Sourcing Forms
Sourcing forms give candidates who are interested in your company, but haven't yet actively applied, a way to share their details with you. They allow candidates who don't see a job that fits their skill set on your job board to register their general interest in future roles. You can send a link to your form or forms so candidates can sign up to join your talent community and stay in the loop on new opportunities.
Sourcing Forms are available on all plans:
Foundations | Legacy Plus | Plus | Enterprise |
|---|---|---|---|
✅ | ✅ | ✅ | ✅ |
Overview
Sourcing forms are now available to capture and maintain candidate interest, particularly if there isn’t a suitable open role at the time. You can also automate adding signed up candidates to your projects to create talent pools and assist with sourcing for future roles.
If you’re planning to create a talent pool, we’d recommend setting up a project to add candidates to first. For more on setting up projects, check out ProjectsProjects.
To create a form, navigate to Sourcing, then Forms. Click + New to create a new sourcing form. Add in a title for your form and click Submit.
Configuring the form
Click Configure Form to start setting up your form.
By default, the form will ask for the candidate’s name and email address. You can click Add Question to add additional fields for the candidate to complete.
You can add the following fields:
- Short Answer Single line of unformatted text. LinkedIn url responses will be auto-populated on the candidate's profile.
- Long Unformatted Answer Multiple lines of unformatted text.
- Phone Only domestic or international phone numbers.
- Email Only valid email addresses.
- Multiple Choice Select a single option.
- Checkboxes Select multiple options.
- Date Only dates that can be selected via a date picker.
- Yes/No Yes, no, or, if not required, no answer.
- Number Only allows whole numbers (e.g. 1) or decimals (e.g. 1.5).
- Resume Upload a single file and set it to the candidate's resume field. Can only be added once to a form.
- Candidate's location Set the candidate's location. Can only be added once to a form.
- Other location Allow another location to be added to the referral.
- URL A clickable link to a website.
- Candidate's Education History See the candidate's education history. Can only be added once to the form.
When adding the candidate's education history field to your form, you will be able to specify the information asked for. You can opt to include or exclude the school, degree, field of study, start and end date fields as needed. Check the Allow multiple entries checkbox to allow those completing the form to add multiple qualifications. You can also set a minimum and maximum number of entries using the Min and Max fields.
Information added to this field will always complete the Education section of the candidate's profile.
The fields you add to your form can also be reported on.
If your form is looking a little long, click Add Section to add a new section. You can click and drag questions across sections to organize your form as needed.
Automation Rules
Automation rules can be added to your form setup. Candidates meeting specific criteria will automatically be added the projects you specify in Ashby on completion of the sourcing form.
To set up automation, click Configure Automation Rules, then Create a Draft Configuration on the following pop-up.
From there, create a draft automation by clicking + Add Field to Match in the Condition section to select the fields and responses that would signify the candidate should be added to the specified project. Use the Project drop-down to determine the project the candidate would then be added to.
To add additional automation rules, click + Create New Automation Rule. This option allows you to create additional sets of criteria that would result in the candidate being added to a different project (for example, adding them to a Customer Support project if their response confirms their interest in working in that department).
If no conditions are set, all candidates who submit the form will be added to your specified project.
Once all of your automation rules are in place for the form, click Activate Draft Configuration to enable the automation rules.
Form Page Info
In the Form Page Info section, you can add a public and internal title to your form, determine the source applied to candidates who are added to Ashby via your form and more.
- Title: The name of your sourcing form. This is a public title that candidates will see.
- Header Description: This description is displayed below your title and above the form that the candidate completes.
- Footer Description: This description is displayed underneath the form fields that the candidate completes.
- Success Message: The message that will show to candidates after they have successfully submitted the form.
- Submit Button Text: Determine the wording on the button to submit the form.
- Slug: The last segment on the form’s page URL. If this is left blank, the form’s ID will be displayed instead. If you'd like to create a QR code for your sourcing form, click QR Code, then Download.
- Internal Title: An internal name for your sourcing form.
- Source: Determine the source applied to a candidate added to Ashby via the form. More on creating sources at Source Types and Sources Source Types and Sources .
- Confirmation Email Template: Determine the email template sent to candidates after they’ve submitted the form. The confirmation email will come from [email protected]. More on creating email templates at EmailsEmails. Please note: Only substitution tokens for candidate information can be used in a template for your sourcing form.
Publishing the form
Once your form, automation and form settings are in place, you can publish your form by clicking the Draft drop-down under the form title and selecting Publish.
Once the form is published, the options to view the form and copy the form URL will then be available on the right-hand side of the page.
If you’d like to add the sourcing form to the bottom of your job board, copy the form URL using the Copy URL button and navigate to Admin > Job Board > Themes (Job Board).
You’ll then be able to add the form URL to a message in the Bottom Description field, either by adding the URL directly or by using the Link option in the toolbar to create a hyperlink.
