Executive Summary
Custom application-form question fields—also called screening questions—let you collect the exact candidate information you need during the job application process in PyjamaHR. This guide explains how to add, configure, and optimize custom questions, so you can screen candidates more effectively, collect documents, and streamline your hiring workflow.
Detailed Overview
What are Custom Application-Form Question Fields?
Custom application-form question fields (often called “screening questions” in PyjamaHR) are additional fields you add to your job application forms to collect information beyond the standard fields (like name, email, and CV). These can include questions about experience, location, salary expectations, skills, document uploads, and more.
Why Use Custom Questions?
- Targeted Screening: Filter candidates by must-have criteria (e.g., location, years of experience, certifications).
- Document Collection: Request uploads for licenses, cover letters, or work samples.
- Process Optimization: Reduce manual follow-up by collecting all required info upfront.
- Data-Driven Decisions: Compare candidates on the exact criteria that matter to your organization.
Where Do Custom Questions Appear?
- On the candidate-facing application form for each job.
- In the candidate profile within PyjamaHR, visible to recruiters and hiring managers.
- In CSV exports and the Compare Candidate view for easy analysis.
Integration with Other Features
- Candidate Filtering: Use responses to filter or shortlist candidates.
- Attachments: File upload questions store documents in the candidate’s profile.
- Cloning Jobs: Custom questions are copied when you clone a job, saving setup time.
Step-by-Step Guide: Adding Custom Application-Form Questions
Prerequisites
You must have permission to create or edit job postings.
Decide what information you want to collect (e.g., location, salary, documents).
1. Create or Edit a Job Posting
Go to the Jobs section in PyjamaHR.
Click Create Job or select an existing job and click Edit.
2. Navigate to the Application Form / Screening Questions Section
Look for the Application Form or Screening Questions tab/section.
[Screenshot: Job creation/edit screen with Application Form tab highlighted]
3. Add a New Custom Question
Click Add Question or + Add Screening Question.
Choose the question type:
Short Answer (text input)
Multiple Choice (single or multiple select)
Yes/No
Numeric
Dropdown (see note below)
File Upload (for documents like licenses, cover letters, etc.)
[Screenshot: Add Question dialog with field types visible]
4. Configure the Question
Enter the Question Label (e.g., “Current Location”, “Expected Salary”, “Upload Work Authorization”).
For multiple choice/dropdown, enter all possible options.
Mark the question as Mandatory if required.
(Optional) Add help text or instructions for candidates.
[Screenshot: Example of a configured question, with “Mandatory” toggle highlighted]
5. Arrange Questions (Order/Grouping)
Questions appear in the order you add them. Currently, reordering is not supported (see Best Practices for workarounds).
6. Save and Publish
Click Save or Publish to update the job posting.
The custom questions will now appear on the candidate application form.
Advanced Usage & Best Practices
Power User Tips
Cloning Jobs: If you frequently use the same set of questions, clone an existing job. All custom questions will be copied, saving setup time.
File Uploads: Use the “File Upload” question type to collect documents (e.g., licenses, cover letters, assignments). These files are stored in the candidate’s profile.
Filtering: For best filtering, use Yes/No, Multiple Choice, or Numeric question types. Free-text answers can’t be filtered directly.
CSV Export: Download candidate data (including custom question responses) from the Compare Candidate view for offline analysis.
Optimization Strategies
Keep Application Forms Short: Only ask for essential information to reduce candidate drop-off.
Stage-Specific Questions: Currently, all questions are asked at application. If you need to collect more info later, follow up via email or use the Attachments section in the candidate profile.
Location Filtering: If you need to filter by country and the built-in location filter isn’t sufficient, add a custom question like “Do you currently live in [Country]?” or a dropdown for country selection.
Do’s and Don’ts
Do:
- Make critical questions mandatory to ensure data completeness.
- Use clear, concise labels and instructions.
- Use file upload fields for document collection.
Don’t:
- Don’t add too many questions—long forms reduce completion rates.
- Don’t rely on free-text fields for filtering or bulk analysis.
- Don’t expect to send forms to candidates after the initial application (not currently supported).
Troubleshooting & Common Issues
Issue: Custom Questions Not Visible on Application Form
Check if you saved/published the job after adding questions.
If you edited the job after posting to LinkedIn or other job boards, some platforms may not sync new questions automatically.
