Sending Forms to Candidates:
Forms are sent to the candidate via an email through the ‘Messages’ section on the candidate profile or from the Form tab of the candidate's profile. Every message sent to the candidate allows the user to ‘Add Attachments’ or ‘Add Forms’.
A form opens up, when the user selects ‘Add Form’ on the message. It has the following sections:
Select from list:
- Selecting ‘Add Forms’ allows the user to select the form to be sent from a list of forms pre-loaded in the platform.
- Selecting ‘Add New’ allows the user to add more forms which can be sent to the candidate in the same message.
- On selecting the form from the list, a ‘Preview’ button appears, allowing the user to preview the form before sending it to the candidate.
Valid till (Optional): This section allows the user to set a validity date by which they would like the form to be available for the candidate to fill and submit. This is an optional field.
Reviewers (Optional): This section allows the user to add reviewers for the form. This is an optional field too.
After selecting the validity and reviewers (if needed), the user can send the form to the candidate through the message.
Once the form is sent to the candidate, the status of the form appears as ‘Waiting for the candidate to answer’. A ‘Copy Link’ button visible against the form also lets the user copy the link to the form to be filled by the candidate.
Once the candidate fills up the form and submits it, the status of the form changes to ‘Candidate Answered’. The ‘Copy Link’ button is now replaced with ‘View Answers’ once the candidate submits the form. On clicking this button, the filled up form, along with the uploaded attachments will be visible for the user to view/download.
If you have set up a reviewer for the form, then after the candidate fill the form and send it an email will be going to the reviewer. The reviewer can review the form from the dashboard overview approval section as well.
Please see the example below :
There are various ways you can share a form with a candidate.
From the candidate’s profile page by clicking on the Forms tab and Share form option.
From the Job/candidate application listing page by selecting the candidate and using the message option.
From the Job/candidate application listing page by selecting the candidate and using the more option. There will be an option to Message. Once the message window opens up there is an option to add forms on that page as well.
Sharing Forms to External Contacts to fill on Applicants' Behalf:
Users can share forms to be filled up for selected applicant(s) with External contacts. This is especially useful in cases where forms are filled by 3rd party (external) contacts on the candidate's behalf, or in cases where service providers like diagnostic centres or doctors are submitting information on an applicant's medical fitness etc.
On selecting the candidates for whom the forms have to be sent to the external contact, the More button at the bottom of the screen lists Share with External as one of the options under it. On selecting this option, a new email window opens up. The user can select Use a template to select a pre-loaded email template, Add attachments to upload any attachments in the email and Add forms to select the Form template to be sent to the contact. The user can choose to add Validity as well as Reviewers for the form (both are optional fields).
NOTE: The user can share the form link with external contacts who have already been added to the platform (these contacts will appear in the drop-down) or by manually adding the email address of the contacts who haven’t been added to the platform as yet.