The Form stage lets you collect additional information or files from an applicant to further evaluate their qualifications.
While both the application form stage and form stage gather applicant info, the form stage is meant for deeper screening after initial review.
You can collect specific details like availability, detailed work history, or portfolios, request uploads like certifications or samples, and ask custom questions not included in the application form stage.
Add questions and form elements
In the Forms tab, you can add questions or form elements to collect the information you need.
The setup is similar to the Application Form stage, but here you have more flexibility for advanced data collection.
Select Add question or Add form element to begin.
Add questions
Add questions
Here are the types of questions you can ask in this stage:
| Description |
Smart Screening | Used to filter applicants based on predefined criteria. |
WOTC Pre-Questionnaire | For collecting information related to the Work Opportunity Tax Credit. |
Short Answer | A field for applicants to provide a brief response. |
Paragraph Answer | A larger text box for longer responses. |
File Upload | Allows applicants to upload files (e.g., resumes, certifications). |
Checkboxes | Multiple options for applicants to select one or more answers. |
Multiple Choice | Allows applicants to select a single answer from a list of options. |
Dropdown | Similar to multiple choice but displayed in a dropdown list. |
Telephone | A field to collect the applicant’s phone number. |
Email Address | A field to collect the applicant’s email address. |
ID Number | A field for collecting identification numbers. |
Date | A field to collect a specific date. |
Applicant Availability | A field for applicants to indicate their availability. |
To add a question:
Select ⨁ Add question.
Choose a question type from the dropdown menu.
Note: The available fields will change depending on the question type you select.(Optional) Turn on Data validation to make sure applicants enter complete and accurate information.
Let's take a closer look at how this tool works and the types of questions it can help you validate:
Short answer - Short answer questions are great for collecting concise information. With the Workstream data validation tool, you can set rules for the following:
Number: Ensure that all characters entered are in numerical form
Length: Specify the minimum and maximum number of characters allowed
Regular Expression: Use patterns to match specific types of text, such as email addresses, titles (like Mr. or Miss), or identifying duplicated words
Paragraph answer - If you're looking to gather more detailed responses, paragraph answer questions are the way to go. The data validation tool for paragraph answers allows you to set rules for:
Length: Define the minimum and maximum number of characters allowed in the paragraph
Regular Expression: Similar to short answers, you can use patterns to ensure the text meets specific criteria.
Date - When dealing with dates, accuracy is crucial. Workstream's data validation tool allows you to set rules based on a certain period of time, ensuring that the dates entered are within the specified range.
(Optional) Add to select locations only. This is helpful if some questions only apply to certain stores, regions, or job types.
(Optional) Toggle Mandatory question if every applicant must answer it before submitting the form.
Select Add to save your question.
Add form elements
Add form elements
Use Add form element to include extra content or instructions in your form.
Form elements help guide applicants, provide context, or share resources before they submit their answers.
Select ⨁ Add form element.
Choose a type from the dropdown:
Text block – Add custom text, notes, or instructions for applicants. You can format text (bold, italic, underline, or lists) using the toolbar.
Image – Upload an image to display (such as a company logo, visual guide, or reference example).
Embedded content – Insert other embedded materials, like external forms or web widgets.
Embed YouTube video – Share a short video (e.g., training overview or company introduction) directly within the form.
(Optional) Check the Add to select locations only box if you want the form element to appear only for certain locations or job sites.
Select Add to save your form element.
Automate actions
Switch to the Automation tab to set up automatic actions.
When an applicant enters this stage:
Send them a message (default: Off) - Automatically send an email or SMS inviting them to fill out the form.
Mark them as hired (default: Off) - Automatically mark as hired when they reach this stage (use only for confirmed hires).
When an applicant submits the form:
Move them to the next step (default: Off) - Automatically advance qualified applicants to the next stage.
Reject them (always on) - Automatically reject applicants who fail Smart Screening questions.
When an applicant has been in this stage too long without submitting the form:
Send them a reminder (default: Off) - Nudge applicants to complete the form.
Reject them (default: Off) - Automatically reject applicants who remain inactive for a set period.
View and track applicant responses
Once your form is active and applicants begin submitting their answers, you can easily view and manage their responses from the Applicants tab.
Go to the Applicants page.
Find the applicant, then select their name.
In the Application tab, scroll to the Form section.
Review and take action.
Use the buttons at the bottom of the profile to Reject or Move to stage when you’re ready to proceed.
View applicant experience
When applicants reach the Form stage, they’ll receive an email or SMS notification prompting them to complete your form.
They’ll see:
A clean, mobile-friendly page that includes all your questions and instructions.
Any required fields, clearly marked with a red asterisk (*).
Upload buttons for any file requests, such as certifications or samples.
Optional embedded content (like videos or images) that you’ve added to provide context or showcase your brand.
Applicants can type responses directly into each field, upload files, and then select Submit when finished.
