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Personio Helpcenter

Frequently asked questions on candidate communication

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: In Settings, go to Recruiting > General. Next to Recruiting email settings, click Edit. 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. TipIf 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. Go to Settings, then to Recruiting > Categories. Select the relevant recruiting category, for example, “Permanent employee”. 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: Go to Settings, then to Recruiting > Email templates. On the left, select the relevant email template. 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. Go to Recruiting > Applications. Check the box to the left of the relevant candidates’ names. In the menu bar that appears, select the email option. 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. There is no existing application in Personio with the sender's email address. 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

Personio Helpcenter

FAQ: General user questions about Personio

This article gathers the most frequently asked questions by Personio users about a wide range of topics.   General technical issues Personio is running slowly. How can I improve its performance? Employees Clear your browser cache and cookies to enhance performance. Ensure that your internet connection is stable and try using a different browser. Disable any browser extensions that might interfere with Personio. If the issue persists, ask your Personio Administrator to contact our Customer Support Team.   Parts of the Personio interface are unresponsive. How can I fix this? Employees Refresh the page or try accessing Personio from another browser. Ensure your browser is updated to the latest version. If the issue remains, disable any interfering browser extensions and restart your computer. There might be a service issue with Personio. Visit the status page (https://status.personio.de/) to see whether there is a disruption and how extensive it is.   Absences and time management How do I enter an absence adjustment and update the entitlement balance for an employee? HR Managers To update or adjust the absence balance for an employee, go to the employee profile and then the Absence tab. Go to the relevant absence type, for example, “Paid vacation”, and click Adjust balance. You can either choose a relative or expiring adjustment by selecting Adjust balance by the number of days or hours, or an absolute adjustment by selecting Set balance to a certain value. Complete the relevant fields and confirm your adjustment. You can also adjust employee balances in bulk by going to the Imports section of your Personio account and selecting the Absence balance import type. Learn about adjusting absence balances manually.   How do I set public holidays and define working hours for my organization? Administrators Set public holidays In Settings, go to Organization > Company. Scroll to Public holidays and select a public holiday calendar from the drop-down.  To create a custom public holiday calendar, you can duplicate an existing one or start from scratch. Go to Settings and then to Work Hours and Absences > Public Holidays. You can also add a holiday to a custom public holiday calendar. Note that if you add, remove, or edit a holiday in a custom bank holiday calendar already in use, the system recalculates all past attendance and absence balances accordingly. Once you’ve created a custom bank holiday calendar, you can assign it to your whole company or specific offices. Learn more about how to manage custom public holiday calendars.   Define working hours Create a work schedule to define how many hours your employees are expected to work, and on which days. You can create a work schedule via Settings > Work Hours and Absences > Attendance. Learn more about creating and assigning work schedules.   How can I manage employee schedules and track vacation accruals? Administrators To manage employee work schedules, go to Settings and Work Hours and Absences > Attendance > Work Schedules. Here, you can create work schedules for your employees, assign work schedules and set a default one, and update or duplicate existing work schedules. Learn more about creating and assigning work schedules. To review your accrual policies, go to Settings > Absence. Select an absence type from the left, for example, “Paid Vacation” and scroll down to check the related accrual policies and number of employees assigned to it. For employees on a part-time working schedule, you can prorate their vacation entitlement accordingly.   How do I implement company-wide leave policies? Administrators If there is a limit on the number of times an employee can take a certain absence type, then you need to create an accrual policy. For example, it is common to have a company-wide accrual policy for paid vacation.To create an accrual policy, go to Settings > Work Hours and Absences > Absence. Select the absence type you want to create an accrual policy for and click Add new accrual policy to open the creation drawer. Fill out each of the sections and click Confirm and create. You can decide if and how to pro-rate entitlements for part-time employees and whether employees can carry over unused entitlements. Once you are done, you can assign the accrual policy to your employees. To assign an accrual policy to a single employee, go to their profile and click Absence > relevant absence > Assign policy. You can assign the accrual policy to several employees at once via the Employee List. Learn more about creating accrual policies.   What is the process for handling different absence types in Personio? Administrators To effectively manage your employees’ absences, you need to create different absence types in Personio. To create a new absence type, go to Settings > Work Hours and Absences > Absence. Next to Absence types on the left, click Add new. Fill out the required fields and create your new absence type. Learn more about cre

