Application forms

Application forms are assigned to a vacancy and used during the candidate’s application process. When a vacancy is created and published, you can select which application form you want to use (if you have more than one).

You can also replace existing application forms with new or amended ones, or add an additional application form to a vacancy template.

Application forms are created and stored in Settings > Forms > Application Forms. Find out more about application form questions.

Changes made to an application form can be applied to one or all of your vacancy templates.

Create an application form

  1. Go to Settings > Forms > Application Forms.

  2. Select the folder you want to store your new application form in and select Create Application Form.

You can also select Create Folder to add a new folder.

  1. In the Description box, enter a name for the folder.

  2. On the Linked to Publish Type list, select the publishing type. (For example, an internal application form can be linked to your Intranet publishing type, ensuring it can't be published to your external website by mistake.)

  3. Select OK. Next, add a section.

    Sections are displayed to candidates during the application process. Your form can have as many sections as you need.

  1. Select Add Section.

  2. In the Section Name box, enter a name for the section.

  3. If you want only administrators to see the answers, select the HR Only check box.

  4. Select OK. Now you can add questions to the section.

  5. Select Add Question and in the Question box, type the question you want to add to this section of the application form.

  6. On the Question Type list, select a type.

  7. Set the question rules:

  • Mandatory
    Must be answered before submission.

  • HR Only
    Can't be seen by Hiring Managers

  • Quick View
    Viewable on the right of the vacancy

  • Quick Application
    short application process, usually with the CV

  • Disclose to Panel
    Viewable by the panel members (available with the Applicant Scoring module only)

  • Make this a Cross Application Question
    Can be used again and the answer remembered for a repeat applicant, See Cross-application questions.

  1. On the Available Conditions list, select the question that it is referring to. Then select the options that answer will trigger the question.

    A conditional question can be made conditional dependent on more than one question. It can also have multiple conditions. We recommend you use one condition for simplicity.

  2. Select Save. You can add as many questions as you need.

  3. Select Preview to review your form.

  4. Select Overview to see the questions in a different (tabular) view. You can’t edit the actual question text, but you can change some of the settings.

Multiple Choice Questions

If the selected question type is Checkbox, Dropdown list, or Radio buttons these require the candidate to choose from a list of options. It's easy to specify these options.

  1. In the Application Form dialog, on the Question Type list, select a multiple choice question type - either Checkbox, Dropdown list, or Radio buttons.

  2. Under Options, select Edit Options then select Add Option.

  3. In the Description box, enter the option that will be displayed.

  4. In the Score box, enter a numeric weighting.

  5. In Requirement, select Essential or Desirable. (% Essential and % Desirable scores appear against a candidate in the middle column).

  6. If required, on the Alert list, choose an option that will trigger an auto-response or notification, such as auto-decline, if this option is selected.

    Alerts are enabled in Settings > System Settings > Security Settings > Settings > Vacancy Settings - Application Alerts.

  1. For each option, select Add then select Close to finish.

Add fixed text

  1. As well as questions, you can also add fixed text to provide explanations or statements to your application form.

  2. Select Fixed Text and add a description.

  3. Enter the Display Text.

  4. Select the Quick Application check box if you want this to be a quick apply question.

  5. If required, edit the colour, line spacing, text alignment, text size, text style and word spacing.

  6. Select Save.

Add a question group

A question group is used when a candidate might need to add more than one answer to a question and the answers need grouping together. For example, a candidate can be asked to list their ‘training courses attended’ in a tabular format.

Question groups cannot be used with Quick Apply.

  1. Select Add Group and enter a name for the group.

  2. Select the check boxes to choose whether the group is HR Only, Quick View.

  3. Add the New Row Button Text (what text appears on the button to add another row of answers)

  4. If required, select Conditional.

  5. Select Save. The question group is created and you can now add questions and fixed text.

Copy questions from another form

You can copy one or more questions from other forms to make it quicker and easier to build a new form or add to an existing form.

  1. Select Copy From.

  2. Select the form that contains the questions you want to copy.

  3. Select OK.

  4. Select the questions you want to copy from the list and select OK. The questions are added to the form.

Add or remove questions

You can add and remove questions and apply to the corresponding section of a vacancy template.

  1. Select Add / remove questions.

  2. Select Copy then select Apply To Template. The changes will be applied.

Add the form to a vacancy template

  1. Select Vacancy Templates.

  2. Select the template you want to add the form to.

  3. Select an option and select OK.