The Application Form stage is the first step in your hiring process and one of three default stages in every workflow.
The Application Form stage is designed to:
Collect basic applicant details like name, contact info, and availability.
Automatically screen and filter applicants using Smart Screening questions.
Keep your application process consistent across all job postings.
It’s where every applicant starts. The information you collect here determines how candidates move through the rest of your hiring process, so setting it up carefully saves you time later.
⚠️ You can’t delete or move this stage. It’s fixed in every hiring workflow because it collects the basic applicant details (like name and contact info) that other stages depend on.
The Application Form stage of the hiring process.
Review and edit your form questions
When you open the Form tab, you’ll see a list of preloaded questions. These questions form the base of every application. Some are fixed and required, while others can be customized to fit your needs.
⚠️ Privacy reminder: Don’t ask for sensitive personal information such as government IDs or license numbers at this stage. You can safely collect those details later in onboarding or document collection.
Default (non-editable) questions
Some fields are mandatory and can’t be changed or removed:
First Name
Last Name
Phone Number (Mobile preferred)
Email Address
These default fields ensure you always have the essential contact details needed for communication and tracking.
Editable questions
Questions that show a ✏️ (edit) or 🗑️ (delete) icon can be customized or removed.
You can rewrite these questions to match your brand’s tone, add instructions, or remove ones that don’t fit your role.
Add questions and form elements
You can expand your form using the Add question or Add form element buttons at the bottom of the stage.
Add questions
Add questions
Use the Add question button to build a form that fits your hiring needs. You can mix and match question types to collect the exact information you need from each applicant.
Select Add question.
Select from the available options in the Type dropdown:
For certain question types, you can enable Data validation to control what kind of information applicants enter.
If you manage multiple store or office locations, you can check Add to select locations only and assign that question to specific locations. This ensures applicants only see questions relevant to where they’re applying.
Toggle the Mandatory question switch to decide whether an applicant must answer the question to submit the form.
Once done, select Add.
Add form elements
Add form elements
Use the Add form element button to include helpful content that makes your application form easier to understand and more engaging for applicants.
Form elements don’t collect responses. Instead, they provide context, instructions, or visual information alongside your questions.
💡 Use visual or text elements strategically, not for decoration, but to help applicants understand the process and feel connected to your brand.
Select Add form element.
From the Type dropdown, you can select one of the following options:
Text block - Add headings, short descriptions, or instructions to help applicants understand what to do next.
For example: “Please complete all required fields before submitting your application.”
Image - Upload your company logo or visuals that represent your workplace or team culture.
Embedded content - Link or embed content directly from another platform, such as a job description page or policy document.
Embed YouTube video - Include a short video message from your team or a company introduction to create a welcoming experience.
If you have multiple locations, check Add to select locations only to display the form element only for those sites.
Once done, select Add.
Automate actions
In the Automation tab, you can tell the system what to do right after someone submits their application. You can send them a message, move them to the next step, or automatically reject them if they don’t meet your screening criteria.
Send them a message (default: Off) - Automatically send a confirmation or thank-you message when an applicant submits their form.
You can enable email or SMS and edit the message content for a personalized touch.Move them to the next step (default: On) - If you’ve set up Smart Screening questions, qualified applicants can automatically move to the next stage (like Onsite Interview Scheduling).
That way, you don’t have to move them manually.
Reject them (always On) - Applicants who don’t meet your Smart Screening requirements are automatically rejected. For example, if they answer “No” to “Are you legally eligible to work in the US?”, they won’t move forward.
See how applications appear after submission
After applicants submit their form, their information is automatically added to the Applicants tab in Team View.
From here, you can review answers, send messages, or move candidates through your hiring stages.
What applicants see when they apply
Here’s an example of how the form appears to applicants. Your own form may look different depending on the questions you’ve added.
Where you’ll find new applications
Every applicant who submits a form will start in the Application stage by default. All new submissions automatically appear in the Applicants page under the Applications tab.
If you’ve enabled the automation to move qualified applicants to the next step, they’ll appear instead under the Interviews tab.
How to see an applicant’s details and answers
Click an applicant’s name to open their profile and see their full form responses.
From the applicant’s profile, you can also select View full application to see their complete submission in one place.
❔What's next?
Once your Application Form stage is ready and tested, move on to the Scheduling stage to let qualified applicants choose interview times.