Gem admins can customize job application forms by configuring fields and adding custom questions. Each application template includes default fields (e.g., name, email), along with any custom questions you create.
Below, we walk you through setting up, managing, and using custom application questions in Gem ATS.
Creating a custom question
- In your Gem toolbar, navigate to Templates and then Jobs & applications.
- From the Application questions tab, select + Add question.
- A form will appear, prompting you to:
- Select an answer type (possible options are Short Answer, Long Answer, Single-Select, Multi-Select, Rating scale and File).
- Enter the application question.
- Provide an optional description for additional context.
- Add the available answer choices (if using Single-Select or Multi-Select).
- Complete the form and select Publish in the top-right corner. This will save the question to your question library for future use.
Managing your questions
Once created, custom questions cannot be deleted for data integrity reasons but can be edited or archived.
To edit a question, navigate to your Application questions page, then select the question you want to update and make your changes.
To archive a question, you can either:
- Open the question and select the Actions dropdown, then select Archive. (Note: A question must be published before it can be archived.)
- From the Application questions page, select the three-dot (ellipsis) icon beside the question you’d like to archive, and select Archive.
Adding custom questions to a job application
When creating a job in Gem ATS, you’ll also create a job post — the public page where candidates see the job description and application form. Here’s how to add a custom question to a job application:
- In your Gem toolbar, go to the Jobs page under ATS.
- Find the job you want to update and select View job details →.
- Select the Job posts tab.
- Locate the relevant job post and select the three-dot (ellipsis) button, then Edit. (If no job post exists, select + New job post instead.)
- In the pop-up, scroll down to the Custom questions section under Application form.
- Use the Search by question text box to find and add your questions. Once they’re added, select Save and close.
Question visibility options
- Hidden: The question won’t appear in the job post.
- Optional: The question will appear, but candidates are not required to answer.
- Required: Candidates must answer the question before submitting the application.
Privacy settings
- Private: Only Gem admins can view candidate responses.
- Not private: Before the hire, all team members with access to the application can view responses. After the hire, only Gem admins, hiring managers, and recruiters can see the responses.
To publish your job post and make it visible to candidates, toggle the Published slider to ON.
You can preview how your job post appears to candidates (including the custom questions) anytime by selecting the Preview button on the Job posts page.
Viewing candidate responses
Once a candidate submits their application, their responses appear under the Resumes tab of their Gem application.
Accessing responses via the ATS
- In your Gem toolbar, go to the Jobs page under ATS.
- Navigate into the relevant job.
- From the Talent pipeline view, select the candidate’s name to open their profile.
- Navigate to the Resumes tab.
Accessing responses via Application Review
- In your Gem toolbar, go the Jobs page under ATS.
- If the job has applications in the Application Review stage, select ✦ Start reviews.
- Gem will default to showing the Resumes tab for each candidate, where you can review their responses.
This streamlined setup ensures your team can efficiently customize applications, collect key candidate information, and review responses within Gem ATS.
➡️ Next, you’ll post jobs to external job boards!
- Creating a custom question
- Managing your questions
- Adding custom questions to a job application
- Question visibility options
- Privacy settings
- Viewing candidate responses
- Accessing responses via the ATS
- Accessing responses via Application Review