Application Forms Management Manual
The Application Forms section in the Job Offers App allows HR users to create, customize, and manage application forms linked to specific job offers. This feature ensures that each job posting collects the necessary information from candidates based on the role requirements. These forms help collect consistent and structured candidate data during the recruitment process. Applied candidate can be automatically assigned with the Job Offer which speeds up whole recruitment.
1. Introduction Key Features
Key Features
- Customizable Forms: Create different application forms tailored to specific job offers or hiring campaigns.
- Field Configuration: Add or remove form fields such as personal information, education, work experience, skills, and additional questions.
- Form Linking: Assign specific forms to job offers to ensure relevant information is collected for each position.
- Requirements Management: Set which fields are mandatory for applicants to complete.
- Candidate Experience: Provide candidates with a clear and structured form to simplify the application process.
- Version Control: Update and edit existing forms without losing previously collected data.
This feature helps streamline the recruitment process, ensures consistency in candidate data collection, and supports better evaluation of applicants.
Accessing the Application Forms
- Log in to the system.
- Navigate to the HR section from your dashboard.
- Click on the "Application Forms" button located in the Job Offers module.
- You will be directed to the Application Forms list view.
2. Application Forms List View
The list view displays all available application forms. You can see: - Form Name - Linked Job Offers - Last Edited Date - Created By - Status (Active/Inactive)
Filtering and Search Options
Use the filters at the top of the list to: - Search by Form Name - Filter by Job Offer (to see which forms are linked) - Status Filter: - All - Active - Inactive - Created By filter to find who created the form
Export Options:
- Export a list of forms into an XLSX file for reporting purposes.
3. Actions Available on Application Forms
| Action | Description |
|---|---|
| Create New Form | Click the "Add Application Form" button. |
| Edit Form | Click the pencil icon next to a form to modify it. |
| Duplicate Form | Clone an existing form for similar job offers. |
| Assign to Job Offer | Link the form to one or more job offers. |
| Delete Form | Remove a form from the system (with confirmation). |
4. Creating a New Application Form – Step-by-Step
- Click "Add Application Form".
- Enter a Form Name.
- Add required fields and sections, such as:
- Personal Information
- Education
- Work Experience
- Skills
- Additional Questions (text, multiple choice, checkboxes)
- Mark fields as "Required" or "Optional".
- Set language preferences if needed.
- Add candidate instructions or notes.
- Save the form when complete.
5. Editing an Existing Form
- Find the form in the list.
- Click the Edit (pencil) icon.
- Update any section or field:
- Add new questions
- Remove unnecessary fields
- Change the mandatory status
- Save changes.
Note: Editing a form affects future applications but does not change previously submitted data.
6. Assigning Application Forms to Job Offers
- Navigate to the Job Offers list.
- Select the job offer you want to link the form to.
- In the Job Offer Details, choose "Assign Application Form".
- Select the form from the dropdown list and save.
Candidates applying for this job will now see the assigned application form.
7. Deleting an Application Form
- Click the delete icon next to the form.
- Confirm the deletion.
⚠️ Warning: Only inactive forms or forms not linked to active job offers can be deleted.
8. Best Practices for Using Application Forms
- Customize for each role: Tailor forms based on job-specific needs.
- Keep it clear and simple: Avoid unnecessary fields.
- Review regularly: Update fields to reflect current requirements.
- Test your form: Preview the candidate experience before publishing.
- Monitor linked offers: Ensure forms are assigned to the correct jobs.
9. Troubleshooting
| Problem | Solution |
|---|---|
| Can't see the form | Check if filters are hiding it or verify your permissions. |
| Form fields not saving | Ensure all mandatory fields are completed and try again. |
| Form not showing in job offer | Verify the form is assigned to the correct job offer. |
| Can't delete the form | Unlink it from active job offers first. |
10. Summary
The Application Forms feature allows you to: - Collect specific information from candidates. - Customize forms per job offer. - Manage, edit, or export forms easily. - Ensure data consistency and streamline recruitment.
11. Support and Resources
If you encounter issues or have questions:
- Contact your HR Administration for guidance.
- Online Resources: Check the Pulsawork Help Center for tutorials and FAQs.
- Pulsawork Support: Reach out via the support portal.
This detailed manual helps you use Pulsawork’s Application Forms App efficiently, from simple searches to bulk actions and AI-powered data extraction. Happy recruiting! 🚀
10. Frequently Asked Questions (FAQ)
How do I create a new application form?
Navigate to the Application Forms section and click "Add Application Form". Fill in the required fields, add your questions, and save the form.
Can I assign one application form to multiple job offers?
Yes, you can assign the same form to multiple job offers when configuring each job offer.
How can I edit an existing application form?
Click the pencil icon next to the form in the list view, make your changes, and save the form.
Will editing a form change data for candidates who already applied?
No. Editing the form only affects new applications. Submitted applications remain unchanged.
How do I delete an application form?
Use the delete icon next to the form. You must first ensure the form is not assigned to any active job offers.
Can I make certain questions mandatory for candidates?
Yes. When creating or editing the form, you can mark specific fields as "Required".
How do I preview what the application form looks like for candidates?
Open the form editor and use the "Preview" option to see how the form will appear to applicants.
Can I export a list of all application forms?
Yes. Use the Export option to download the list of forms in XLSX format.
How do I link an application form to a specific job offer?
In the job offer detail view, select "Assign Application Form", choose the form, and save.
What should I do if an application form doesn't appear in the job offer?
Check if the form is active and properly assigned. If issues persist, contact your HR support team.
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