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What are questionnaires?

Updated

A questionnaire is a form used to request specific information from the applicant. Questionnaires use previously created questions.

Distinction
Questionnaires cannot be used to ask colleagues for feedback after an interview or for internally for clarifications. Instead, it is best to create a status change with screening questions. 
If you want to store internal documents with results, you can do so in the attachments of the application or onboarding.

Configuration

When you open the Questionnaires page and click on + Create, you can create a new questionnaire.

See: Create a questionnaire

System Behavior

  • Linkable Questions
    Questions that can be linked to the questionnaire include those we have previously stored as standard in the system, screening questions or form fields of the type Applicant Feedback.
  • Send Questionnaire
    More here: Send Questionnaire
  • Language settings
    • Using questionnaires in other languages  
      If you want to show questionnaires in another language, you must first create them in the desired language. You can do this directly while editing the questionnaire.
    • Important for screening questions  
      The screening questions used in the questionnaire must also be available in the corresponding language. Only then will they be displayed correctly.
  • Beautify Link
    In correspondence templates containing a link to the questionnaire, the link appears very long. Approximately in this form: https://yourSystemURL.de/feedback/fa14ff45-927b-4300-8ae2-54d4655dfa5d
    This display can be changed in the correspondence template: Display links as text
  • Information Storage Location
    • Information from screening questions is stored in the application.
    • Responses from feedback questions can be evaluated in reporting.
  • Renaming
    Questionnaires can be renamed at any time. Just make sure your colleagues understand the purpose of the questionnaire.
  • Deletion
    Questionnaires can only be deleted if they are not in use somewhere. For example, in a correspondence template. More about deletion: Create or delete a questionnaire

  • Note on Configuration

    When you create questionnaires, you first see an input form with the following options.

    • Display Name
      The display name is only visible internally. We recommend a naming that reveals the purpose of the questionnaire to your colleagues.
    • Organizational Unit
      The questionnaire is only selectable in elements of the organizational unit and the organizational units below it.
    • Type
      Questionnaire types and their usage

      • Application Questionnaire

        An applicant questionnaire is the questionnaire that applicants use to submit their application data. Candidates access applicant questionnaires when they apply via job postings or unsolicited applications.

      • Feedback Questionnaire
        A feedback questionnaire offers the possibility to gather comprehensive feedback on the entire application process.
        A feedback questionnaire is sent after the final decision has been made. Whether applicants are hired or rejected, feedback questionnaires give them the opportunity to retrospectively evaluate the application process in all aspects. You can evaluate this information in corresponding reports to improve your application process.
        The prerequisite for the feedback questionnaire is the activated Candidate Experience Module.

        Note
        This questionnaire is communicated via email. Add it to a correspondence template. Recipients can access the questionnaire by clicking on a link in the email. Add this link in the correspondence text via the placeholder Questionnaire - URL so that it appears in the email.
        Read more here: Create Feedback Questionnaire. 

      • Questionnaire (for Forwarding)
        A questionnaire to send is used to collect applicant information afterward, following the applicant questionnaire. It is used, for example, when the actual applicant questionnaire is intended to be as short as possible to lower the barrier for candidates to apply. Once the application has been submitted, additional applicant information can be collected afterward through the questionnaire to send.
        Questionnaires to send use screening questions to collect applicant information.
        This questionnaire is communicated via email. For this, it is necessary to add it to a correspondence template. Recipients can access the questionnaire by clicking on a link in the email. The link must be inserted in the correspondence text via the placeholder Questionnaire - URL for it to appear in the email.
        Read here how a questionnaire is sent.
        Application examples:
        • Request additional documents
        • Privacy statement for manually recorded applications
        • Consent to join the candidate pool after rejection
        • Clothing sizes for protective clothing before trial work
        • Complete application documents 

      • Appointment Survey
        When creating appointments, you specify the date and time. This works well when only two people are attending the appointment. However, as soon as three or more people are to be invited to an appointment, the process of finding a suitable time can become complicated. Before setting the appointment, you can start an internal appointment survey. This allows you to offer various appointment options. The participants can select all the options that work for them. As the appointment organizer, you can then choose the option with the most matches and only then send the actual appointment invitation.

        Note  This questionnaire is communicated via email. Add it to a correspondence template. Recipients can access the questionnaire by clicking on a link in the email. Add this link in the correspondence text via the placeholder Appointment Survey - Link to Appointment Survey so that it appears in the email.
        Read here how to create the internal appointment survey. 