Try a hard refresh (Ctrl+F5) to clear browser cache.
Issue: Candidate Responses Not Showing in Profiles
If candidates applied before questions were added, their profiles won’t have responses.
For jobs posted via LinkedIn, sometimes screening questions are not captured due to LinkedIn’s posting process. This is a known limitation—new candidates after the fix should have responses.
If you cloned or reposted a job, double-check that questions are present and marked as mandatory.
Issue: Candidates Skipping Mandatory Questions
Ensure the “Mandatory” toggle is enabled for each question.
If candidates are still able to skip, contact support with the Job ID and candidate details.
Issue: Filtering by Custom Fields Not Working
Only Yes/No, Multiple Choice, and Numeric fields support direct filtering.
For other types, use the Compare Candidate view or export data to CSV.
Issue: Lost Data After Editing Questions
If you remove or change a question after candidates have applied, their previous responses may not be visible.
Best practice: finalize your questions before publishing the job.
Issue: Dropdown Options Display as Long Lists
Currently, all options display as a list, not a true dropdown. This is a known UI limitation. For long lists, consider grouping or simplifying options.
When to Contact Support
If candidate responses are missing for all applicants after you’ve added mandatory questions.
If file uploads are not appearing in candidate profiles.
If you encounter persistent UI bugs or syncing issues with job boards.
Comprehensive FAQ
1. Can I add custom fields to the application form for each job?
Yes, you can add as many custom questions as needed to each job’s application form.
2. What types of questions can I add?
Short answer, multiple choice, yes/no, numeric, dropdown (as a list), and file upload.
3. Can I make questions mandatory?
Yes, toggle the “Mandatory” option when adding each question.
4. Can I filter candidates by their answers?
You can filter by Yes/No, Multiple Choice, and Numeric questions. Free-text answers are not filterable.
5. Can I collect documents (e.g., licenses, cover letters) via the application form?
Yes, use the “File Upload” question type.
6. Can I send a form to candidates after they apply (e.g., for additional info)?
No, currently all questions must be included in the initial application form. Follow-up forms are not supported.
7. Can I save a repository of questions for reuse across jobs?
Not directly. However, you can clone a job to reuse its questions.
8. Can I reorder questions after adding them?
Currently, questions appear in the order added. Reordering is not supported.
9. Why are some candidate responses missing?
If questions were added after candidates applied, or if there was a sync issue with a job board (e.g., LinkedIn), responses may be missing.
10. Can I add custom fields to imported candidates?
Custom fields are tied to the application form per job. For bulk imports, you can include custom data in the CSV if the format matches.
11. Can I customize dropdown options for fields like Department or Experience Level?
Currently, these are system fields. For custom options, use a custom question.
12. Where do uploaded files appear?
In the candidate’s profile, under the Attachments section.
13. Can I export candidate responses to custom questions?
Yes, use the Compare Candidate view and export to CSV.
14. What happens if I edit or remove a question after candidates have applied?
Previous responses may not be visible. Avoid editing/removing questions after publishing.
15. Why can candidates apply without answering mandatory questions?
Check that the “Mandatory” toggle is enabled. If the issue persists, contact support.
Related Features & Next Steps
Cloning Jobs: Use to replicate jobs with the same custom questions.
Compare Candidate View: Analyze and export candidate responses.
Attachments Section: Store additional documents post-application.
Candidate Filtering: Use responses to shortlist candidates.
CSV Import: Add candidates in bulk with custom data fields.
Recommended Articles:
- How to Clone a Job Posting in PyjamaHR
- Filtering and Shortlisting Candidates Using Screening Questions
- Managing Candidate Attachments and Documents
- Exporting Candidate Data to CSV
Summary Table: Key Actions
Task | Where | How |
Add custom question | Job > Application Form | Add Question button |
Make question mandatory | Question config | Toggle “Mandatory” |
Collect documents | Question type | File Upload |
Filter by answer | Candidate list | Use filter for Yes/No, Multiple Choice, Numeric |
Export responses | Compare Candidate view | Export to CSV |
Reuse questions | Clone job | All questions copied |
Still have questions?
If you encounter issues not covered here, please contact PyjamaHR Support with your Job ID and a description of the problem for prompt assistance.
This article is based on real customer scenarios and the latest PyjamaHR workflows as of June 2024. For feature updates, check the PyjamaHR Release Notes.