Overview
Gem Admins can configure which fields and questions are included in every job application form.
Your application template includes the default fields that Gem asks for (ex. name, email, etc.), as well as other custom questions that you create and add to it.
This article will cover how to set up and use custom application questions.
Requirements
- Your team must use Gem ATS.
- You’ve created a job in Gem ATS.
Create a custom question
- In your Gem toolbar, go to the Templates page, then the Jobs & applications tab.
- Select the Application questions option.
- Select the + Add question button and fill out the form. This will add the question to your question library.
Edit or archive a custom question
Once you create a custom question, it can be edited or archived. For data integrity reasons, they cannot be deleted.
- To edit a question, head to your Application Questions page and select it.
- To archive a question, edit it, then select Archive from the “Actions” drop-down menu.
- Note: A question has to be published before it can be archived.
Add custom applications to a job application
You will be able to configure the job’s application questions while you’re editing the job post.
- In your Gem toolbar, look under “ATS” and select “Jobs”.
- Find the job that you wish to configure your application questions on and select “View job details”.
- select on the “Job posts” tab.
- Find the relevant job post, then select on the “…” button to select the “Edit” option. (If you have not created a job post for the job yet, select the “New job post” button instead.)
- In the resulting window, scroll down to the “Application form” section.
- Review the “Default fields” section and make your desired visibility choices.
- Under the “Custom questions” section, select into the “Search by question text” box to look for your question(s) and add them to the form.
Question visibility options
- Hidden: The question will not be displayed on the job post.
- Optional: The question will be displayed on the job post, but the candidate won’t be required to respond.
- Required: The question will be displayed on the job post and the candidate will be required to respond.
Question privacy settings
- Private: This setting affects the visibility of the candidate’s responses, depending on whether or not they’ve been hired.
- Private (box checked-in): The responses to this question will only be visible to Gem Admins.
- Not private (box unchecked): If the candidate has not been hired yet, all team members with access to the candidate’s application will be able to see the candidate’s responses. Once they are hired, only Gem Admins, hiring managers, and recruiters will be able to see the responses.
Once you’re done with your changes, select the Save button. When you’re ready to publish your job post and make it public, switch the Published slider to ON.
At any point, you can preview what your job post looks like externally by selecting the “Preview” button from your job’s “Job posts” page.
View answers to custom application questions
After a candidate submits their application, you will be able to view their responses to your questions. This will appear under the “Resumes” tab of the candidate’s Gem application.
Below are some ways to get to an application’s “Resumes” tab.
From Gem ATS
- In your Gem toolbar, look under “ATS” and select “Jobs”.
- Look for the job the candidate is in.
- Find the card for the candidate and select on their name.
- In the resulting window, select on the “Resumes” tab.
From Application Review
- In your Gem toolbar, look under “ATS” and select “Jobs”.
- Under a job that has applications in the “Application review” stage, select “Start reviews”.
- By default, Gem will show you the “Resumes” tab for each candidate that you review. This will surface the responses to your questions.
Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.