Feedback Forms and Interviews

in this guide, you'll learn how to create feedback forms and interview templates by default, the templates you create will be available to all jobs when you update these templates, all jobs linked to them will also be updated what’s the difference between feedback forms and interviews? template type description feedback forms a standalone form where you capture interviewer ratings or scores for a candidate these are accessible as a part of an interview template and by clicking more>submit feedback without interview on a candidate profile interviews a set of interviewer instructions and where you assign the feedback form where you capture interviewer ratings of a candidate these are accessible when scheduling one off meetings with candidates and are also used as a part of the schedule interview activity this is essentially where you can determine a briefing and the form that interviewers complete in ashby, you have the option to set up re useable templates in admin and one off objects on a per job basis we recommend creating templates, as this will make updating many jobs at once easy in the future the best practice is to set up standalone feedback forms within admin > interviews & scheduling > feedback forms https //app ashbyhq com/admin/interview/feedback forms and link them to interviews in admin > interviews & scheduling > shared https //app ashbyhq com/admin/interview/interviews that way, when you update the feedback form, any associated interviews are updated as well permissions setting up shared interviews & feedback forms see the table below for information on the roles that have access to set up and edit shared interviews and feedback forms access role has access? limited access ❌ agency users ❌ elevated access external recruiter (not linked to an agency) ❌ elevated access analyst ❌ elevated access hiring team member ❌ elevated access hiring manager ❌ elevated access admin ❌ elevated access admin private ❌ organization admin ✅ only organization admins can configure shared interviews and feedback forms by default elevated access users can be given access to edit shared interviews and feedback forms if needed more on this at additional user permissions docid\ mhy0txb4sxnqye9xkvn8e shared feedback forms ☝ if you want to reuse the same feedback form across multiple interviews, you can create shared feedback forms docid\ hlojgxrvp xkuw1ammkur shared feedback forms are standalone pre configured questionnaires for application reviewers and interviewers to fill out to rate a candidate create a shared feedback form to set up a feedback form navigate to admin > interviews & scheduling > feedback forms https //app ashbyhq com/admin/interview/feedback forms click new , then enter a title for your form you can add sections to your form if you’d like to add structure to a form with a lot of questions (for example, a section per skill being tested) you can then add fields to the feedback form by clicking add question the following fields are supported short answer long formattable answer phone email multiple choice checkboxes date yes/no number score location currency (an amount and a currency code) you’ll also be able to set the fields on the feedback form as required (so an interviewer must complete the field when adding feedback), or private (so only those with organization admin access or elevated access admin private access will be able to see those fields when viewing or completing feedback) private fields can be added for information like salary expectations you’ll also have the option to link the field to a candidate custom field (more on this at form field connectors docid\ hdnnc9znj8gsr0fjxuyqn ) if needed, you can also duplicate or delete the question from the form if the feedback form order needs to be amended, click reorder and then click and drag the questions and sections into place changes to feedback forms will be saved automatically best practices when designing feedback forms for use with ai features your organization may use ashby's ai features, such as ai notetaker docid\ bnuwme8ukhqyrd fzye8z , to improve the objectivity and efficiency of generating feedback post interview we recommend the below ways to optimize your feedback forms for use with ai features phrase questions clearly the ai uses the question as a guide for the summary include context use the question description to provide instructions on what to include, how to format the answer, or what specific evidence to look for providing this context upfront ensures ai answers are relevant and saves time by capturing the data your team finds most valuable for hiring decisions use shared feedback forms feedback forms can be linked to an interview, and used ad hoc on a candidate profile linking a feedback form to an interview to link a feedback form to an interview template, head to admin > interviews & scheduling > shared interviews and click on the interview you’d like to link this feedback form to on the feedback form tab click change link to switch out the feedback form for the newly created one if you used a custom feedback form for that interview previously, you’ll see the option to delete & link to shared when you link a feedback form to an interview, that form will appear on the interview briefing for any interviewer participating in that interview on the your feedback tab using a feedback form on a candidate’s profile if you'd like to submit feedback without it being associated to an interview scheduled through ashby, navigate to the candidate’s profile, then click more and submit feedback to fill out a feedback form you can also click more and request feedback without scheduling to ask another user to add in feedback for the candidate without scheduling an interview shared interviews shared interviews https //app ashbyhq com/admin/interview/interviews allow you to set up interviews that can be used across multiple jobs and stages, while custom interviews can only be set up and used for a specific job on a specific stage you can create new shared interview types in admin > interviews & scheduling > shared https //app ashbyhq com/admin/interview/interviews , then reuse them across jobs create a shared interview to set up a shared interview navigate to admin > interviews & scheduling > shared https //app ashbyhq com/admin/interview/interviews click add , then enter a title and click create in the overview tab, you can set the following internal title set an internal title for your interview here only those scheduling and interviewing can see this interview title candidate facing title set a title that the candidate sees on their candidate invite and when scheduling groups set up groups to sort your interviews into categories is feedback requested? determine if interviewers will be requested to leave feedback please note, this setting applies to all interviewers assigned to the interview is feedback required? determine whether feedback is required or optional for this interview type if feedback is set as required, interviewers will receive reminders via email automatically to provide feedback you can adjust interviewer reminder settings in admin > organization setup > interviewer notifications https //app ashbyhq com/admin/organizational settings/notifications/ in the instructions tab, add information for your interviewers like specific interview questions