 4.3
Assign the job opening to the
appropriate place within your
organization’s structure and enter all
relevant metadata. This is important if
you intend to post job openings on
external portals, as applicants can use
them to filter ads.
On your company’s career page, only
the and will be
shown.
12
2
Creating Job Openings
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Add Specific Job Information
4.1 4.2 4.3
Use the edit mode to enter specific
information about the job opening you
want to publish. In order to publish the
job opening at least one text box has to
be filled out in the respective language.
Go to > >
to adjust the titles of the
various text blocks as needed.
You can add content in several languages
13
3
Creating Job Openings
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Define the Employees with Responsibility for the Position
4.1 4.2 4.3 14
Add the employees who have
responsibility for the position and
define their individual roles.
Access rights and notification functions
associated with the various roles can
be customized under >
> .
4
Creating Job Openings
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How can I publish job openings directly from Personio?
Publishing Job Openings4.1 4.2 4.3
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4.1 4.2 4.3
Navigate to and click on
to instantly post the job
opening on your company’s career
page.
Publish the Job Opening on the Career Page
16
1
Publishing Job Openings
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Increase Visibility on External Channels
To have the job opening published
automatically, click on
. Visit our Helpcenter for
detailed instructions on how to publish
via an external recruiting channel.
If you want to publish the job opening
on other channels as well (outside
Personio’s multi-posting), click on
.
Using External Channels4.1 4.2 4.3 17
2
Please note that you will need to adjust the job opening or take it offline separately in the job
portal if you make any changes or if the position is filled early.
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Use of External Channels – a Comparison
Function Multi-posting
Manual publication
Automatic publication on the job portal(click here for an overview of available job portals)
Automatic channel recognition as applications are received
Billing via Personio
Use of master contracts
PDF document for download in the job portal
4.1 4.2 4.3 Using External Channels 18
Use this enquiry form if a job portal is unavailable.
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How do I add a master contract?
Using External Channels4.1 4.2 4.3
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Confirmation
The Personio Customer
Service Team will validate
the contract and confirm it
by email.
Contract
If a master contract with a job
portal has already been made,
it can be submitted to Personio.
Submission
Click on this link and
complete all of the
required information.
Step 1 Step 2 Step 3
4.1 4.2 4.3
Process for Using a Master Contract
Step 4
Settlement
Accounts remain active
and are billed via the job
portal.
Using External Channels 20
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How do I publish job openings manually?
4.1 4.2 4.3 Using External Channels
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4.1 4.2 4.3
Click on to
create a new posting.
Navigate to
to add more channels.
Choose a Channel
Using External Channels 22
1
Please note that, if you delete a channel, you will no longer be able to evaluate it
in your reports.
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Create Postings for the Channel
4.1 4.2 4.3
Click on to create
manual postings.
Using External Channels 23
2
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Applicant Tracking
4.1 4.2 4.3 Using External Channels
The tracking URL is generated
automatically. It consists of the link to
the applicant form and the channel ID.
Next, you need to add the generated
URL to the job opening in the job portal
to allow applicants to submit their
applications directly using the
application form.
Job Opening ID
Channel ID
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3
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All Postings at a Glance
4.1 4.2 4.3
All scheduled, running, stopped and
expired postings are shown in the
overview.
Click on to expand information on
the posting (e.g. ) or to edit the
status of the job opening (e.g. ).
Using External Channels 25
4
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05 5.1Applicant List
5.2Incoming Applications
5.3Interviews & Feedback
5.4Creating & Sending Job Offers
5.5Accepting / Rejecting Applicants
Managing Applicants
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Application List Functions
Applicant List5.1 5.2 5.3 5.4 5.5
Filter options
Sort columns
27
Filter options
Sort columns
Filter options
Sort columns
Select applicant (multi-editing)
Message failed to send
Export and import function
New message
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How do incoming applications look like?
5.1 5.2 5.3 5.4 5.5 Applicant List
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Two Options for Receiving Applications
5.1 5.2 5.3 5.4 5.5 29Incoming Applications
Career page
External (job portal)
Applicant
Applicant form
Email address
Personio inbox
Manual
Automatic
ContactChannel Receipt of application
Processing / assignment
Applicant profile
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Applications Received via an Application Form
5.3 5.4 5.55.1 5.2
Applications received via an application
form are automatically assigned to the
first phase defined for the relevant
category, e.g. .
