• Overview
• Configure Candidate Form
  • 1. Create a new candidate form
  • 2. Add Sections and Questions to the Candidate Form
  • 3. Add Candidate Form to Hiring Plan
• Sending Candidate Form to Candidate
• Viewing a Candidate Form (For Candidates)

Overview

A candidate form in Sense TRM allows you to configure a form and collect necessary information about a candidate. These can be sent out to the candidates after entering the recruitment process. The candidate form can serve the purpose of document collection, gathering personal information, etc.

This article helps you understand the following:

1. What is a candidate form?
2. Why do you need a candidate form?
3. How to configure a candidate form in Sense TRM?

Note: The candidate form is mobile-responsive!

You can configure the candidate forms for a particular stage in the hiring plan. Before creating a candidate form, you need all the custom fields defined from  Settings > General Configuration > Custom Fields. 

Learn more: Custom Fields |  Hiring plan.

Configure Candidate Form

The candidate form configuration essentially has 3 Steps:

1. Creating a new candidate form
2. Adding sections and questions
3. Adding candidate forms to the job hiring plan

You can follow the steps below each section to get started with your candidate form configuration if you like.

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Step 1: Create a new candidate form

1. The form configuration is moved from the hiring plan to Settings > Job Setup > Forms > Candidate Forms.
2. Click on +Create New.
3. Enter a candidate form name in the following pop-up and click on Save.
4. The new form will be listed within Candidate Forms.

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Step 2: Add Sections and Questions to the Candidate Form

1. Click on the form name from  Settings > Job Setup > Forms > Candidate Forms.
2. Click on +Create a new section, enter a section name, and click on Create from the pop-up.
3. Add questions to the section by clicking on New Question.
4. From the following pop-up, select a field type. The custom application field and the field types will be listed here.
5. The field title will be auto-populated. However, you can change it here if you like.
6. Select if you want to have the field Mandatory, Optional, and Off. 
• Mandatory: the field will appear as mandatory to submit the form.
• Optional: the candidate can choose to fill the field—Irrespective of which candidate can submit the form.
• Off: the field will be hidden. You can unhide it anytime!

7. Please repeat the steps to add more questions to the form.
8. You can use the form in the job hiring plan when you add all the questions you need.

Note: You can edit the form questions from Settings > Job Setup > Forms > Candidate Forms.  It will be updated for all the candidate forms.

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Step 3: Add Candidate Form to Hiring Plan

Now that you have the candidate form ready go to Job > About > Hiring Plan. You can create a ‘Round’ and map a candidate form from here.

[I] Create a Round

1. Navigate to a Job > About > Hiring Plan.
2. For the required stage, click on +Round.
3. Enter a round name from the following pop-up and select round type as Candidate Form from the drop-down menu. You can also choose to copy the round from any other existing job.    
 
4. Click on Create to save the round.

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[II] Select a Candidate Form

1. Click on Configure provided against the form name from the hiring plan page.
2. The following screen will allow you to choose a candidate form to map.
3. Select from the drop-down menu and click on Save. You can click on View Selected Form, and you will be redirected to the respective form on the settings page.

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[III] Configure Email for Candidates:

1. From the Email Template tab, enter the subject and email body.
2. Please ensure that {{form_link}} is added to the email body. If not, click on Placeholders,and find the placeholder below Candidates.
3. Click on Save Changes.
4. If you want to automate the email to the candidate after moving the candidate from the respective stage, toggle the button ON. You can not enable this unless you save the email template.

[IV] Who should be notified

You can notify users when the candidate submits the form. The last tab is to configure the same.

1. Click on Add provided against Recipients.
2. Select the users who should be notified upon the candidate submitting the form.

Sending Candidate Form to Candidate

If you have opted for automating the process while form configuration- it's on us!

If not,

1. Navigate to the Candidates in the Job’s tab.
2. Go to the candidate who is in the stage with the Form round configured. 
3. Click on Send Form provided below the candidate card.

4. In the following pop-up, fill in the required details, and please ensure that you add the placeholder {{form_link}} to add the form to your email.

5. The From and To will be auto-filled and in the disabled state. If you have added any users who need to be notified (while configuring), they will be counted as Cc.

6. Click on Submit to send the form.

Viewing a Candidate Form (For Candidates)

Candidates can click the form link in the email to access the form. Below is a sample form on how it will be available for candidates.

The number of sections and questions will differ depending on the selected form. They can preview their submission before submitting it as well.

Download Candidate Form

The download Candidate Form feature allows you to download candidate and internal forms, along with attachments, in one go.

The downloaded information is provided in a zip folder. Any textual information entered into the form is converted into a CSV file (an Excel file) and included within the zip folder. Any attachments included in the form are provided as individual files within the same zip folder.