Forms can be used to collect additional information from candidates, post-application, reducing friction during the application process, while allowing for structured, consistent collection of information from progressed candidates.
By default, Admin users will have permission to create form templates, and Admin and Recruiter users will be able to issue forms and view responses, while Hiring Managers will not.
How To:
Assign Forms to a Job
- Navigate to a Job Vacancy and view the Job Details page
- Select the Forms Tab
- NOTE: if the Forms tab is not visible, forms may be disabled for your Talent Community. Reach out to your Account Manager to discuss enabling this feature.
- Select Add Form
- Select the desired Form Template from the list.
- You can preview the Form questions from the expandable Form preview.
- Select the Expiry Method for the form
- When set to No Expiry, the form will be available to complete by the candidate once issued, until the job is closed.
- When set to Days to Complete, the candidate will be given the configured number of days and until 11.30pm on the final day to complete, the form, after which the link will expire.
- Optionally, if you would like to automatically invite candidates at a particular status, check the provided checkbox.
- Select the status that you wish to trigger the invitations
- Compose the message or select the Message Template to use when the candidates are invited.
- Select Save to confirm the configuration of forms on the job vacancy.
NOTE: While manually sending forms requires a specific permission, Automatically sending forms based on this configuration does not require the user to have the permission for the form to be sent.
Send Forms to a Candidate
Once forms have been configured against the job vacancy, they can be sent manually or automatically, based on the configuration.
To send manually:
- Locate the desired candidate, noting that a candidate will need to be aware of the job before they can be invited to complete a form (ie. They must have applied, or have been set to Applied Offline)
- In the Activity column of the candidate row, hover the Add option, and select Form.
- Select the desired Form from the list of configured forms for the vacancy.
- This will be pre-fill the configuration for expiry method.
- Ensure that the expiry method and expiry settings are correct
- Select the message template, or compose the message to the candidate
- Select Confirm to send the Form to the candidate
- The candidate row and application will update to display the status of the form completion for the candidate.
- The candidate row and application will now provide options to Resend or Withdraw the form for the candidate.
- The candidate row and application will now provide options to Resend or Withdraw the form for the candidate.
To send automatically, based on configuration:
- Locate the desired candidate
- Select the candidate status to open the status change modal
- Select the desired status to move the candidate into, which has been configured to automatically send the form
- Select Save
The candidate will be moved into the desired status, and the form will automatically be issued to the candidate, using the configured expiry settings and invitation message.
NOTE: forms are issued to candidates by SMS and Email. The SMS will contain a short message and a link to the form. The message will advise the candidate to refer to the email for additional information. The email will contain the message composed during the invitation process.
Review Form Responses
Once candidates have completed their forms, their responses can be reviewed from within their profile
- Search for the candidate or open the candidate profile from the job vacancy.
- Navigate to the Activity Tab and select the Form name from the Completed Form activity log, or Navigate to the Applications tab and select the Form name from the dropdown menu associated with the candidate’s application.
- The responses provided by the candidate will be displayed.