Hiring Manager Experience Surveys

ashby's hiring manager experience surveys enable recruiting and talent teams to incorporate customized, automated surveys and reporting into their workflow ashby sends these surveys to your hiring managers after a successful hire to gather feedback for the primary recruiter and the overall recruiting process and partnership the feature integrates seamlessly with your recruiting workflow to solicit feedback from your hiring manager partners you can customize the survey to fit your needs while ashby provides default questions for standard recruiting process pillars (more on that below) you have the choice of automated or manual enrollment for ongoing or one off feedback requests as needed this article 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 getting started with hiring manager experience surveys in ashby? for a deeper walkthrough of the full workflow — from configuring surveys and automation to requesting feedback, managing responses, and reviewing results in reporting — take the hiring manager experience surveys course https //academy ashbyhq com/course/hiring manager experience survey in ashby academy if you’re planning your rollout, the rolling out hiring manager experience surveys https //academy ashbyhq com/blog/rolling out hiring manager surveys playbook is a practical guide for setup, rollout planning, and stakeholder communication permissions and access hiring manager experience surveys are available on the plus and enterprise plans foundations legacy plus plus enterprise ❌ ❌ ✅ ✅ the table below outlines the permissions required for key hiring manager experience survey actions action minimum permission required configure surveys (forms, settings, and automation) organization admin create manual survey requests elevated access with a hiring manager access role or higher for the relevant job or team complete a survey and provide feedback hiring manager (survey recipient) edit submitted survey responses hiring manager (their own submissions only) view own assigned survey results hiring manager (by default) view all survey submissions any user with the has hiring manager experience survey access permission enabled by an org admin (results are further limited by job and team access roles); org admins have this permission by default assign survey visibility permissions to others organization admin access survey reports and the experience feedback dashboard any user with the has hiring manager experience survey access permission enabled (org admins have this by default; others require it to be toggled on by an admin) see the hiring manager experience surveys docid\ fl73j4cypi6sf86h7tzra section below for how to grant access to hiring manager experience surveys to individual users survey setup to survey completion the loom below 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 and configuration you must have ashby admin access to configure hiring manager experience surveys to configure hiring manager experience surveys, navigate to admin > jobs & applications > employee surveys the screenshot below shows 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 shows the location of the hiring manager experience survey under admin > organization setup > employee surveys after you create a new survey or edit the existing default, a pull out section appears 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 shows the configuration window to build a hiring manage experience survey form form here you can view the default survey questions 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 six default questions designed to cover core pillars of recruiting feedback these questions are optional, and other custom questions and question types can be added however, these six questions are special in that they are used in the default dashboard and template reports for aggregates and averages we recommend using at least the overall feedback question to gather a baseline score when you add a new question to a survey form via the add question option, a menu of options appears screen shot 2024 05 06 at 10 23 11 am png the six 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 net promoter score (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 you can only add each of these questions to a form once if they are already on your form, these questions appear 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 respondents do not see), and determine your reminder number and cadence number of reminders determine the total number of reminders to send to your respondent reminder period determine how often reminders are sent shows the settings tab of the hiring manager experience survey configuration window if all reminders have been sent, the survey is still listed as a task on the hiring manager's profile instructions here you can determine the instructions your hiring managers see when completing the form instructions can be configured with rich text and links to any additional information you want recipient hiring managers to review before submitting their scores shows the instructions tab of the hiring manager experience survey configuration window we recommend providing at least a minimal set of instructions, as these are presented alongside every survey request automation when survey automation is enabled, ashby creates a survey request after a hire is made in that process, ashby first evaluates whether 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 does the following identify the appropriate hiring manager ashby uses the hiring manager assigned to the hired job consideration (jc) 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 send the survey request ashby sends the survey request to the hiring manager identified in step 1 if the hiring manager is missing or the selection is ambiguous (for example, more than one hiring manager is assigned), ashby creates a draft survey request in this case, the recruiter is expected to review the