and any additional details they'll need while interviewing instructions here will show in the briefing section of the interview, so any further briefing details for this specific interview type should be added here in the feedback form tab, create a custom feedback form or link to an existing feedback form you've already configured link an interview to a job you can link an interview and a feedback form to a job using a schedule interview activity learn more about schedule interview activity setup at setting up schedule interview activities docid 0z5jm eqkvzq oqc03rer to link an interview to a job navigate to jobs > admin https //app ashbyhq com/jobs/all select a job, then click interview plans on the left menu of the job scroll to the interview plan stage you’d like to add the interview to and click + activity to \[stage name], then + add activity click schedule interview to create the initial activity to link your shared interview to your activity, click + shared interview on the schedule tab and select one of your interviews you can then also assign interviewers and meeting rooms to the activity as needed use shared interviews for one off scheduling more on manually scheduling candidates can be found at manually scheduling interviews docid\ rdyowihar0zidudlxw2fn scheduling one off interviews on the candidate’s profile an interview can be used to schedule one off interviews on a candidate's profile click + new interview on the candidate’s profile, then choose whether to schedule manually or generate a direct booking link for a candidate direct booking link when creating a one off direct booking link, you can select the interview type via the interview drop down menu manual schedule when manually scheduling the candidate, click add interview on the calendar interface to determine the interview type faq how can i delete the record of a feedback form from the candidate profile? to delete a feedback form, you will click more at the bottom of the feedback form submission and, select delete from ashby , then click yes screen cast 2023 07 06 at 8 47 57 am gif who can delete a submitted feedback form? only organization admins and the user who submitted a feedback form can delete a feedback form from the candidate's feed (if they have access to it) what happens when i archive a feedback form? archiving a feedback form does not immediately remove it everywhere the impact depends on how and where the form is being used existing scheduled interviews feedback forms shown on interview briefings are tied to the interview settings, not the form’s active status if an interview is not updated to use a new, active feedback form, the archived form will continue to appear on the interview briefing and can still be completed if the interview’s feedback form is changed to a different active form, the interview briefing will update and the archived form will no longer appear for the interview reporting archived feedback forms cannot be reported on if a report references a question from an archived feedback form, the report will show an error archived feedback form questions are no longer available as reportable fields how can i keep reporting on this data? if you need to continue reporting on responses after archiving a feedback form, you can use form field connectors docid\ hdnnc9znj8gsr0fjxuyqn to link feedback responses to a candidate custom field this allows future reports to reference the custom field instead of the archived feedback form can i delete the default feedback form? no you can archive other feedback forms by heading to admin > interviews & scheduling > feedback forms but the default feedback form can only be amended it cannot be archived can i edit my feedback on a feedback form after submitting it? if the interview is in the past, you can click on the past interviews button in the interviews section of the home page to view all interviews that have already taken place once you’ve submitted your feedback, you can go back and make any adjustments to your comments by heading back into the interview in question and navigating to the your feedback tab from there, you can click edit feedback to update your feedback if you have access to the candidate profile, you can also scroll to the interview in question on the candidate’s feed, then click more and edit for the feedback in question if you edit feedback, the edits will directly update the feedback form fields we do not offer versions of feedback, only the latest version of the feedback will be shown can i remove the overall recommendation field from my feedback form? currently the overall recommendation field is included by default and cannot be removed from a feedback form this is because the score added to this field is used for reporting and for interview feedback summaries w here do i set the duration of the interview? the interview duration is set when creating a schedule interview activity, when creating a direct booking link, or when manually scheduling an interview c an i export feedback form templates? while exporting candidate feedback is possible (more on this at how do i export candidate data? docid\ j3gm pcw4mqh81owdenlg ), it’s not currently possible to export feedback form templates c an i add multiple feedback forms to an interview type? no, only one feedback form can be assigned to an interview can i fill out a feedback form on behalf of an interviewer? if you have elevated access admin, elevated access admin private, or organization admin access, navigate to the feedback tab within the feed on the candidate’s profile if there are any feedback forms that are yet to be completed, you can click the write feedback button to complete the feedback form on the interviewer’s behalf d o i have to assign a feedback form to an interview? yes, a feedback form has to be linked to an interview if is feedback requested is set to yes on the overview tab of the interview type w hat happens when i change the question type on a feedback form question? if you switch the question field type on a feedback form, then this can impact reporting for example, if you switch a checkbox or multiple choice question field to a short answer field, then reporting on the checkboxes selected within previously completed feedback forms will no longer be available as such, we recommend making minimal changes to question fields once you’ve finished creating and start using feedback forms for interviews an interviewer can't see all sections of the feedback form but i can what's happening? it may be that some questions on the feedback form have been set to private navigate to either the shared feedback form at admin > interviews & scheduling > feedback forms https //app ashbyhq com/admin/interview/feedback forms or to the schedule interview activity within the job's interview plan if the form is a custom feedback form confirm whether the interviewer should be able to add information to this field on the feedback form and uncheck the private checkbox if this was marked as private by mistake h ow do i add a feedback form to a group or category on the feedback forms page? once you’ve created your feedback form head back to the full list of feedback forms at admin > interviews & scheduling > feedback forms, then click on the three dots beside the uncategorized tag click add to group, then select the group you’d like to add your feedback form to