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What are questionnaires
In Talent Recruiter, it is possible to create questionnaires, which are primarily used in two ways.
The questionnaires can be attached to application forms. Candidates who fill out the application form are asked to answer these questions. You can then sort the candidates based on their answers. It can therefore be an advantage to create questions based on your screening criteria and link these to the application form. Sli
Questionnaires can also be used 'in process'. e.g., creating and sending a questionnaire to candidates in between the first and second interview. The candidates receive the questionnaire by email and can then complete it online, after which you can find the candidate's answers on their respective profiles.
Managing questionnaires
Questionnaires and question archives are created and managed in the 'Questionnaire' module:
- Go to the menu item 'Administration'
- Click on the Administration module 'Questionnaire'
When you create a questionnaire, the questions are 'locked'. Of course, it is possible to edit and add questions, but if the questions you need to use for each recruitment process are very different, it can be an advantage to create a question archive instead. Using the question archive, you can more easily create questionnaires by selecting questions from the archive instead of creating the questions manually each time.
Questionnaire
To create a questionnaire:
- In the Questionnaire module, click 'Add new questionnaire'.
- Select the questionnaire type 'Candidate assessment form'
Give the questionnaire a recognizable name, e.g., 'driver's license'
Enter a description (this will be shown to the candidate)
Tick 'Is inheritable', so the questionnaire can be used in the department it is created in as well as subdepartments
Click 'Save'
Once saved, questions can be created. First, create categories to group the questions in. These will function as headings:
- Click 'Adjust question view'
- Add a name to the first category/group of questions
Click 'New group' if you want to add additional categories/groups
Click 'Save'
You can then add questions to the questionnaire. First, select which question type to use. The most commonly used are:
Yes/No questions: Allows the candidate to choose one of two possible answers defined by you e.g., 'yes' or 'no', or 'blue' or 'green'.
Rate: Allows the candidate to give a rating based on a scale defined by you e.g., on a scale from 1-5.
Free text: Allows the candidate to formulate an answer in their own words.
Single selection: Allows the candidate to choose one answer from a list of options.
Multiple selection: Allows the candidate to select multiple answers from a list of options.
- Select the desired question type
- Type your question in the 'Text' field
Customize the answer options if needed. For some question types, you can 'Add more' answer options/fields
It is possible to add sub-questions, i.e., new questions that are triggered if the candidate answers something specific in the previous question. Sub-questions are created by clicking 'Create and select' next to the answer that should trigger the sub-question.
The weight of each answer option is only relevant if you have add-ons for stop questions and automatic rejection.
Tick 'Is required' if answering is mandatory for that particular question.
Tick 'Allow custom answer', if the candidate should be able to provide a custom answer to the question. Any custom answer the candidate may make will overwrite what the candidate has selected as an answer option. It is therefore often more relevant to create an extra question of the type 'Free text', where the candidate can, for example, elaborate on the driver's license category.
When the question is saved, it will appear at the bottom of the page where it can be previewed, edited or deleted.
Question archives
Instead of creating predefined questionnaires, you can create question archives, as many as needed:
- In the Questionnaire module, click on the 'Question archives' tab
- Click on 'Add new question archive'
Give the archive a name, e.g., 'Assorted archive'
Click 'Save'
Questions can now be created within the archive just like you would create questions in a questionnaire (see previous section).
Utilizing questionnaires in a project
When creating or editing a project, click the 'Questionnaire' tab. Here either click 'Create questionnaire/select questions from archive' to create a questionnaire with new questions or questions from the archive. Or you can click 'Use a predefined questionnaire' to choose between the questionnaires created in the Administration module 'Questionnaire'.
To use questions from the archive:
- Click on 'Create questionnaire/select questions from archive'
- Give the questionnaire a name and click 'Save'
Click 'Choose from archive'
Tick the questions you want to include in the questionnaire
Click 'Save & finish'
Please note: Here you can also create questions and transfer them to your question archives. This is done at the bottom by clicking 'Add questions to question archive'. However, it is a prerequisite that you have created an archive to which the questions can be transferred. If not, this must be done beforehand in the Administration module 'Questionnaire'.
Applying a questionnaire to an application form
When a questionnaire is created, you can add it to an application form. You can subsequently sort the candidates based on their answers, e.g., sort out anyone who does not have a valid driver's license. If you tick the questions further down, these questions become a column in the candidate list, making it easy to sort the candidates.
Utilizing a questionnaire in process
By linking a questionnaire to the process (see image above), the questionnaire can be sent to selected candidates, e.g., between the first and second interview:
- Create a questionnaire, assign it to 'process' and save it
- Go to the candidate list
Select the candidate(s) you want to send the questionnaire to
Click on the 'Communication' tab and select the email template 'Questionnaire Invitation'
Select your questionnaire and click 'Proceed'
You can now preview the email that will be sent to the candidate, and edit it if necessary
Click 'Send'
The candidates receive the questionnaire by email and can complete it online. The candidates' answers can be found on the their profiles under the 'Questionnaire' tab.
Tips and tricks
Translating questionnaires
If multiple application languages are used in the project, the questions must be translated:
- In the Administration module 'Questionnaire', find the relevant questionnaire and click 'Translate'
- In the dropdown list 'Select items to translate', select 'Questions'
In the new dropdown list that appears, select the first question
Select the language to translate from and to
Type the translation in the 'Text' field and click 'Save'
Repeat the steps for all questions
Once done, go to the dropdown list 'Select items to translate' again, select 'Answer options' and proceed with translating those just like you did with the questions
Repeat the steps until your questions and answer options are translated to all relevant languages.
Any question archives you may be using must also be translated. To do so, go to the question archive and click 'Translate' on the relevant archive.
Base questionnaire
You can create questionnaires to be used as a permanent part of the application form.
By default, the questionnaire is called 'Base questionnaire' and is located in the Administration module 'Questionnaire'. Start by editing this questionnaire and create the questions that should always be part of application forms.
If you want to use the base questionnaire, contact our support. Contact information can be found at the bottom of this page.
