Applications from your inbox straight into Personio.
Many applications still arrive by email. This workflow creates them in Personio, with CV and attachments, assigned to the right position. Nobody has to retype or upload anything.
- n8n
- Outlook
- Personio
- Inboxapplication arrives
- n8nreads name, position, attachments
- Personioapplication with documents
- EmailConfirmation of receipt
Two routes, one candidate list
Applications via the careers page land directly in Personio. Anyone who writes by email ends up in the inbox. There someone has to type in the name and position and upload the CV and references. Meanwhile the applicant waits, and some applications get lost.
n8n watches the applications inbox, for example jobs@.
First name, last name, email address and the position meant are read from the email and CV.
The position is matched against the open positions in Personio.
The application is created in Personio, with CV, cover letter and references as documents.
The applicant receives a confirmation of receipt. Unclear cases go to HR.
What gets transferred
These details end up in Personio. Further fields, such as salary expectations or start date, come along if they are in the application.
| Email inbox | Personio |
|---|---|
| Sender address | Email of the application |
| Name from CV or signature | First name, last name |
| Subject and text | Position |
| CV | Document “CV” |
| Other attachments | Cover letter, references |
| Date received | Application date |
| Email inbox | Personio |
|---|---|
| Email to the applicant | Confirmation of receipt |
| Alert to HR | Unclear position |
What matters
An integration is only finished when the special cases work too. These are the typical pitfalls, and this is how we solve them.
- Which position is meant?Is read from the subject and text. If it isn’t clear, a human decides instead of the workflow guessing.
- Duplicate applicationsPersonio rejects a second application from the same person for the same position. The workflow recognises this and lets you know.
- Data protectionApplicant data deserves special protection. The workflow runs on a server in Germany, and the email is handled according to your deletion policy after the transfer.
- Large attachmentsFiles that are too large or unusual are recognised, and HR gets an alert.
FAQ
What needs to be set up in Personio?
The recruiting module and access to the API. Both can be activated in Personio, and we help with that.
Does an AI read the applications?
Only to recognise name, contact details and position. The AI does not assess applicants. The selection stays with you.
Does this work with Outlook and Gmail?
Yes, with Microsoft 365, Outlook, Gmail and most other mailboxes.
What does the integration cost?
After our initial call you receive a quote at a fixed price. What makes up the cost is explained in the guide What does automation cost?.
You can take care of these too
- Inbox
- AI
- Spreadsheet
Capture job applications from your inbox automatically
Every application is logged, acknowledged and assigned to the right team.
- Offer accepted
- n8n
- Team
Onboarding new employees
Access, tasks and welcome email start with the acceptance.
- Form
- n8n
- Management
- Calendar
Leave request with approval at a click
Request, approval and calendar entry without paper slips.
Personio is a trademark of Personio SE & Co. KG and Outlook is a trademark of Microsoft Corporation. Lumen/21 is an independent service provider and has no business relationship with the manufacturers. The time stated is a typical guideline.
