Quality of Hire Surveys

once a candidate is hired, you can send out surveys to assess employee success and performance you can create and send a series of surveys to the newly hired employee's direct manager, with each step of the series timed by the employee's start date (set as part of the employee's offer) getting started with quality of hire in ashby? for a deeper walkthrough of the full workflow — from understanding what signal to collect, to configuring surveys, sequences, and automation, to managing enrollments and using reporting to improve hiring — take the quality of hire course https //academy ashbyhq com/course/quality of hire in ashby academy if you’re planning your rollout, the rolling out quality of hire playbook https //academy ashbyhq com/blog/rolling out quality of hire?site template id=69cbe18248841412e709ea21 is a practical companion for stakeholder planning, building the form and sequence, and communicating the program internally looking for information on reporting on your quality of hire results? check out quality of hire reports docid\ gpi3euen57 bs2gcemhk permissions & access quality of hire surveys are available on the legacy plus, plus, and enterprise plans foundations legacy plus plus enterprise ❌ ✅ ✅ ✅ the below permissions levels are required for various actions related to the creation, usage, and viewing of qoh surveys action minimum permissions required create forms and sequences organization admin enroll, bulk enroll, reassign, or stop a survey elevated access + a job/team/location access role covering the relevant candidate view qoh data beyond your own assigned surveys quality of hire access role (granted separately) grant the quality of hire access role to others organization admin what is quality of hire? quality of hire refers to assessing whether your interview and hiring process identifies candidates who will succeed as employees quality of hire differs from standard performance review processes in a few key ways quality of hire is designed to begin assessment of employee success as early as possible quality of hire is designed to give your talent team feedback on their recruiting process, primarily to improve interview process and assessment early identification of signals that correlate with employee performance below or above expectations quality of hire is designed to be low overhead and quick to minimize management costs in ashby, the quality of hire feature consists of setting up a survey sequence delivered to the newly hired employee's direct manager the sequence consists of a customized set of steps timed from the employee's start date, and at each step a survey is delivered to the manager for example, a fairly common quality of hire process is a 30/60/90 day assessment, in which the hiring manager submits their new employee assessment 30, 60, and 90 days from the employee's start date in ashby, the survey sequence steps are customizable in both number and duration between deliveries, along with the survey form delivered at each step of a quality of hire sequence overview the following video provides an overview of quality of hire surveys you can also read the instructions below configuring quality of hire sequences and forms configuring your quality of hire surveys consists of two steps creating your quality of hire forms for managers to complete, and setting up survey sequences to determine which form is sent to the hiring manager and when creating a new survey form to create your quality of hire form, navigate to admin > jobs & applications > employee surveys https //app ashbyhq com/admin/organizational settings/employee surveys/quality of hire click + new form to start building a new survey enter a title for your new survey form screenshot of the employee surveys page with the + new form button highlighted the overall assessment question asking the manager to rate the employee's performance from 1 to 5 is added to the form by default although this question can be deleted, we highly recommend keeping it on all forms as it is used as the rating in reporting this question can only be added once per form screenshot of the survey form editor showing the numbered action buttons create a copy of the survey archive the survey the survey cannot be used moving forward but can be restored at any time re order the sections of the survey delete a question on your survey add a new question to your survey or a section of your survey delete a section of your survey adding a new question you can add the following question types to your survey form short answer a single line of text (unformatted) long unformatted answer allows for multiple lines of unformatted text phone only domestic or international phone numbers email only valid email addresses multiple choice select a single option from the list checkboxes allows you to select multiple answers from the list date selected via a date picker yes/no only yes or no answers if not required, no answer can be left number only whole numbers or decimals are permitted quality of hire rating this question can only be added once per form and serves as the quality of hire rating for reporting linear rating add a value between 1 and 10 there is also the option to add comments open this to view some quality of hire example questions below are some topics and examples of quality of hire questions you could add to your survey forms meeting expectations long unformatted answer — what expectations or objectives do you have for this person at this point in their tenure? yes/no — are these expectations being met? long unformatted answer — add any further comments or feedback here screenshot showing an example meeting expectations section in the survey form editor resources yes/no — are we providing this person with the knowledge and training needed to meet those expectations? long unformatted answer — add more information here if any additional resources are needed or have been requested screenshot showing an example resources section in the survey form editor onboarding progress yes/no — is the employee making satisfactory progress in their onboarding? yes/no — does the employee have a clear understanding of their onboarding targets or goals? long unformatted answer — add any details on their onboarding progress or achievements towards targets screenshot showing an example onboarding progress