survey request and assign a hiring manager manually the primary recruiter is optional if the recruiter is identified, they are 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 have the option to configure 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 is sent to the hiring manager so they can provide feedback hiring manager any time a new hire is made, the hiring manager is asked for feedback, but is only asked once per specified interval (for example, once per 90 days) hiring manager and recruiter when a new hire is made, the hiring manager is asked for their feedback, but only once during the specified interval per individual recruiter they work with for example, if brian is a hiring manager and two hires are made with sheila as the recruiter, brian receives one survey if those hires were made within the 90 day interval however, if a new candidate is hired with brian as the hiring manager and arthur is the recruiter, brian receives another request for feedback if the hire is made within that 90 day interval shows survey cooldown settings options interval when setting your interval, you can choose to set it by days, weeks, months, quarters, or years shows setting an interval for a set period of days permissions by default, hiring managers can see the surveys they are assigned and their own results hiring managers have the option to edit their submissions if needed (more on that below) to grant users broader visibility into survey submissions, an admin assigns the relevant permissions on each employee's profile visit an employee profile and go to the permissions tab select the toggle for has hiring manager experience survey access to yes visibility of results is still limited to any team and job access roles this user may have assigned that is, a user can only see survey results from hiring managers for teams and jobs they have general access to shows the permissions tab in an employee profile and the "has hiring manager experience survey access" setting toggled on requesting and completing hiring manager feedback surveys creating a survey request if survey automation is enabled, feedback requests are created and delivered automatically as configured otherwise, users can request feedback on a one off basis by creating a hiring manager experience feedback request from the candidate profile, navigate to the more menu select create hiring manager experience survey request shows the option to creating a hiring manager experience survey request under the more menu in the top right a manual survey request automatically attempts to populate the required fields based on the hiring team information on the job consideration, but you are given a chance to review and edit the request before creating it specify the survey to deliver identify the job consideration (jc), if there are multiple specify the hiring manager optionally specify a primary recruiter the default information is pulled from the hiring team information on the profile shows the options for configuring a hiring manager experience survey request after an automated or manual survey request is created, it is visible as an activity on the profile until completion additionally, the initial request event is logged in the candidate's activity feed shows the survey activity displayed on the candidate's profile and the survey request timestamp submitting feedback as a hiring manager upon survey creation, ashby creates a task on the hiring manager's surveys section of their home page and emails them a notification requesting survey completion the survey tasks for the hiring manager the specific survey details for each request, identifying the recruiter they partnered with shows the hm experience survey task listed on the ashby home page of the hiring manager when following the survey request to complete feedback, the hiring manager sees an initial page that summarizes the request context the primary recruiter they worked with is cited here (if provided) if the recruiter is not provided with the survey request, "submit hiring manager feedback" is 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 shows the context of the hiring manager experience survey request, including instructions provided the hiring manager can use the enter feedback button or the your feedback tab to complete the survey questions after submission, they see a summary of their survey status (1) and have the option to edit their answers if needed (2) shows feedback entered on a hm experience survey in the your feedback tab reporting ashby provides the ability to create custom reports on all hiring manager experience survey requests this can be done by building a report on the hiring manager experience surveys reporting subject from this subject, you have access to the initial request metadata, the submission's custom survey questions, and the six default questions, which aggregate across all custom surveys shows the available fields under the hm experience survey subject template reports and 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 the report builder page with hiring manager experience report templates listed 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 alerts 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 completed by department and the average time taken for the survey to be completed hm experience nps score the nps score of your hiring manager experience surveys using the standard formula % of promoters % of detractors experience feedback dashboard you can access the built in dashboard with hiring manager experience survey data by navigating to reports > employee surveys and then clicking hiring manager experience the surveys tab shows the list of survey requests (along with their status) and the dashboard tab shows the experience feedback dashboard if you have not been assigned permissions to view all hiring manager experience surveys, you only see data on the surveys assigned to you shows the hiring manage experience dashboard