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Hi folks 👋

We are beginning to work with external recruiting partners for some of our open vacancies. How are you in the Personio community enabling this? 

 

I’ve seen a few options - either create a profile on Personio for an external person to log into or have them use fake email addresses to upload via a tracking link. 

 

Neither of which are appropriate as option A gives the external recruiter “all employee” access rights , and would then show on headcount (I hope I am incorrect) and option B is unprofessional at best.   

Thanks so much

 

Hey @Volvic 

As mentioned in our helpcenter article on How Do I Record My Work With External Recruiters in Personio? you have two options:

  • Option A: Create a Recruiting Channel for Each External Recruiter
  • Option B: Create an Employee Profile for the External Recruiter

One involves having the recruitment partner emailing proposals to Personio and setting up the candidate profiles with the recruiting partner channel attached within here.

The other is as you mentioned, setting up a profile for the recruiting partner. However, this will count towards your employee count in your subscription. The link above goes through these two options in greater detail and I will be happy to guide you if you run into any difficulties setting this up.

Best,

Conor

Thanks Conor 

I’d be grateful for any insights of personio customers on how they are practically using the platform along with external partners. 

Hi all, 

I’ve found a workaround. 

Important note: This only works for external recruiters working with an email provider such as

  • Gmail / Google Workspace
  • Outlook.com
  • ProtonMail
  • Fastmail
  • iCloud (with the right settings)

You want to work with external recruiters 

  1. Do they work with one of the email providers mentioned above? Then we can apply our method.
  2. Unknown or other? Then perform a test first:
  • Ask the agency to send a test mail to your recruitment email address (check your settings: the one connected to your Personio account or the Personio recruitment email address)
  • You receive this mail in your unassigned messages in the recruitment app of Personio
  • Create a test candidate on the job they want to offer profiles for and change the mail address with a +alias. For example: recruitername@recruitmentagency.com sends the email. Then change the mail address to recruitername+testcandidate@recruitmentagency.com.
  • Assign the test email to this candidate profile
  • Reply on the email by asking if your mail arrives. If yes: Yay! If no, I’ve got another solution for you.

They have a mail program that allows +aliases

  • Receive new resumes/profiles in your unassigned messages
  • Create a candidate profile with the candidate's name
  • The mail address you enter is the recruiter's mail address + the candidate's name (and for example the abbreviation of the job posting).

    Example:
  • John applies for an Office Manager position through Christina Smith from Recruitment agency X (christinasmith@recruitmentagencyx.com)
  • In the candidate profile you’ve created you enter the mail address: christinasmith+JohnOM@recruitmentagencyx.com
  • You are now able to email from the candidate profile to your recruiter Christina. Replies will come in under the unassigned messages section and you can assign them to the right candidate (in this case, John).

 CAUTION! The + alias always comes after the first part of the recruiter's mail address.

If they have a mail program that does not allow +aliases

  • Create a candidate profile with the recruiter's name (e.g. Pete Jansen) and their mail address.
  • You will receive new profiles/resumes on the recruiters profile.
  • Create a profile for each candidate you receive and leave the email section empty/blank. Assign the email to the candidate profile you’ve created. 

---
It is recommended that you inform agencies with an email that they always send candidates individually by mail. Then we can keep the mail exchanges as clean as possible. For example with this mail:

 

Hi Recruiter,

We work with Personio as our HR system and we also manage our candidates in their recruitment module. To ensure that you can introduce candidates to us and we can treat them as individual candidates in our system, it is easiest for us if you mail new candidates individually. So a separate mail per candidate.

Hopefully this won't cost you too much extra work, which will help us keep the communication per candidate clean.

Thanks in advance!

Regards,

-----

Good luck!
Evelien

​@ejanssen Wow! This is an excellent contribution to this topic. You’ve managed to figure out a workaround and even explained it with enough well-organised detail that even I (far from the intelligence of an HR pro) can follow it. Absolutely excellent stuff! 🤩

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