section in the survey form editor creating a quality of hire survey sequence navigate to admin > jobs & applications > employee surveys https //app ashbyhq com/admin/organizational settings/employee surveys/quality of hire click + new sequence to start setting up your sequence screenshot of the + new sequence dialog give your sequence a title, determine the cadence (standard defaults are provided, with the option to create your own), select your survey form, and confirm your sequence setup screenshot of the sequence setup wizard showing cadence and form selection after you create your draft sequence via the setup wizard, you land at a configuration review from this page, you can review your sequence details and edit anything as needed steps in the steps tab, you can add, remove, and edit the steps of your survey screenshot of the steps tab showing sequence configuration options with numbered action buttons archive the sequence new hires can't be enrolled in the sequence when it's archived the sequence can be restored at any time save your edits once saved, the sequence is available to use if you save a draft sequence, its status updates from draft to configured your sequences are listed with their status and a clear indication of whether automation is enabled or disabled specify the unit used for measuring the employee's tenure can be set to days or months adjust the number of days or months for the next step of the sequence to be triggered adjust the survey form sent as part of the survey step delete a step in the survey sequence add a step to the survey sequence instructions use the instructions tab to add any instructions to show to the hiring manager when completing the survey form you can also link out to any internal resources that will help your hiring manager complete their feedback screenshot of the instructions tab automation in the automation tab, you can set up automation for your survey sequence when automation is enabled, ashby attempts to automatically enroll hiring managers in sequences for newly hired candidates ashby does this by identifying the hiring manager associated with the hired candidate and extracting the start date from the offer letter you can set the automation to auto enroll all new hires, or set up custom automation rules only new hires that match the criteria set are automatically enrolled in the survey sequence screenshot of the automation tab showing automation settings and enrollment rules use the automation settings drop down menu to choose whether to automatically enroll all new hires, or only those who meet custom conditions the + add field to match option allows you to add additional conditions that the employee must meet to be auto enrolled into a sequence (if using custom automation rules) option to remove a rule from custom automation rules activate draft configuration confirms your custom automation rules so they are applied to new hires going forward discard draft configuration removes the conditions you have set up as part of your custom automation rules enrolling new hires the following video provides an overview of enrolling new hires you can also follow the steps below if your team has opted not to use automated enrollment, you have the option to enroll any hired candidate from their candidate profile page there are three steps click + new activity on the hired candidate profile select quality of hire screenshot showing the + new activity button on a hired candidate profile review the survey to be sent, the recipient (or manager), and the start date provided, then click enroll after completing these steps, the hiring manager is enrolled to receive surveys once the hired candidate joins as an employee bulk enrollment reviewing recent hires recruiters can review their recent hires from reports > employee surveys https //app ashbyhq com/employee surveys/enrollments/list , where they can select the recent hires https //app ashbyhq com/employee surveys/enrollments/recent hires tab to review all hires and their enrollment status this is a place to identify any missing or pending enrollments screenshot of the recent hires tab showing hire enrollment statuses bulk enrolling candidates when reviewing recent hires, you can also take a bulk enrollment action after selecting any candidates of interest using the checkboxes in the select all column, click the bulk enrollment button select a quality of hire sequence ashby automatically enrolls the candidates, and any candidates with missing information are flagged for manual resolution screenshot showing the bulk enrollment candidate selection and button survey submission and notifications when a hiring manager has a survey due, ashby creates a task on their home page as a reminder screenshot of the hiring manager's home page showing a quality of hire survey task each user can also configure their personal notification settings https //app ashbyhq com/settings/notifications for quality of hire surveys to receive an email notification or a slack message if the slack integration is set up users can submit their score and results directly within slack screenshot of a slack quality of hire notification showing score submission options the hiring manager receives the following notifications a notification when the request is created after three days, ashby sends the first reminder ashby sends daily reminders until the next step starts when the survey sequence reaches its last step, reminders are sent for 30 days if ashby receives no response by then, the survey is marked as skipped and the process ends reminders for any step prior to the final step stop when the next step is reached for example, if you have a quality of hire survey sent at 30, 60, and 120 days reminders for the 30 day survey continue until 60 days reminders for the 60 day survey continue until 120 days reminders for the 120 day survey continue for 30 days only, until 150 days reassigning or stopping a survey if the survey recipient needs to be changed or a survey needs to be stopped completely, navigate to reports > employee surveys https //app ashbyhq com/employee surveys/enrollments/list click the enrolled candidate in question screenshot of the employee surveys enrollment list from here, you can choose to reassign or stop survey screenshot showing the reassign and stop survey options on an enrollment record