Forms are a great way to streamline your recruiting practice and create consistency across your recruiting and sales processes. Forms can be used to add custom questions to your job applications, or you can send a form directly to a candidate or client, allowing them to update their own information and save it to their Loxo profile.
Create a Form
To create a new form, please follow the instructions below:
Click on Settings on the navigation bar.
Navigate to Forms.
2. Click the blue '+ Add' button to create a new Form Template.
3. Name your form under "Title."
4. Add questions to your form! You can change the type of question using the "New question type" dropdown menu. Once you've selected the type of question you would like to use, click the blue + button, and the question will appear below.
Note: The "Record Field" question type ties back to your own fields in Loxo. So, if you are sending a form externally and want the recipient's answer to update a field on their Loxo profile, you can use the "Record Field" question type. You will even have the option to select from your own Custom Fields from your People Grid. Check out our guide on How to Add Custom Fields if you want to create a new field for this.
5. Drag & Drop to rearrange the order of the questions by using the stacked lines to the left of each question:
Note: You'll have to hover your mouse for these lines to appear!
6. There are settings at the bottom to share the form template with your team, to send an email notification when the form is completed, and to include your company logo on the form.
7. Be sure to click "Save" in the bottom right when you are finished setting up your form!
Completing a Form on the Profile Page
To add/attach a form to a candidate's profile, simply open their profile, head to the Intake panel on the right-hand side, then click the blue "+ Fill out form" button at the bottom. The completed form will be saved to the person's profile and can be accessed or edited at any point. These are great for interview templates to make sure your whole team is asking the same questions on interviews or when onboarding new clients!
Do note that if you have selected the "Send email when filled out" setting when creating the form, completing a form on a profile will not send a notification email.
Sending a Form
You can send forms directly to candidates and contacts for them to complete directly. The completed forms will be available on their records in Loxo, and can even be used to update Record Fields on their profiles based on their responses. Follow the steps below to send a form to a person in Loxo:
When drafting an email, use the "+Insert..." button in the bottom left corner of the email editor to add a link to your form. The Form Link Tag will populate directly into the body of the email and will send a unique URL to each recipient. The recipient will see the hyperlinked title of your form (so make sure you've named this something easily identifiable for both you and your candidates or contacts).
Note: Form Link Tags are available for use in any of your emails, including Outreach Campaigns and Email Automations. The URL generated by the Form Link Tag is custom and specific to each person, so if you send an email to John Doe, his responses will only appear on John Doe's profile in your database. The same is true if you send a form to multiple people at once. Their responses will only show on their profile where their email is saved.
Because Form Links are generated automatically as the email goes out, you should not copy & paste the form link from a previously sent email to send again in a new message. Instead, draft the new message and use the "+Insert..." button to add a Form Link Tag, which will generate a fresh link.
2. The recipient will use the link in the email to complete your form.
3. The sender of the form will get a notification email when the form has been completed.
4. All of the recipient's answers will show up directly in their profile! You'll access this from the 'Intake' panel on the right-hand side of the person’s profile:
Note: If you used any "Record Field" question types, those answers will also show up directly in the appropriate fields on their profile!
Share or Save a Completed Form
If you want to share a candidate's form answers with a client or hiring manager, you can save it as a PDF and send it to your client directly!
Open the completed form that you want to share from the Intake section of their profile.
Click Print and choose the "Save as PDF" option under “Destination."
Save to your personal storage or attach to an email.
Frequently Asked Questions
Who can delete a form template in Loxo?
Only the creator of the form template can delete that template.
Can I add a request to upload files with a Loxo form?
At this time, no question type will allow someone to upload a file. The best route to do this is to send candidates the Careers Page URL corresponding to the job, which will have a mandatory field that requires them to upload a resume file.
Who can view my form template?
If the "Share with Team" checkbox is checked, everyone on your team can access and use the form template you created. If the box is not checked, only the creator of the template can see and use the form.
Who can edit a form template in Loxo?
Whoever created the form template in Loxo can edit it, and if that template is shared with the team, anyone on the team can also edit the template.
Who can delete a filled-out form from a person's profile?
Only a Loxo admin can delete a form that has been filled out on a person's profile.
Why would I use a form?
If you want to make sure you are consistently recording the same information about your candidates or contacts in Loxo, you can create a form template that you fill out every time you meet or talk to a person. Or if you want to send out a form to a candidate or client so they can update their own Loxo record using the Record Field questions. Forms can also be used to add Custom Questions to your job application process through your Loxo Careers Page.