Form Builder Updates
Two new options are now available in the Form Builder for Data Capture Forms:
Predefined ED&I sections – add one of four ready-made sections (Diversity, Diversity N.I., EEO, or Applicant Details) to any Data Capture Form. Each can only be added once per form. Display values for each field can be customised, and flags can be set against specific answers.
Conditional questions – set any field to only appear when a particular answer is chosen in another field. The trigger field must be a dropdown, checkbox, or radio button, but the field it reveals can be any type, and can be placed anywhere on the form – even above the question that triggers it. Fields show and hide in real time as a candidate works through the form, and if they change their answer so a field becomes hidden again, whatever they'd entered in it is cleared. Hidden fields are never treated as mandatory, so they won't block anyone from completing the form.
Assigning Forms
Assigning a form to a progression stage
Forms can only be assigned at progression stage level in the new applicant screen, rather than at job level.
Once a form is attached to a stage, it's automatically triggered for every candidate who reaches that stage – there's no need to attach it to individual jobs.
Note: Forms can no longer be configured at job level.
Inviting Candidates
Once a candidate reaches a stage with a form configured against it, their invite goes out automatically – there's no manual "Send" step required. Whether a candidate has one form or several, they're sent a single link giving them access to everything assigned to them through their portal, rather than a separate link per form.
Adding a form to an individual candidate
Outside of stage-based setup, a form can also be added to a single candidate directly from the Forms accordion on their applicant screen. Choose which form to assign and which email template should be used to notify them – the form then appears in their Forms accordion and on their portal dashboard.
The Candidate Experience
Accessing a Form
Candidates will receive a link to the new portal, and this link will be the same for all forms. The links are now more secure, with a pre-defined expiry on each link.
Portal links expire after a period of inactivity, and if a candidate returns to a link that's expired, they'll land on a screen explaining this, with the option to request a new one.
Doing so sends a one-time passcode to their email address, which they enter on the portal to verify their identity and get back in. The passcode is valid for 10 minutes – if it isn't used in time, the candidate can simply request another.
New Candidate Portal for Forms
All of a candidate's appear together on one portal dashboard, where they can open, edit, save, and submit each one. Internal forms don't appear on the portal – these stay visible only to the recruiter, within the Forms accordion. Each form on the portal shows its current status:
Not Started
In Progress
Completed
Completing a Form
As a candidate works through a form:
Any question marked as mandatory must be answered before they can complete a form – if anything is missing, the portal will flag it.
They can save their progress partway through and come back later – anything already entered will still be there, ready to continue from.
Once submitted, whether they can still go back and edit their answers depends on how the form has been configured – if editing after completion isn't allowed, they'll see a message explaining this rather than an editable form.
Conditional questions and ED&I sections behave exactly as configured, showing, hiding, and rendering in real time.
Everything a candidate submits through the portal is reflected on the applicant screen straight away.
Reviewing and Tracking Completion
Statuses at a glance
Every form in the Forms accordion shows one of three statuses – Not Started, In Progress, or Completed – so it's easy to see where a candidate is up to without opening the form itself.
Reviewing answers
Opening a form from the accordion shows the candidate's answers exactly as they've entered them so far, whether the form is fully completed or still in progress –
Completion flags and scores
When a form is completed, any completion flag configured on it is displayed against the candidate. Scores for completed forms are visible both in the Forms accordion and on the candidate list.
Notifications
An in-app notification is sent via your Notification Settings when a candidate completes a form, reaching any user who both has access to that job and has the "Data Capture Form Completed" notification switched on. It includes the candidate's name, the form name, and a direct link through to their applicant record.
FAQ
What happens if a candidate doesn't answer all the mandatory questions? They won't be able to complete the form. The portal highlights anything still outstanding, and the form stays in progress until everything required has been answered.
Can a recruiter complete a form on behalf of a candidate? Yes. This can be done directly from the applicant screen and has exactly the same effect as the candidate completing it themselves, pending the form has Internal completion permissions.
What happens if a candidate's portal link has expired? They'll be shown a message explaining the link has expired, with the option to request a one-time passcode by email to regain access.
Can a form still be edited once it's been completed? That depends on how the form has been configured – editing after completion can be allowed or restricted separately for your team and for candidates.
Any form data a candidate already saved or completed on the previous applicant screen will carry through automatically, so nothing is lost during the transition.