providing access to quality of hire surveys and feedback with quality of hire surveys, hiring managers can only see the employees they are responsible for assessing if you'd like to allow other users to access quality of hire feedback, this section covers how to allow that wider access limited access users who are assigned to a quality of hire survey can access their assigned surveys, including past surveys with skipped steps, from the employee surveys card on their home page the card appears for users who are the recipient of a past or present quality of hire survey they do not need elevated access or the quality of hire access role to add feedback to an assigned survey to provide broader visibility into quality of hire enrollments and submitted survey results, an organization admin grants access on a team by team basis using a special quality of hire access role the quality of hire role can be granted for the entire organization, or limited to a specific team or set of teams the quality of hire role is not automatically included in organization admin permissions and must be granted separately as an additional access role screenshot of the admin panel showing the quality of hire role assignment settings faq help! i'm seeing a missing information error or tag after enrolling a new hire when automation is enabled, ashby attempts to identify the hiring manager and the employee's anticipated start date when this information is unavailable, the quality of hire sequence is generated in a "missing information" state, visible on the candidate's profile screenshot of a candidate profile showing a quality of hire sequence in the missing information state the recruiter can click the three dots on the quality of hire survey activity, then select view survey details to see where information is missing and add it when viewing the enrollments page at reports > employee surveys , ashby clearly identifies missing information screenshot of the employee surveys enrollments page with missing information highlighted the recruiter can click the hired candidate's name to open their enrollment details and provide the missing information screenshot of the enrollment details page showing fields where missing information can be entered what happens if a candidate is enrolled after they've already started? if a new hire is enrolled after their start date, sequence steps that have already passed are marked as skipped for example, an employee enrolled in a 30/60/90 day sequence on day 45 of their employment has the 30 day step marked as skipped similarly, if a sequence step receives no submission, it is marked as skipped at the time of the next step screenshot of a quality of hire survey showing skipped steps the manager can review any skipped steps and backfill results as needed who can see quality of hire results? hiring managers can only see the candidates they are responsible for assessing if you'd like to provide additional access to view quality of hire results, see providing access to quality of hire surveys and forms docid 8hgjn7fbdlsbnk1fk 2db how do i edit the survey details (who receives the survey and the candidate start date)? if a candidate's start date changes, you can update their quality of hire survey from the candidate's profile click the three horizontal dots to the right of the quality of hire survey activity and select view survey details screenshot showing the three dot menu on a quality of hire survey activity from there, select edit start date to set the employee's new start date and reschedule the survey accordingly the option to edit the start date is not available once the first step has been completed (submitted or skipped) select reassign to change the survey recipient click stop survey to stop the survey from being sent altogether screenshot showing the edit start date, reassign, and stop survey options when will the survey show up as a task for a user to complete on their home page? the survey is not released for completion until the day it is due for example, if the quality of hire survey is set to send after 30 days, the user is prompted to complete it 30 days after the employee's start date what happens if an employee leaves the company or is terminated within the quality of hire survey period? if an employee is terminated in ashby within the quality of hire survey period, the quality of hire survey status changes to employee terminated previous survey submissions remain accessible for more on terminating users in ashby, see how do i provision new users in my ashby account manually? docid\ jgh sn34vmmt0v5cezha8 can i resend quality of hire surveys that were skipped? a skipped quality of hire survey cannot be resent to the assigned hiring manager however, hiring managers can add feedback to any skipped stages by navigating to reports > employee surveys and clicking on the candidate in question they can navigate to the skipped stage of the survey and click add feedback to complete the survey screenshot showing the add feedback button on a skipped quality of hire survey step the assigned recipient can add feedback to the skipped stage as well if the recipient has limited access, select the employee surveys card on the home page open the relevant candidate and survey, navigate to the skipped stage, and select add feedback the employee surveys card appears for users who are the recipient of a past or present quality of hire survey what is the difference between the enrollment status and step status for quality of hire surveys? when viewing a specific quality of hire survey, you see both the enrollment status and the step statuses the enrollment status can be one of the following draft enrolled finished cancelled hiring manager deactivated employee terminated for survey step statuses, they can be one of the following future step feedback pending submitted skipped the skipped status is applied to survey steps when a candidate is enrolled after the window for that step has passed for example, if a candidate is 45 days into their tenure and a survey was due on day 30, that step is marked as skipped in this example, the enrollment status is enrolled and the three survey step statuses are skipped, skipped, and feedback pending screenshot showing a quality of hire enrollment with enrolled status and three survey steps marked skipped, skipped, and feedback pending