Personio Helpcenter

Personio Voyager Community: Post and edit a question or discussion

This article refers only to the Personio Voyager Community. Visit the rest of our Help Center for information about the Personio product. Can’t wait to finally get started and publish your first post, but not quite sure how? Here’s a quick and easy guide on how to best use our Voyager Community to achieve your goals.   Use our search function Often, you’re not the only person with a question on a topic. By using the Community’s search function, you can find out if there are already relevant posts. The search bar shows you the most relevant results. Click the Enter key to display more suggestions, and further refine your search. Feel free to comment on existing posts to help keep our Community organized and clear!   Post a question or discussion Didn’t find the right post in your search? Then it’s time to create your own. Just click the purple Ask the Community button at the top right and choose the right format for your topic: Question: If you have a specific question and need an exact solution, this is your option. Discussion: Do you want different opinions on a topic that interests you or that you’re currently dealing with? Then you should post it as a discussion. There’s no right or wrong here, just different approaches.   Use a descriptive title The title of your post should clearly describe your topic. This helps other community members to know what it’s about at a glance and easily join the discussion.   Details are key We often assume others know what we’re talking about. Ensure you describe exactly what the problem is and the impact it is having. The more details you provide, the more effectively, and efficiently you can get help.   Keep your data private Please don’t post any private or business data publicly in the Community, and redact screenshots if necessary. If you need to share confidential data to solve your questions or need to check something in your Personio account, please contact Personio Support through your Personio representative.   Use visuals A screenshot can make a big difference. Show other members which button you’re talking about instead of letting them guess. Click on the small picture icon in the text editor to upload an image.   Find the right place for your topic Choose the category that best relates to your question: If you have a general Personio support query, start a new topic in our Support Area. If you want to discuss HR topics with our community, start a new topic in our HR Think Tank. TipIf you’re unsure which category your topic belongs to, start a new topic in the Other Topics support category or our Community Café. In the Community Café, you can chat about topics beyond Personio and HR.   Add tags This helps other community members find and solve your topic faster. Tags also make it easier for you to find related topics later, for example, if you’re using a specific tool. Click on the tags to see all posts with the same tag. And finally, click on Post. Whoop Whoop—congratulations, your post is online!   Your post is online—here’s what you should know Your question has been answered! You chose the question format for your topic, and one of our members or moderators has solved it for you. Now you can thank them! As the questioner, you can mark one of the comments as the Best Answer and share your solution. This way, the member gets the corresponding points on the leaderboard and for badges. TipYou usually receive an email notification about new comments, so you can keep track of all the community support.   Want to edit your post? Did you notice a typo or want to add more details? No problem. To edit your posts, hover over the three dots at the bottom right of your post and then click Edit.