The information in the application
form can be edited in
> .
The color and name of a phase can be
edited in .
30Incoming Applications
1
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Applications Received by Email
5.3 5.4 5.55.1 5.2
Applications received by email must
first be processed in the and
assigned to a job opening. This is easily
done: just click on and enter
the relevant information.
31Incoming Applications
2
Once the application has been assigned to a job opening, Personio automatically sends out an
autoresponder, if this option is activated in .
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Important Actions in the Applicant Profile
Click on > and select the
applicant’s gender to ensure that
Personio automatically uses the correct
gender variable when sending
messages.
Navigate to
to add more attributes to the
and (e.g.
).
5.3 5.4 5.55.1 5.2 Incoming Applications
3
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How do I identify multiple applications?
5.1 5.2 5.3 5.4 5.5 Incoming Applications
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345.3 5.4 5.55.1 5.2
If an applicant applies for several job openings,
Personio displays a notification in the applicant
profile.
Navigate to to access an
overview of applications together with their
and .
From this overview, you can navigate straight to
the other positions the applicant has applied
for.
One Candidate, Two Applications
Incoming Applications
Applications received by email are not automatically assigned to a job opening but must first be
processed in the and assigned manually.
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How do I create an interview for an applicant and internal participants?
5.1 5.2 5.3 5.4 5.5 Interviews & Feedback
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Create an Interview and Invite Employees
Navigate to and complete all of the
required meeting details, then click on to
send out a calendar invitation to participants.
If you have integrated your calendar with Personio,
on to have Personio show
availabilities of participants and meeting rooms.
Visit our Helpcenter for further information on the
calendar integration.
Add an evaluation form to collect feedback directly
from participants.
5.1 5.2 5.3 5.4 5.5
Navigate to to activate the function.
Interviews & Feedback
1
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Invite the Applicant to a Telephone Interview
5.4 5.55.1 5.2 5.3
Calendar invitations to scheduled
interviews are only sent to internal
participants. Applicants must be
invited separately by email.
Click on to choose an
appropriate email template for the
invite.
The email signature can be edited in
.
Interviews & Feedback
2
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385.1 5.2 5.3 5.4 5.5 Interviews & Feedback
How can I create feedback and request feedback from internal participants?
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395.4 5.55.1 5.2 5.3
Create Feedback
Go to to create an
evaluation so that feedback on an
applicant can be entered and
subsequently evaluated.
Evaluation forms can be edited in
.
1
Interviews & Feedback
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405.4 5.55.1 5.2 5.3
Collect Feedback from Colleagues
Click on to include
other employees in the evaluation
process.
Decide whether the reviewer should
enter a or complete
an .
2
Interviews & Feedback
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415.4 5.55.1 5.2 5.3
Provide Feedback
Personio creates a task on reviewers’
dashboards and sends them an email
notification.
Reviewers only have limited access to
the applicant profile. Access rights can
be edited in
.
Interviews & Feedback
3
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425.1 5.2 5.3 5.4 5.5
How can I send a job offer?
Creating & Sending Job Offers
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Once a job offer has
been confirmed, you can
email it directly to the
applicant.
Job offer creation
First, create and save a
job offer in the applicant
profile.
Internal confirmation
Have the job offer
confirmed by a
responsible person /
manager.
Manage Job Offers
435.1 5.2 5.3 5.4 5.5
Applicant’s decision
If the applicant takes up the
offer, they can be
directly in Personio. If the
applicant declines, the job
offer can be edited and sent
out again.
Creating & Sending Job Offers
Step 1 Step 2 Step 3 Step 4
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Create a Job Offer
5.1 5.2 5.3 5.4 5.5
Navigate to and click on The
of the job vacancy remains for the time being.
Select a contract document to generate a customized
contract for the employee based on a document
template.
Attributes such as first and last name are automatically
transferred from the existing applicant information. Add
any missing information as required. System attributes
(such as ) are automatically
transferred to the linked employee profile once the
applicant has accepted the job offer.
Creating & Sending Job Offers
1
When creating a job offer, you are able to use any of the stored in the category in
.
