Hiring Manager Experience Surveys

this document provides an introduction to ashby’s hiring manager experience surveys feature these surveys are designed to go to your hiring managers after a successful hire is made, with the intent of gathering feedback for the primary recruiter and recruiting process and partnership overall hiring manager experience surveys can be configured on the plus and enterprise plans foundations legacy plus plus enterprise ❌ ❌ ✅ ✅ introduction ashby’s hiring manager experience surveys enable recruiting and talent teams to incorporate customized, automated surveys and reporting into their team workflow this feature is designed to seamlessly integrate with your recruiting workflow to solicit feedback from your hiring manager partners we allow customizing the survey to fit your needs while providing default questions for standard recruiting process pillars (more on that below) you will have the choice of automated or manual enrollment for ongoing or one off feedback requests as needed this document is organized into three primary sections admin management survey setup and configuration recruiting and hiring manager engagement requesting and completing surveys reporting analyzing results with reports and dashboards survey setup to survey completion the below loom provides a quick summary of survey configuration, feedback request creation, and survey submission, highlighting the ease of ashby’s fully integrated hiring manager feedback request feature hiring manager experience survey setup & configuration you must have ashby admin access to configure hiring manager experience surveys to do so, navigate to admin > jobs & applications, then employee surveys pictured below you can see the following the employee surveys category the hiring manager experience tab a default survey which you can edit or use, along with the automation status the ability to add new surveys via the + new button screen shot 2024 05 06 at 10 01 30 am png after creating a new survey or editing the existing default, you will see a pull out section with all survey options the survey title, which you can edit at any time the survey configuration tabs for the form, settings, instructions and automation options the form definitions, questions and copy editing section screen shot 2024 05 06 at 10 04 52 am png form here you can view the default survey questions included and have the option to make adjustments and add questions as needed default survey questions the hiring manager experience survey type has a set of 6 default questions which are designed to cover core pillars of recruiting feedback these questions are optional, and other custom questions and question types can be added however, these 6 questions are special in that they are used in our default dashboard and template reports for aggregates and averages we recommend using at least the overall feedback question to gather a baseline score when adding a new question to a survey form via the add question option, you’ll see a menu of options screen shot 2024 05 06 at 10 23 11 am png the 6 default questions cover the following hiring manager experience overall rating the hiring manager’s overall rating of the recruiting process hiring manager experience net promoter score the hiring manager’s nps rating of the recruiting process hiring manager experience scheduling rating the hiring manager’s rating of the interview scheduling process hiring manager experience communication rating the hiring manager’s rating of the recruiter’s communication hiring manager experience intake rating the hiring manager’s rating of the intake process hiring manager experience role understanding rating the hiring manager’s rating of the recruiter’s understanding of the role please note that you can only add these questions to a form once if they are already on your form, these questions will show as greyed out when adding an additional question, as shown above settings on the settings tab, you can do the following survey description set an internal survey description (that will not be shown to respondents) and you can also determine your reminder number and cadence number of reminders determine the total number of reminders that should be sent out to your respondent reminder period determine how often the reminders should be sent if all reminders have been sent out, then the survey will still be listed as a task on the hiring manager’s profile instructions here you can determine the instructions that your hiring managers will see when completing the form instructions can be configured with rich text and links to any additional information you want the recipient hiring managers to review prior to submitting their scores we recommend providing at least a minimal set of instructions, as these will be presented alongside every survey request automation when survey automation is enabled ashby will create a survey request after a hire is made in that process, ashby will first evaluate if any further automation filter conditions apply to ensure surveys are only created under the appropriate conditions if automation is enabled and conditions are met, ashby will do the following identify the appropriate hiring manager ashby uses the hiring manager assigned to the hired job consideration this can be found within the hiring team section of the job consideration on the candidate’s profile identify the primary recruiter ashby uses the recruiter assigned to the hired job consideration this is also pulled from the hiring team section of the job consideration on the candidate’s profile sends the survey request to the hiring manager identified in step 1 if the hiring manager is missing or the selection is ambiguous (e g more than one hm is assigned), a draft survey request will be created in this case, the recruiter will be expected to review the survey request and assign a hiring manager manually the primary recruiter is optional but not required if the recruiter is identified, they will be noted in the survey form request to remind the hiring manager of the specific candidate, role and recruiter for which the feedback is being requested cooldown settings when setting up your automation, you’ll have the option to set cooldown settings click the survey cooldown settings dropdown to configure your settings no survey limits every time a new hire is made that meets this criteria, the survey will be sent to the hiring manager so they can provide feedback hiring manager any time a new hire is