Personio Helpcenter

Help & Feedback

This article gives an overview of the Help & Feedback area in Personio. It explains how you can use it to get answers to your questions, provide feedback, and contact our teams. Help & Feedback is your central hub in Personio for support. We've shaped this area based on customer feedback to meet your needs. It gives you access to our resources and teams when you need them. Note:If you can't log in to your account or have technical issues with Help & Feedback, submit a ticket using our Help Center form. To ensure data privacy, we can't answer any product questions submitted through this form. Use Help & Feedback To access Help & Feedback, log in to your Personio account and hover over Help & Feedback in the main menu. There are three options: Ask a question: get instant answers from Support Q&A, our AI-powered tool. Give feedback: share your ideas on how we can improve Personio. What's New: explore this month's feature releases in Personio. All users can access Help & Feedback. Account Owners can contact our Support team. Contract Owners can contact our Growth & Success team.  Ask a question and contact our teams Support Q&A is our AI-powered tool that provides instant answers based on Help Center content. Click Ask a question to access Support Q&A anywhere in Personio and find answers to your questions. Use the menu button in the top-right corner of the Support Q&A window to access these resources: Voyager Help Center: explore 500+ articles and 80+ videos. Voyager Community: get peer support from experienced users. Voyager Academy: access 70+ courses. Contact our teams through Support Q&A If you can't find what you're looking for, Account Owners can contact our Support team. Contract Owners can contact our Customer Growth & Success team. If you're not an Account or Contract Owner, use the Voyager Community to get peer support from experienced users. To contact our teams: Open Support Q&A and ask your question. If the answer doesn’t help, click No, I still need help. Click Contact us for more options: Request a call back: schedule a convenient time for us to call you. Send us a message: leave a message, and we respond over email. Optional: you can also choose to Give feedback: share ideas to improve Personio. Ask the Community: get answers and HR best practices from our Community. Request a callback You can schedule a time to receive a callback from a Support Agent. Premium Support customers can request an immediate callback within the next 10 minutes. To schedule a callback: Select your topic. Click Request a call back. Complete the form. Provide your issue details, phone number, and optional consent for call recording. Select an available time slot that suits you. Optional for Premium Support customers: select Call me now for immediate help within 10 minutes. After submitting your request, a confirmation screen shows your callback details. You can reschedule from this screen if needed. You also receive an email confirmation. If the email isn't in your inbox or spam folder, submit a support ticket using this contact form. Send us a message Complete the form with details about your issue, and our team responds over email. Ask the Community This option directs you to the Voyager Community. There, you can post your questions and get help from experienced users and our Support team.   Give feedback Use the feedback feature to share ideas to improve Personio. Your input helps shape our product. Note that this is not a support channel, and we don't respond to individual submissions. To submit feedback: Select Give feedback from the Help & Feedback menu. Fill out the form with your ideas or suggestions. While we can't respond to each submission, your feedback helps us improve Personio. If you need immediate support with an issue, contact your Account Owner.  Frequently asked questions about the Help & Feedback area How can I get support if all the Account and Contract Owners are unavailable or have lost access to Personio? Administrators can nominate new Account Owners or Contract Owners. Once appointed, they can contact our support teams.If all the Administrators are also unavailable, assign a new Administrator and submit a ticket using our Help Center form. We can't answer product questions submitted through this form. How do I add an Account or Contract Owner to my Personio account? Learn how to add Account or Contract Owners. Is there a way to limit access to Help & Feedback? No, everyone has access to Help & Feedback and our support resources. Only Account and Contract Owners can contact our support teams. How can I find out who my Account Owner is? If you try to contact us through Support Q&A and you're not an Account or Contract Owner, you can see who your Personio Account Owner is.

Personio Helpcenter

HeyJobs

  In this article, you will learn how to integrate HeyJobs with Personio. Read on for an overview of all necessary prerequisites.   What is HeyJobs? HeyJobs is an HR tech company. The HeyJobs recruiting solution supports more than 1200 large and small companies in generating qualified candidates by using modern technologies. HeyJobs is particularly effective for filling non-academic jobs. Using performance marketing, the company's job postings is pushed to both active and passive candidates on over 50 channels and 1000 pages. Every day, the self-learning HeyJobs algorithm automatically allocates the marketing budget to the sites and channels that generate the most qualified candidates. Candidates are then able to apply directly online via a desktop computer or smartphone. HR managers can determine necessary qualifications in advance using customizable selection questions. Applications from qualified candidates can be viewed in the HeyJobs Recruiter portal, by email or in your own applicant tracking system (ATS).   How can I set up the Integration of HeyJobs and Personio? This integration can only be set up by the partner. Follow these steps in Personio: Go to the Marketplace and search for the integration. Click on the integration to open the drawer with further details. Select Connect. Click Copy email address to clipboard and contact the partner who will complete the setup process for you. This integration needs access to the Personio Recruiting API. To grant this access, you will be asked to enter your Recruiting API key details when setting up the integration. To find your Recruiting API key details, navigate to Settings > API credentials > Recruiting API key. Here, you can copy your company ID or your access token by clicking on the Copy button. To identify HeyJobs as the source of applications, create a new recruiting channel in Settings > Recruiting > Channels. This creates a Channel ID, which then needs to be submitted to HeyJobs together with the Recruiting API access token.   Which Data is Transferred? Job openings in Personio are transferred to HeyJobs using an XML feed. Candidate information is transferred from HeyJobs to Personio. No employee master data is transferred.   How Much Does it Cost? Depending on the job type, HeyJobs offers various pricing structures for postings running for 30 days (from €700 for single postings), with some including a performance guarantee for the number of incoming applications. Custom campaigns and packages with special conditions are also available, depending on the volume of jobs advertised.   Who do I Contact at HeyJobs? Please contact HeyJobs at integrations@heyjobs.de at any time if you have any questions regarding your Personio / HeyJobs integration.