Under the ’Surveys’ tab in the menu on the left you create and link surveys to your vacancies with selected questions for candidates to answer during the application.
You can also set up surveys for candidates who send you spontaneous applications. Using surveys in the system helps you to make it easier to screen candidates in a recruitment process and to increase and simplify searchability in your candidate database.
Only users with administrator rights can add and amend surveys.
To create surveys you need to set up questions in the system and develop a question bank.
In this way you build up your own unique question bank that is appropriate for your business.
Under Surveys and Questions you find the lists of the questions you have created and you can link these to a vacant job or role.
A survey contains one or more questions. In turn, the questions comprise one or more multiple choice answers or an answer field, depending on the type of question you have chosen.
Single choice question – One or more answer options where the candidate can only pick one single option.
Multiple choice question – One or more answer options where the candidate can choose multiple options.
Grading question– The candidate can choose an answer using a scale of one to five.
For example, ’completely untrue’ to ’very true’.
Text question – The candidate provides their own answer to the question you have asked. But these answers are not searchable when searching for a candidate.
Once the questions have been created and you have added the possible answers you want the candidates to choose from, you can use various tools to make sure that the system puts forward the candidates who mostly closely match your ideal profile.
Requirement – If there is one answer option that the candidate must choose, that answer is marked as ’essential’. A candidate who does not satisfy this requirement will then get a red mark on their selection questions. Bear in mind that if you are using a single choice question you can only set one requirement.
Points – To help you establish how well a candidate meets your desirable requirements, you can allocate points to the answers that are important to you. The system will then calculate as a percentage how closely the candidate meets your desirable requirements, where 100% indicates a perfect match. Remember that in a multiple choice question the candidate can choose several alternatives and thereby score all the points that you have divided among the various possible answers. See example below.
Surveys are complicated but are an effective tool once you have mastered them. We have included an example to help to get you started with your own surveys. In the example below we are looking for a salesperson with previous sales experience and knowledge of the software they will be selling.
Question 1 – Driver’s license question
The sales representative will have to travel around the country on their own so a driver’s license is essential. We therefore create a single choice question: ’Do you hold a driver’s license?’ and add two possible answers: ’yes’ and ’no’.
In this example the answer ’yes’ is a requirement because we cannot employ someone without a driver’s license for this position.
We are not interested in points for this question because it doesn’t matter how many desirable requirements the candidate meets if they do not have a driver’s license.
Question 2 – Professional experience
For this position it is important that the candidate has previous experience. We are aware that candidates will have varying amounts of experience but we nevertheless wish to grade them on how much experience they have. We think that four years’ experience is sufficient. Above that, it makes no difference if a candidate has more. We use a single choice question again because the candidate should not be able to select more than one alternative. We will use points so that the system can grade the candidates.
It is not an essential requirement to have previous experience so we do not use ’requirement’. However, we have allocated points to the various alternatives, and we have given the highest points to the answers that we think are most desirable.
By default, the system sorts the possible answers in alphabetical order. In this case, because the possible answers would not be presented in chronological order, we have chosen to sort the possible answers manually.
Question 3 – System knowledge
We believe it will be easier if the candidate already has experience of the software he or she will be selling. We therefore ask which programs the candidate has experience of. Unlike the previous questions the candidate could choose several options here, so we use the multiple choice question.
It is not essential that the candidate should have experience of any of the programs and we attach no weight to which specific programs they are familiar with. But we want the system to help us list the candidates who are familiar with the programs. We have allocated ten points to each possible answer which means that if the candidate is familiar with all the programs they can get 50 points.
Mandatory questions and weighting
We don’t want to receive applications from candidates who do not answer the questions we ask, so we mark the questions that candidates must reply to. I have chosen not to have the question ’What programs do you have experience of’ as a mandatory question, so candidates who are not familiar with any of the programs we are looking for cannot send in their application. If you want the question to be mandatory, you have to add one possible answer that can be selected if a candidate is not familiar with any of the programs, e.g. ’None of the above’.
Under Weight you can see that the last two questions are worth 50 percent of the score. This is due to the way in which we have distributed the points. In response to the question ’How many years’ experience do you have?’ the best answer is worth 50 points. The same applies to the question ’What programs are you familiar with?’ but with the difference that the candidate has to check all the possible alternatives to get 50 points. The total percentage is always 100%, regardless of how many points you allocate to the survey. In this example we have allocated 100 points to make the example simpler.
Selection questions for the candidate
Selection questions will look like this for the candidates. I have filled in the possible answers so that you can see the difference between Single choice questions and Multiple choice questions.
When the candidate sends in their application we use the survey column to sort the candidates who best meet our requirements.
Eva meets 40% of our desirable requirements. But the fact that the percentage is red shows that Eva did not meet the essential requirement we included in the survey. If you are curious as to how Eva answered the questions you can hover the mouse over the percentage.
Adele meets all our desirable requirements as well as the essential requirement we set.
All candidates will appear in the candidate database and you can now search in the system for candidates based on the questions you’ve set up. You run the search for candidates under ’Search for candidate’/’Advanced search’. Below is an example that will show all candidates who have a driver’s license. You can also combine this with the other selection options and survey questions that you have created.
To prevent candidates from having to answer the same question several times when they are looking at multiple jobs, and to make sure that you don’t end up with a messy and confusing array of questions, it is important that you recycle questions you have already asked. Go into the system and look at the questions you have asked before. Make sure that there are no duplicates and that there are no questions you don’t use.