Create an Application Form for Employee Referrals and External Recruiting Agencies

If employees refer candidates or external recruiting agencies submit candidates on your behalf, you may need to collect information beyond the candidate's resume and contact details.

The Application Form for Agencies & Referrers feature allows you to create a custom application form that collects additional information during candidate submission. You can control which users see each question, whether responses are required, and which openings display the questions.

Note: If you don't see this feature in your account, contact Trakstar Support to learn whether it is available for your subscription.

You can watch the video below

Configure the Application Form

1. Navigate to Settings > Candidates Configuration > Application Form for Agencies & Referrers.

   

2. Click + Field to create a new application question.

   

3. Select the appropriate answer type for the question.

   

4. Enter the question and configure any available answer options.

   

5. Save your changes.
6. Repeat these steps until you've added all required questions.

Configure Question Settings

Each application question can be customized to control who sees it and how it behaves.

Choose Who Sees the Question

Specify whether the question appears for:

• Employee Referrers
• External Recruiting Agencies
• Both employee referrers and recruiting agencies

Mark a Question as Private

Enable Private if you want responses to be visible only to users with one of the following roles:

• Super Admin
• Recruitment Manager
• Job Admin

Make a Question Required

Enable Required to prevent users from submitting the application until the question has been answered.

Limit Questions to Specific Openings

Choose where the question appears:

• All openings, or

• Selected openings only

  

This allows you to tailor application questions for different hiring needs.

How the Application Appears

When an employee or recruiting agency submits a candidate, they are required to provide:

• Resume
• Candidate name
• Email address
• Phone number

They can also include additional notes.

Any custom application questions you create appear below the candidate's contact information as part of the submission form and must be completed according to the settings you've configured.

View Responses on the Candidate Profile

After a candidate is submitted, responses to the custom application questions are saved with the candidate's profile.

On the Profile tab, the responses appear:

• Below the candidate's contact information.

• Above the uploaded resume.

  

This allows recruiters and hiring managers with the appropriate permissions to review the submitted information alongside the rest of the candidate's profile.

Best Practices

• Use custom questions to collect information that isn't included on a resume.
• Mark only essential questions as Required to keep the submission process efficient.
• Use Private questions for information that should only be visible to internal hiring team members.
• Limit role-specific questions to the openings where they are relevant.
• Periodically review your application form to ensure questions remain accurate and up to date.

Have any questions?  We're here to help!  Reach out to the Support Team at hire@trakstar.com