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45
Email the Job Offer to the Applicant
5.1 5.2 5.3 5.4 5.5
Once the job offer has been confirmed,
click on and select an
appropriate template, or write an email
to the applicant.
The selected can
simply be sent as an attachment to the
email. Finally, click on . Personio
will automatically transfer the applicant
to the phase.
Creating & Sending Job Offers
2
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465.1 5.2 5.3 5.4 5.5
What do I do with candidates who aren’t accepted?
Accepting / Rejecting Applicants
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47
The Applicant Declines the Offer
5.1 5.2 5.3 5.4 5.5
If an applicant declines a job offer, you
can reopen the offer, edit it and send it
again. Alternatively, you can create a
new job offer.
1
Accepting / Rejecting Applicants
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48
Terminate the Application Process
5.1 5.2 5.3 5.4 5.5
Click on to terminate the
application process. Next, select
whether the candidate was rejected or
declined the offer. Enter the
.
Activate if you
wish to have personal applicant data
anonymized immediately rather than
at the end of the retention period.
Accepting / Rejecting Applicants
2
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49
Send the Applicant a Rejection Email
5.1 5.2 5.3 5.4 5.5
If you wish to reject the applicant, send
an email rejection if required.
Select an appropriate email template
and click on if you wish
to schedule the email for a later time.
Activate automatic
if required.
Accepting / Rejecting Applicants
3
If you schedule a rejection and activate automatic at the same time, the scheduled email will not be
sent, because the applicant’s data is anonymized immediately, i.e. before the scheduled date.
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505.1 5.2 5.3 5.4 5.5
How do I accept an applicant?
Accepting / Rejecting Applicants
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51
Accept the Applicant
5.1 5.2 5.3 5.4 5.5
Click on once the applicant
has accepted the job offer.
If you wish to keep the job opening
active, select .
If the position will not be filled at this
stage, you can also close and archive it
as required.
Once the process has been completed,
Personio automatically creates an
employee profile.
Employee profile
Applicant profile
Accepting / Rejecting Applicants
4
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06 6.1Tracking Channels
6.2Application Funnel
6.3Hiring Speed
Reports
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53Reports6.1 6.2 6.3
What sort of reportings can I perform?
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54
Track Channels
6.1 6.2 6.3 Tracking Channels
Navigate to and click on to see
an overview of the channels candidates access
to apply to your company.
(1) First, define the . You can add filters
for a more detailed analysis.
(2) The report illustrates the
distribution of applications across individual
channels in a bar chart and shows the relevant
numbers in a table.
(3) Click on to export the report as an
Excel spreadsheet.
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55
The Application Funnel
6.1 6.2 6.3 Application Funnel
Navigate to and click on to see
how your applicants are spread out across your
recruiting phases.
(1) First, define the period you wish to review, and apply
a (e.g. or ). Next,
click on .
(2) Personio generates a chart showing the applicants in
the various phases subject to the selected filter criteria.
The coloured bars indicate applicants who are still in the
relevant phase (grey), who have already progressed to
the next phase (green), who have declined (orange) or
who have been rejected (red).
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56
Conversion Rate
6.1 6.2 6.3 Application Funnel
(3) The report also provides further information
about the number of applicants who have
progressed to the next phase, declined or been
rejected, and candidates still in the given phase,
including the conversion rate.
(4) The total conversion rate is shown at the
bottom of the table. It tells you in both absolute
and relative terms how many applicants have
been or . You can also
easily see how many applicants are .
If you would like to evaluate applicant rejections in greater depth, have a look at the report.
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57
Hiring Speed
6.1 6.2 6.3 Hiring Speed
Navigate to and click on to see how long
your company takes to offer a position to applicants and hire
them.
(1) First, define the period and group you wish to review (e.g.
). Apply additional filters as required (e.g.
).
(2) The chart shows the time period between receipt of the
application and preparation of the offer as well
as the application date until the date of accepting the
applicant .
(3) The table additionally shows the number of
and for the selected filter options.
Note that job offers must be created in and sent from Personio’s applicant profile (see page 43) to ensure that these
statistics are correct.
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Das HR Betriebssystem
Please visit our Helpcenter for further information:
https://support.personio.de