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Product Updates | March 25th, 2025
Product Updates | March 25th, 2025
Updated this week

On March 25th 2025, Screenloop released the following features:

  1. Data Retention Policy

  2. Referrals for All Users without Access to Jobs

  3. Ignore Participant Availability During Scheduling

  4. Personio HRIS Integration

1. Enhance Compliance with our Data Retention Policy

In today’s world, data privacy and compliance are more important than ever. With our new Data Retention Policy feature, you can automatically anonymise personally identifiable information from applications after a set retention period. This helps ensure compliance with data protection regulations while maintaining a secure and ethical hiring process.

Who can enable this? Only admins

How to Enable Data Retention Policy

  1. Navigate to Settings > Account > Data Privacy

  2. Under the Data Retention Policy section, enable this feature by checking the box labelled “Automatically anonymise candidate data after”

  3. Set the retention period using the dropdown. Available options:

    • 3 months, 6 months, 1 year and 2 years

  4. Click Save to apply changes

Candidate data will now be retained from the date of their last application submission, until the end of the specified retention period.

Notes:

  • Anonymisation will only happen if the candidate has no open applications. Meaning all their job applications have been rejected.

  • Changes to candidate anonymisation will be reflected by the next working day

2. Referrals for All Users Without Access to Jobs

Empower your whole team to contribute to your recruitment efforts! With this new feature, even users without access to any jobs can now refer potential candidates. This makes it easier for your entire organisation to recommend great talent, ensuring a streamlined and inclusive referral process.

Who can refer a candidate? All users

How to Add a Referral

  1. Navigate to Referrals and click Add Referral

    1. OR select + Add in the top right of your navbar, then click Add Referral

  2. Personal Information

    1. Add the referral candidate’s information. Fields marked with a * are mandatory.

      Tip: Use the Autofill feature by clicking Browse File and uploading their resume

    2. Click Next to continue

  3. Job Application

    1. Select the Job you’re referring the candidate for and complete the required details, remembering that every field marked * is mandatory.

    2. In the ‘Where did you find the candidate?’ field, Employee Referral is selected by default

    3. If applicable, tick the ‘Referral knows they’re being referred’ box

    4. Under ‘Who gets the credit?’ the field is filled by default with the logged in user. If submitting this referral on behalf of someone else, you can:

      • Choose a different user from the dropdown

      • Provide a referrer email

    5. Click Save and Submit

How to Refer an Existing Referral for Another Job

  1. Navigate to the Referrals tab

  2. Click the ellipsis (…) for your referral and select Refer for Another Job

  3. Follow the same Job Application steps outlined above

  4. Click Save and Submit

3. Ignore Participants’ Availability During Scheduling

Need to book an interview quickly? You can now ignore participant’s availability checks when scheduling interviews, allowing you to proceed without waiting for them to confirm. This is especially helpful when you need to coordinate quickly or have time-sensitive hiring needs.

Who can schedule an interview? Only users assigned to the job as a Recruiter or Hiring Manager

How to Ignore Participant Availability

  1. Follow the steps to schedule an interview here

  2. Select the ‘You pick the time for the candidate’ option and click Schedule to continue

  3. Under Participants, hover over the relevant participant (the one whose availability you want to ignore)

  4. Click to select the calendar icon next to their name. This will ignore their calendar and availability

  5. Choose a date and time from the updated scheduling calendar

  6. Click Confirm to schedule

Note: To ignore a participant’s availability, their calendar must be integrated with their Screenloop account. For more details, see our Setting up Screenloop guide.

4. Personio HRIS Integration

With Screenloop’s latest HRIS integration you can now transfer candidate data from our ATS to Personio.

Who can enable this? Only admins

How to Connect to Personio

  1. Navigate to the Settings > Account > Integrations

  2. Locate the Human resources information systems section

  3. Click on Connect for Personio
    ​

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  4. Obtain your API Credentials by following this connection guide.

    1. For steps ‘Select permissions’ and ‘Choose attributes’, Select all (read and write) from available options - Employees, Attendances, Absences, Documents and Custom Reports. Only those supported by Screenloop will be taken into account.

  5. In order to proceed you should have obtained:

    1. Client ID

    2. Client Secret

  6. Continuing in Screenloop, complete the form to link your Personio account

    1. Please note that your Personio App ID should be the same as your organization subdomain in personio.

    2. Example: 'https://myorganisationname.personio' should be inputted as 'myorganisationname' in the Personio App ID field
      ​

  7. Click Connect

  8. Under Settings > Account > Integrations you should now see Personio as your connected HRIS

How to Export Candidate Data to Personio

Once the connection is set following the steps above, you can now export candidate data that are in the Hired status to Personio.

Who can export a candidate? Admin, Hiring Managers and Recruiters

  1. Navigate to the Candidates tab

  2. Click Open Filters, and update the Status to display only Hired candidates

  3. Export the candidate to Personio using one of the following options:

    1. From the Candidates list

      1. Click the ellipsis

      2. Select Export to Personio

      3. Click Export
        ​

    2. From the Candidate page

      1. Select the candidate you want to export

      2. Click the ellipsis

      3. Select Export to Personio

      4. Click Export
        ​

    3. From the Job Pipeline

      1. Navigate to the Jobs tab and select the job role your candidate has been hired for

      2. Select the Pipeline tab

      3. In the job workflow, locate the Hired stage

      4. Click the ellipsis

      5. Select Export to Personio

      6. Click Export
        ​

  4. Once the Export to Personio button is pressed, a success message appears. Here you will also see which information (if available) has been exported.

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