      • kununu Feedback Questionnaire

        Feedback with kununu offers the possibility of obtaining feedback on your recruiting process from applicants after completing an application process. Applicants fill out a questionnaire. The responses can be transferred to kununu and thus be visible in your kununu company profile. You can also view the feedbacks in your d.vinci reporting.

        Read more about feedback with kununu

    • Selectable in Job Openings (For type Application Questionnaire)
      • Preselected
    • Application Portal (For Feedback Questionnaire, kununu Feedback Questionnaire, Questionnaire to Send, Appointment Survey Types)
    • Possible Tabs in the Questionnaires
      Once you have created a questionnaire, you will access the details.
      Here are different tabs where you can make further settings.
      • Data (All Types)
        This is where the basic configurations of the questionnaire are set.
        You entered these during creation and can change them here. Additionally, for the Applicant Questionnaire type, you can send an extra acknowledgment of receipt to applicants after they have submitted their application.
      • Intro Page (Type: Applicant Questionnaire)
        Before applicants fill out the questionnaire, an introductory page can be displayed. This can be used as an introduction to the topic and, if the Candidate Experience Module is enabled, applicants can, for example, upload their CV, from which the data is then read and entered into the application form.
        The introductory page can be activated/deactivated directly via the button of the same name in the tab Intro Page tab.
        If an introductory page is enabled on an applicant questionnaire, the icon or a few icons for LinkedIn, Xing, and Co. will appear in the functions list of applicant questionnaires.
        • Options on the Intro Page
          • Additional Properties/Additional Header
            Here you can insert code in the HTML header. This can be used, for example, to implement a tracking code. Please note that these settings need to be checked for functionality during major updates.
          • Image
            The image appears first on the page. Therefore, a full-format panoramic image is recommended here. Size recommendation see here: Media/Images
          • Position
            This entry cannot be changed. It always lists the publication position for which the applicants are applying.
          • Introduction Text
            You can use this to give candidates some special words before applying, such as expressing your pleasure in their interest.
          • Apply with...
            Here you can select the different options through which applicants can apply to you.
          • Footer
            In the footer, you can add another privacy notice/imprint or other important data.
          • Buttons
            This cannot be changed. We will insert the buttons according to your selected options.
      • Form (All Types)
        This is where the form fields are selected, already created screening questionsare added, and all consent texts are maintained (U16 applications, data protection, extended use)
        • Options in the Form Tab
          • Additional Properties/Additional Header
            Here you can insert code in the HTML header. This can be used, for example, to implement a tracking code. Please note that these settings need to be checked for functionality during major updates.
          • Image
            The image appears first on the page. Therefore, a full-format panoramic image is recommended here. Size recommendation see here: Media/Images
          • Position
          • Introduction Text (Only Applicant Questionnaire, Questionnaire to Send, Feedback Questionnaire, kununu Feedback Questionnaire)
          • Application Form (Only Applicant Questionnaire and Questionnaire to Send)
            • Salutation
            • Salutation "Mx." Selectable
            • Title
            • First Name
            • Last Name
            • Date of Birth
            • Consent of Legal Guardians for Applicants Below 16 Years of Age
            • Address
            • Email Address
            • Email Address of HR Service Provider
            • Telephone
            • Alternative Phone
            • Skype Name
            • Profile Link
            • Earliest Starting Date
            • Degree
            • Vocation Education
            • Studies
            • Last Position
            • Desired Location
            • Desired Salary
            • Comment
            • Screening Questions (also for Questionnaire to Send type)
            • Complete Application Documents (also for Questionnaire to Send type)
            • Application Photo (also for Questionnaire to Send type)
            • How did you find out about us?
            • Data Protection Consent
            • Consent for Extended Use
            • Captcha
          • Consent to Privacy Policy (Applicant Questionnaire)
          • Consent to Extended Use (Applicant Questionnaire)
          • Appointment Survey (Appointment Survey)
          • Form (kununu Feedback Questionnaire)
            More about the meanings of the options here: Feedback with kununu
            • Feedback Questions
            • Additional Feedback Questions
            • May we publish this feedback on kununu?
            • Consent to Privacy Policy
          • Buttons
      • Confirmation Page (Type: Applicant Questionnaire, Questionnaire to Send, Appointment Survey)
        After the applicant has filled out the questionnaire and clicked submit, they receive at least a success message. Other content can be maintained.

How Our Customers Use This

Some customers have set up feedback questionnaires to receive feedback on the process or for kununu. The questionnaire to send is also often used to complete application documents or to assign tasks to the applicant.
Instead of the appointment survey, which is only for internal participants, the calendar integration Plus can now be used to find an appointment together with the applicant.

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