Configure Pre-Hire Questionnaire Templates

You can create pre-hire questionnaire templates to gather personal information from candidates as part of their hiring.

Role feature access: Recruiting Setup > Pre-Hire Configuration

Candidates receive an email with a link to the questionnaire. The message body, signature, and subject line in these emails use the company name defined in the Client Name used in Correspondence property in Recruiting Setup > Client Properties. If this value is empty, the Name value in Site Setup > Client, in the Properties tab, is used instead.

The information provided by candidates is stored in Dayforce and appears in the candidate's hire form when you go to the Candidates tab of Recruiting > Job Requisitions, select the candidate, and click Hire. You can update the information there, if needed.

When candidates are hired, the system uses the latest values in the hire form to populate the employee records. As a result, the employee properties you use in the questionnaire template should also be in the hire form. Otherwise, values for those properties will not get attached to the employee record.

Note: To find out how to add employee properties to the hire form, See Add Employee Property Grids to XML Forms in the XML Forms Guide.

There is a default template to get you started in Recruiting Setup > Pre-Hire Questionnaire Configuration. You can select this default, click Copy to create a duplicate to work with, and then rename the duplicate in the Name field.

To create a new pre-hire questionnaire template:

1. Go to Recruiting Setup > Pre-Hire Questionnaire Configuration.
2. Select Add. Or, copy an existing template and rename its duplicate.
3. Enter the name and description of the pre-hire questionnaire template.
4. Note: The system assigns a unique reference code that you can’t create or change.
4. (Optional) Use the Instructional Note field to add information that will appear at the top of the pre-hire questionnaire when candidates open it. Use its Localize button to include instructions in other culture settings.
5. Select Request Confidential Identification if you want to collect information with the following fields: Identification Type, Issuing Country, Place of Issue, Effective From, Effective To, Issue Date, Expiry Date, and Identification Number.
6. Select Request Emergency Contacts if you want to collect information with the following fields: Primary Contact, Country, Phone Number, Email, and Relationship.
7. Select Enable Enhanced Gender to configure whether candidates see legacy or enhanced employee gender options when they fill out pre-hire questionnaires. See Choose Employee Gender Options for Custom Questionnaire Templates.
8. In the Questionnaire Fields section, click Add to include more fields.
9. Click the Localize button in this section to change the field names for different locations. This is useful when countries use different terms, such as Social Security number (SSN) in the United States and National Insurance Number (NIN) in the United Kingdom.
9. In Field Type column, select the type of information you are requesting. Choose from PII Field (personal identifiable Information field) or Employee Property.
10. In the Field Name column, select from the list of options.
11. Note: This column lists all employee properties configured under HR Admin > Employee Properties, but you should only use properties that are in the hire form.
11. If the candidate must provide the information, select the Required checkbox. The questionnaire shows a red asterisk next to the required fields.
12. Continue adding fields. Select Move Up or Move Down to change their order.
13. To make the pre-hire questionnaire template visible and available for users to choose in Recruiting, select Active. You can clear this checkbox later to remove the template, if needed.
14. To make the pre-hire questionnaire template the default template choice on job requisition forms when users create a new job requisition, select Default Selection.
15. Select Save.

Delete Templates

If you don’t need a pre-hire questionnaire template, select it and click Delete.

The Delete button isn’t available for the default template, or for templates that are already assigned to candidates. If you no longer need a template that's in use, clear its Active checkbox.