Overview
Gem Forms allow you to create customizable forms that automatically add candidates to Gem projects when they register. This streamlines the process of capturing candidate information from your talent community pages, career sites, or any other place where you want to attract potential candidates.
When a candidate fills out a Gem Form, their information is automatically added to your designated project in Gem, eliminating manual data entry and ensuring no leads are lost. You can add prospects directly to a Sequence based on their answers to specific questions, automating sourcing outreach and event follow-up.
If a candidate that already exists in your Gem CRM or ATS submits this form, we’ll cross-list them into the event project to avoid creating a duplicate.
Requirements
- Your team must use Gem CRM or Gem ATS.
- Admin or Recruiter access to your Gem account to create and manage forms.
Create a new form
- Select Forms in the Talent Marketing section in the main sidebar.
- Select the + New form button.
- Enter a name for your form in the Form name field in the Create form pop-up.
- Select the type of form you’re creating in the Form type dropdown. This typically maps to your use case.
Field | Use case |
Event | Send custom messaging to prospects based on their event RSVP. You can add Yes RSVPs to one project and No RSVPS to another, then create a separate Sequence for each one. |
Job Application | Send custom messaging to candidates who expressed interest in a particular job. You can also add them to a project for that department or role to follow-up later if a similar role opens up. |
Other | Set up a unique workflow leveraging Projects, Sequences, and prospect data to send custom messaging. |
Referral | Send custom messaging to internal referrals based on the department, role, or referrer. |
Talent Community | Send custom messaging to prospects in your Talent Community based on whether their background is in engineering, sales, or other roles or departments. |
- In the Description field, enter a clear description of this form. This is only visible to team members who have access to the project this form is attached to.
- Select the Create form button.
- This takes you to the form builder, where you can add additional fields and reorganize the form before it’s published.
Edit a form
You can edit your form in a variety of ways, including adding additional questions (such as “How did you hear about this event?”, marking fields as required, reordering fields, changing colors to match your brand, adding a description and title, and more.
Note: Custom questions are captured as Gem ATS application custom fields in the same project as this form.
To start the process of editing a form:
- From the Forms page, select the title of the form that you want to edit in the list of forms.
- On the Editor tab, select the options displayed to edit the form.
Note that the first and last name fields are required by default. This is because we can’t create new profiles in your Gem project without this information.
You can make the following edits on this page.
- In the form preview, select the Upload Cover Image button to add an optional cover image to this form.
- In the Form settings section, enter a new name in the Form name field.
- In the Form color field, select the default color to see a set of color options that match your branding. You may also enter a hex color code to apply a custom color.
- To add a new field, in the Add components section, select one of the fields displayed. The new field is automatically added to the bottom of your form.
- To mark a field as required, select the edit icon next to the field in the field preview section, then select the Required checkbox on the field details page.
- To remove a field, select the trash icon next to the field in the field preview section.
- To reorder the list of fields, hover over a field in the form preview to drag and drop them into a different order.
Note: The maximum width for images uploaded to Gem Forms is 800 pixels. Images will be displayed at full height, though the specific pixel size will depend on the set width and image. We recommend setting the width at 200 and 300 pixels.
After you’ve completed your edits, select the Preview icon next to the Save form button to see how your form will look to those accessing it.
To save these changes, select the Save form button. The page confirms the form is saved.
When you’re ready to publish a form, select the Publish button. The page updates to confirm the form is now published, and the form status updates to Live.
Embed a form on your website
Once your form is published, you can embed it on your talent community page, or any other website using an iframe via the following snippet.
<iframe src="https://www.gem.com/form?formID=<your_form_ID>" width="100%" height="100%" frameborder="0" />Be sure to replace the placeholder ID above with the actual ID of your Gem Form.
Paste this iframe code into your website's HTML where you want the form to appear. The form will appear on your website and begin capturing candidate information automatically.
Automate form routing
You can automatically route form responses to Projects, or add prospects directly to a Sequence, based on how they answer a specific form question. This allows you to segment prospects, send personalized messages, and assign prospects to recruiting team members.
Use cases
- Talent Community signups: Separate engineering talent, sales talent, and operations talent to send them personalized newsletters over time.
- Referral submissions: Separate referrals into different departments or job families so recruiters can follow up with prospects relevant to their searches.
- Event registration: Separate prospects based on RSVP status so recruiters can follow up with different messaging after the event.
- University recruiting: Separate prospects based on RSVP status so recruiters can take post-event action, such as inviting prospects to interviews.
Steps to set up automated form routing:
- From the Forms page, select the title of the form that you want to add an automation for in the list of forms.
- Select the Overview tab.
- Select either the Set up project automation button or the Set up sequence automation button in the list of options on the right.
Note: Your form must include at least one single-select question to activate this automation. If you haven’t added one yet, select the Editor tab and add a question.
- In the Workflow automations pop-up, select the question that should activate this automation in the Form question section.
- In the Routing section, choose the project or sequence that this response should be routed to from the dropdown. Note that only projects and sequences that you have access to will be listed.
- Select the Save button.
The form details page updates with your new automation displayed.
Archive a form
Archiving a live form immediately removes it from view. People who previously had access to this form will no longer be able to submit responses.
If you archive a form that’s embedded on a website, that form will no longer function on that page.
- Select Forms in the Talent Marketing section in the main sidebar.
- Search or filter for the form you want to archive.
- Select the options menu to the right of the form, then select the Archive form option.
- Select the Edit button to make changes, or select Delete to remove the form.
The page updates to confirm the form is archive, and it’s removed from the list of forms.
Additional Resources
To learn more about Gem Forms and Talent Marketing, check out the following resources.
Relevant Articles
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.