made, the hiring manager will be asked for feedback but will only be asked for feedback once per specified interval (for example, once per 90 days) hiring manager and recruiter when a new hire is made, the hiring manager will be asked for their feedback but only once during the specified interval per individual recruiter they work with so if brian is a hiring manager and two hires are made with sheila as the recruiter, if the interval is set to 90 days, brian will receive one survey to provide feedback if those hires were made within 90 days however, if a new candidate is hired with brian as the hiring manager and arthur is the recruiter, brian will receive another request for feedback if the hire is made within that 90 day interval screenshot 2024 08 15 at 09 15 53 png interval when setting your interval, you can choose from setting the interval by days, weeks, months, quarters or years permissions by default, hiring managers can see the surveys they are assigned and their own results hiring managers will have the option to edit their submissions if needed (more on that below) to grant access to broader visibility into survey submissions, an admin must be assigned permissions granting visibility into hiring manager experience submissions this can be done on the permissions tab per employee visit an employee profile and go to the permissions tab select the toggle permitting access to survey submissions and set it to yes note, visibility of results is still limited to any team and job access roles this user may have assigned, i e a user can only see survey results from hiring managers for teams and jobs they have general access to screen shot 2024 05 06 at 10 07 20 am png requesting and completing hiring manager feedback surveys creating a survey request if survey automation is enabled, feedback requests will be created and delivered automatically as configured otherwise, users can request feedback in a one off fashion by creating a hiring manager experience feedback request from the candidate profile, navigate to the more menu select create hiring manager experience survey request screen shot 2024 05 06 at 10 11 31 am png a manual survey request will automatically attempt to populate the required fields based on the hiring team information on the job consideration, but the user will be given a chance to review and edit the request before creating it specify the survey to deliver identify the job consideration (only necessary in the case of multiple jcs) specify the hiring manager optionally specify a primary recruiter the default information is pulled from the hiring team information on the profile screen shot 2024 05 06 at 10 12 55 am png after an automated or manual survey request is created, it will be visible as an activity on the profile until completion additionally, the initial request event will be logged in the candidate’s activity feed screen shot 2024 05 06 at 10 14 51 am png submitting feedback as a hiring manager upon survey creation, a task will be created on the hiring manager’s surveys section of their home page and they will be emailed a notification requesting survey completion the surveys tasks for the hiring manager the specific survey details for each request, identifying the recruiter they partnered with when following the survey requests to complete feedback the hiring manager will be presented with an initial page that summarizes the request context the primary recruiter they worked with will be cited here (if provided) if the recruiter isn’t provided with the survey request, then submit hiring manager feedback will be listed here, as shown below the candidate name and job for which they were hired the survey instructions, specified in the survey configuration by the admin screen shot 2024 05 06 at 10 17 58 am png the hiring manager can use the enter feedback button or the your feedback tab to complete the survey questions after submission, they will see a summary of their survey status (1) and have the option to edit their answers if needed (2) screen shot 2024 05 06 at 10 19 26 am png reporting ashby provides the ability to create custom reports on all hiring manager experience survey requests this can be done by report building on the hiring manager experience surveys reporting subject from this subject you will have access to both the initial request metadata, but the submission’s custom survey questions as well as the 6 default questions which aggregate across all custom surveys screenshot 2024 05 06 at 11 35 20 am pngscreenshot 2024 05 06 at 11 35 43 am png template reports & experience feedback dashboard template reports the following reports are available in the template library for pulling data on completed and pending hiring manager experience surveys hm experience survey submissions view the details of all submitted hiring manager experience surveys this is a custom list report of the results that can be exported as a csv you can also create alerts from this template currently pending survey requests view all requested hiring manager experience surveys that have yet to be submitted this is also a custom list report that you can export or create alerts for you can read more on setting up alerts at docid\ fckr kkhnmjz6vuu3krvw hiring manager experience survey volume over time view the number of hiring manager experience survey requests created over time hiring manager experience summary by recruiter view completed hiring manager experience survey details grouped by the attributed recruiter hiring manager experience summary by department view completed hiring manager experience survey details grouped by department average hm rating over time view the average overall hiring manager experience recruiting survey ratings over time (for example, month over month the timestamp used is the request creation date) hm experience survey completion by department shows the percentage of survey requests that were completed by department and the average time taken for the survey to be completed experience feedback dashboard you can access the built in dashboard with hiring manager experience survey data by heading to reports > employee surveys and then clicking on hiring manager experience the surveys tab will show you the list of survey requests (along with their status) and the dashboard tab will show you the experience feedback dashboard if you have not been assigned permissions to view all hiring manager experience surveys, you will only see data on the surveys assigned to you