Creating and managing feedback forms

Relevant for: Recruiters

What are feedback forms in Recruiting?

A feedback form is a shared scorecard for interviews. Go to 'Settings' > 'Recruiting' > 'Feedback forms', click 'New feedback form', add your questions, choose who can see submitted feedback, and click 'Publish'. Then link the form to an interview template.

With feedback forms, every interviewer rates the same competencies and answers the same questions, so you compare candidates on the same criteria. Competency questions can use your Leapsome competency framework, so you hire against the same criteria you use to assess employees. Visibility settings help reduce bias, e.g., by hiding other interviewers' feedback until you've submitted your own.

Note: Create your feedback forms before your interview templates. A template that collects feedback needs a published form.

Table of Contents:

• How do I create a feedback form?
• Who can see submitted feedback?
• How do I use a feedback form?
• How do I manage feedback forms?
• Who can manage feedback forms?

How do I create a feedback form?

1. Go to 'Settings' > 'Recruiting' > 'Feedback forms' and click 'New feedback form'.
2. On 'Basics', enter a unique 'Form name'. Optional: add a 'Description' and a 'Department'.
3. On 'Form fields', click 'New section' and 'New field' to add sections and questions. You can choose between these question types:
   • 'Feedback comment': free text
   • 'Scale rating'
   • 'Competency rating': company or team competencies on a scale from 1 to 5
4. Mark questions as required, or add an optional comment field.
5. On 'Visibility', choose who can see submitted feedback (see below).
6. Click 'Preview' to check the form, then 'Save draft' or 'Publish'.

Please note:

• Every form includes a required 'Overall recommendation' question, from 'Strong no' to 'Strong yes'. You can rename it, but you can't remove it.
• To publish, the form needs a name and at least one valid question.
• If you delete a section, its questions move to another section.
• You manage competencies in 'Company' > 'Competency Framework'.

Who can see submitted feedback?

On the 'Visibility' tab, choose the 'Default visibility' for other interviewers' feedback:

• 'Hide others' feedback until you submit' (default)
• 'Visible after stage completion'
• 'Never visible to other interviewers'
• 'Always visible to other interviewers'

Under 'Always visible immediately to', you can choose hiring team roles and people who see submitted feedback right away, whatever the default visibility.

Note: People who can manage the application, and people allowed to view all interview feedback, always see all feedback.

To learn what interviewers see, see Submitting interview feedback.

How do I use a feedback form?

• In interviews: Link the form to an interview template in 'Settings' > 'Recruiting' > 'Interview templates'. To learn more, see Setting up evaluation processes and interview templates.
• Without an interview: Choose the form in a 'Request feedback' activity, or in the 'Request feedback' window on an application. To learn more, see Setting up automations on stages and jobs.

How do I manage feedback forms?

The list in 'Settings' > 'Recruiting' > 'Feedback forms' shows each form's status, department, usage, and last update. It shows active forms by default. Use 'Filter' to see the others.

Use the row menu to 'Edit', 'Duplicate', or 'Archive' a form.

• Forms can be 'Draft', 'Active', or 'Archived'.
• Archive a form to stop using it for new interviews. Existing feedback keeps using it. You can't publish an archived form again.
• You can still edit a published form. Feedback that was already submitted keeps the questions it was submitted with.

Who can manage feedback forms?

Creating, editing, publishing, duplicating, and archiving forms requires the 'Manage ATS templates' permission. People who can manage jobs can view forms, e.g., to pick one, but can't change them.

For details, see Hiring team roles and permissions.