Candidate Forms

There are two types of forms - Internal and Candidate. This article will guide you through creating and using Candidate forms.

What Is the Difference Between Internal and Candidate Forms?

Internal forms are used internally by the hiring team to assess and evaluate candidates. They can also be used to provide a uniform set of questions for reference during interviews. These forms cannot be sent to the candidate.

Once the form is created, you can add it to a job within the Assessments section. If an internal form has been added to a job, when you open a candidate's application, the form will show under the Evaluations tab of the candidate profile.

Candidate forms are designed to be sent to candidates; this can be an application form or to gather further information to help with the screening process. 

Candidate forms can be sent to candidates via email, sent automatically with a workflow automation, added to email templates.

Creating a Candidate Form

• Open Settings from the left menu of the dashboard.
• Once in settings, select Forms followed by Form Library.
• To begin, click Create a Form.

• Here, you can select a name and choose the type of form you want to create.
• Select Candidate Form, followed by Next.

A blank form will appear. To ensure you can capture different information in the format that best suits you, there are different question types to choose from. Select a question type from the menu at the right-hand side of the section to build your form. Switch between the Basic and Advanced tabs to see the full range of formats.

• Multiple Choice: Allows the candidate to select single or multiple answers from the list.
• Short Answer: Requires the candidate to provide a concise text answer.
• Long Answer: Gives the candidate more space to provide a more detailed text answer.
• Number Input: Requires candidates to provide only a number for the answer.
• Radio Button: Allows the candidate to select only one answer from the list.
• Dropdown: Requires candidates to select an answer from a dropdown list.
• Email: Requires answers to be in an email address format.
• Date: Requires the candidate to select a date from a calendar.
• File Upload: Requires candidates to drag and drop or select a file from their computer to send a file.
• Yes/No: Only allows candidates to give a yes or no response.
• DE&I: Sends a set of pre-written DE&I questions to candidates. More information about this can be found in the next section.

• Once you have chosen your question type, type the question in the text box.
• Mark a question as Required to ensure candidates must provide an answer to move on to the next question and complete the form.
• Duplicate or delete the question using the three-dot menu.
• Change the question type using the arrow at the top of the question box.
• If you have chosen a multiple-choice, radio, or dropdown question, add a list of answers for the candidate to choose from underneath.
• Use the +Add Another button to add to the list.
• Automatically decline candidates who choose specific answers by clicking the Auto-decline checkbox next to the answer. This option will appear when hovering over each answer.

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• Once complete, click  Publish to Library or save the form as a Draft to continue working on it at a different time. The completed form will show in your Form Library and can be automatically sent to candidates when added to job Workflows.

DE&I Questions Adding an Internal Form to a Job

Occy provides a prewritten DE&I form to send to candidates, which can be viewed by choosing Settings>Forms>DE&I. To utilise this form, navigate to the main forms section and select Create a Form, then Candidate Form, as shown above.

Next, choose The Advanced tab from the questions menu on the right-hand side, and click DE&I.

The DE&I questions will now populate the questions column of your form builder.

Please Note: There is a requirement to add at least one additional question to successfully save and publish your form.

Form Design

Easily customise your forms to fit your brand by configuring the settings in the Design tab.

From here, you can change the colour scheme and add company logos and banners. 

• To change the text colour, use the Colour Scheme box.
• To change the background colour, use the Background Colour box.
• To implement colour changes, click Apply after selecting the colour. 

To ensure you find the exact colour to fit your brand, you can find colours using the slide bar or by inputting a colour code.

Use the arrows to change how you would like to search for a colour by code.

Search by RGB code:

Search by HSL code:

Search by HEX code: Note: When using the HEX code format, make sure to include the hashtag symbol at the beginning. 

• Add a banner image and/or company logo to the top of the form using the Banner Image and Company Logo options. To delete, click the bin icon.

Form Settings & Resending Forms

The Settings tab provides information, including how many times the form has been sent, completed, saved and submitted. 

By default, the form links sent to candidates will stay active for 21 days. After this time, the link will expire. Switch the toggle off to stop receiving completed forms from candidates before the 21 days are up.

If a form link has expired, but the hiring team would still like to receive a candidate’s completed form, users can copy the shortcode link for the form and send it directly to the candidate to allow them to complete the form using an active link.

To resend an active form link, move the candidate back into the stage from which the form was issued. If the candidate hasn't moved from the stage since the form was sent, move the candidate out of the stage and back in, and the form will be resent.

Sending Forms to Candidates

There are two ways to send forms to candidates - manually via the candidate profile, or using a workflow automation.

Get started by creating an email template to enable you to send a link to the form to candidates.

Add the form link using the shortcodes provided:

Note: When creating an email template to use in a workflow automation, please use the [LINK_TO_QUESTIONNAIRE] shortcode in place of the custom form shortcode.

Send Forms Via Automation

Trigger forms to be sent automatically as soon as a candidate enters a stage using the Send Form automation. Add the automation to the Workflow of a pipeline template to ensure the automation appears on each job created using the template, or from the Workflow tab of an existing job.

• Access the Workflow section of a pipeline template by using the Workflow button at the top of the page. Pipeline templates can be found by clicking Settings from the main menu, then Job Settings and Pipeline Templates.

• Alternatively, click the Workflow tab within a job.
• Then, click More Events button on the stage that you would like the form to be sent from and choose Send Form.

• Choose a form from the dropdown menu.
• Then, select how you would like to send the form - via email, SMS, or both.
• Select and email or SMS template or add a message.

Note: When using the Send Form notification, it is important to replace the Custom Code shortcode with the [LINK_TO_QUESTIONNAIRE] shortcode. This will allow the candidates to access the chosen form.

• Click Add to finalise the automation. 

Candidates will now receive this form once they land in the stage. Further actions can be added to the automation, such as moving the candidate to the next stage once the form is completed; find full details in the Workflow Automations article.

Send Forms Via the Candidate Profile

• Send forms via the candidate profile by clicking on a candidate tile within a job, then navigating to the Communication tab.
• Then, click the dropdown arrow on the New button and select Email.

• Choose the email template containing the relevant form from the dropdown menu, and ensure the custom form link is included.
• Click Send.