How do I report on candidates' responses to custom application questions?

Custom application questions are a great way to gather important information from candidates right off the bat, but they aren't always the easiest to notice or report on. Because of the vast difference between application questions on one job versus another, there isn't a very clear and easy-to-use solution to display the responses for candidates on many different jobs, even when exporting to excel! 

To get around this, you can now link an application question to a field on the candidate profile, putting the information front and center and allowing you to export a whole list of candidates from various jobs into excel to do your own reporting on these responses.

Start by creating or updating your candidate custom fields on the Configure > Custom Options > Candidates page — any Short textbox, Long Textbox, Yes/No, Single Select, and Multi Select fields can be linked.  (Please note that candidate custom fields that are date, currency, or number types can not be linked at this time.)

After your fields are saved, head to the Job Setup > Job Post page for a job and edit the application questions that appear below the standard resume and cover letter. You'll see a new toggle that allows you to link an application question to a custom field when you add an additional question, and selecting one will adjust the question type to match whatever you've set on the custom field page.

In addition to linking to candidate custom fields, you can tie an application question to some of the standard fields on all candidates as well.

When a candidate applies, nothing will look out of the ordinary for linked questions...

 

... but after they apply, you'll see their answers in two places — on the Other Details section of the Details tab and under Application Questions. If you export a list of people via the top right button of the Candidates tab page, these values will appear, even if you're filtering by multiple jobs at the same time.

If a custom field is deleted, the linked application questions will convert into unlinked questions, but their content will remain the same as before.

It isn't possible to create a new linked question in bulk, but you can configure a single job with a linked application question, then assign it to your other jobs via bulk actions.

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Comments

  • Avatar
    Evan Birtch

    Can this be applied retroactively to questions on jobs if they have already been answered? I'd like to export the history of a common question asked across all jobs. Thanks

  • Avatar
    Jeffrey Swartwout

    Hi Evan,

    Yes, it applies retroactively so you can export a "history" of commonly asked questions.

    Best,
    Jeff

  • Avatar
    Evan Birtch

    Hi Jeff,

    I've tried this and have a clarifying question: this will pull answers across various jobs, correct? When I export the data from a single job, I can see the corresponding output. But when I do more than 1 job with both setup to display the linked questions, the actual question appears in the export of the file but no answers.

    Should I work with someone in support or my Account Manager further on this?

    Thanks

  • Avatar
    Jeffrey Swartwout

    Hi Evan,

    The export should show answers to custom questions even if the candidate search included more than 1 job. If there seems to be missing data from your export please email support@greenhouse.io with some specifics and we can help you troubleshoot there!

    Best,
    Jeff

  • Avatar
    Linda Paul

    Hi, Jeff - I would like to keep the initial barrier to entry very low and have the career site "application" very basic, but once someone has been screened and we want to move forward, I'd like them to fill out a formal application that has more complete information. How can I make that happen and still have the data reportable? This would include the EEOC questions.

    Thank you!
    Linda

    Edited by Linda Paul
  • Avatar
    Olivia Hirsch

    Hi Linda,

    Thanks for writing in!

    Currently, we don't have an available application form to send a candidate after they have entered the pipeline. Instead, you can set up a Document Submission stage and send the candidate a form they can submit back to you. You could send them a document or a online form to fill out by linking Survey Monkey, Google Form or other.

    For EEOC questions, you will be able to send these out later on the Application tab of the candidate profile. When looking at the Application tab, you will see the option to 'Email EEOC Questions'.

    Hope this helps! Please feel free to reach out to support@greenhouse.io with any additional questions.

    Thank you,
    Olivia

  • Avatar
    Julian Lürken

    Hi Jeff,

    I've linked answers to custom questions to a new custom field in the candidates profile as explained above. However, the data has not been matched retroactively. Just like Evan Id like to export answers to custom questions across multiple jobs (for all jobs in one office). When doing it for a single job the answers to the custom questions are exported. When pulling the export across multiple jobs, the answers to custom questions are not exported. How can we solve this? Thanks!

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