You can send pre-hire questionnaires to gather personal information from external candidates you intend to hire. The information they provide is stored in Dayforce and appears in the hire form when you hire them. You can update the information there, if needed.
Role feature access: Recruiting > Recruiting > Actions > Send Pre-Hire Questionnaire
Important: The recipient and sender must have valid business email addresses in their Dayforce profiles.
Request a Pre-Hire Questionnaire from Candidates
To send an email request to a candidate with a link to their pre-hire questionnaire:
- Go to Recruiting > Job Requisitions.
- Open the job requisition and click the Candidates tab.
- Select the external candidates that you want to send to.
- Click Contact > Send Pre-Hire Questionnaire.
- Select who the email will be from. The From list includes the hiring manager and recruiter, if their business email addresses are available. Your name is also included, if you have a valid business email and are neither of these individuals. The system email address from the Candidate Communication Email Address setting in Recruiting Setup > Client Properties is also listed.
- If your organization has configured more than one pre-hire questionnaire template, there is a drop-down list where you can select the appropriate template.
- Enter the number of days before the link will expire. The candidate will not be able to access the pre-hire questionnaire after the link expires.
- If any of the external candidates you selected didn’t yet accept their employment offer, there is text to inform you and a link that you can use to view the respective list of candidates. You are asked to acknowledge that you want to send them the questionnaire anyway.
- Click OK.
The candidate receives an email with a link to the pre-hire questionnaire. The information they provide is stored in Dayforce and appears in the hire form in the Candidates tab of Recruiting > Job Requisitions when you select the candidate and click Hire. You can update the information in the hire form, if needed.
Note: When candidates are asked to fill out the Gender section, they see applicable options depending on their country, and state or province. If they fill out a record for their state or province, they are required to fill out another record for their country, for federal reporting and payroll purposes.
Check the Statuses of Pre-Hire Questionnaires
In the Improved Recruiter Experience, you can view the status of pre-hire questionnaires sent to candidates in the Screening > Questionnaires tab of the candidate profile.
In the Classic Recruiter Experience, look for the following indicators in the Candidates tab that show the statuses of pre-hire questionnaires sent to individual candidates. Click them to see the details.
| Indicator | Description |
|---|---|
|
Pre-hire questionnaire has been sent. |
|
Pre-hire questionnaire has been completed. |
|
Pre-hire questionnaire has expired. |
Cancel a Candidate's Pre-Hire Questionnaire
You can cancel a pre-hire questionnaire if the candidate hasn't yet completed it or it hasn't expired. The candidate will be sent an email that it was canceled.
To cancel the questionnaire in the Improved Recruiter Experience:
- Click the candidate's name in the job requisition's Candidates tab to open their profile.
- Go to the Screening > Questionnaires tab and find the questionnaire.
- If you have permission, you can access the form and cancel it.
To cancel the questionnaire in the Classic Recruiter Experience:
- Find the candidate's name in the job requisition's Candidates tab.
- Click the Pre-Hire Questionnaire has been sent indicator ().
- Select Cancel Pre-Hire Questionnaire.
Send Pre-Hire Questionnaires Automatically
You can configure the system to send pre-hire questionnaire requests automatically after candidates accept a job offer for a job requisition.
The system sends the pre-hire questionnaire to the business email address of the sender. If this address isn’t available, the system uses the Candidate Communication Email Address value in Recruiting Setup > Client Properties.
To send pre-hire questionnaires automatically for a job requisition:
- Go to Recruiting > Job Requisitions.
- Open the job requisition and click the Details tab.
- Select the Send Pre-Hire Questionnaire Automatically checkbox.
- Select from the list of eligible senders in the From list.
- Select the pre-hire questionnaire template.
- Enter the number of days before the link will expire. Candidates cannot access the pre-hire questionnaire after this date.