1: Create a Custom Form
To get started, go to Settings > Custom Form.
1.1 Configure Email Settings
In the Email Settings section, you’ll define how the survey invitation will appear to candidates.
Required Fields:
Title – Internal name for your reference.
Mail Subject – The email subject line candidates will see.
Mail Body – The email content.
⚠️ Important:
Use {{ link }} in the email body to include the survey link (this is required).
Use {{ deadline }} to show the submission deadline (optional).
Additional Placeholders You Can Use:
{{ candidate_name }}
{{ candidate_surname }}
{{ candidate_id }}
{{ position_name }}
These placeholders will be dynamically replaced with the specific information.
Advanced Options (click to expand)
Auto Reply (on/off switch) – Sends an automatic response to the candidate after form submission.
Auto Reply Mail Subject (optional) – Subject line of the auto-reply.
Auto Reply Mail Body – Message body of the auto-reply.
Click Save once you've finished configuring the email settings.
1.2 Add Questions to the Form
You can either:
Add New Questions, or
Select from Existing Questions
There are plenty of question types that can be used. If the Required button is turned on for a question, the candidate must answer this question before submitting.
Advanced Options (click to expand)
Is Sensitive (on/off switch) – When enabled, the response will be hidden from users with the "Hiring Team Member" role for confidentiality.
Click Save after adding and customizing your questions.
2. Sending the Survey
Once your survey form is ready, you can send it to candidates manually or automatically based on their application stage.
2.1 Manual Sending
Select Candidates
Navigate to your candidate list and select one or more candidates.Open More Options
Click on the three-dot button (...) for more actions and choose Send Survey.
Fill the Details
You'll be asked to fill in the following fields:
Select a form: Choose from available forms or build a new one.
Timezone: Affects all time-sensitive actions like deadlines and reminders.
Deadline: The final time by which the candidate must submit the form.
Initial Mailing Date: If left blank, the survey will be sent immediately. Otherwise, it will be scheduled.
Reminder Mailing Days Due: Enter a number to send a reminder email after that many days if the form hasn't been submitted.
Click Send
After filling out the form, click Send to dispatch the survey.
2.2 Automatic Sending
You can automate survey sending by linking it to a specific stage in the hiring pipeline.
Create an Automation
Navigate to your job posting and select the Automations tab. Click Add Automation.
Set Trigger Conditions
At this stage
Choose the application stage (e.g., Online Interview) that will trigger the survey.Custom Form
Select the form to send automatically when a candidate reaches the selected stage.Will Be Valid For
Choose how long the survey should remain accessible (e.g., Indefinitely or a custom duration).Timezone
Determines how mailing dates and deadlines are calculated.
Save
Click Save to activate the rule. The survey will now be sent automatically whenever a candidate reaches the specified stage.
✅ Best Practices
Use manual sending for one-off cases or bulk sends.
Use automation to streamline your hiring process and reduce manual work.