Executive Summary
PyjamaHR’s interview feedback forms streamline the process of capturing, standardizing, and managing interviewer evaluations for every candidate. This guide explains how to configure, collect, and review feedback efficiently—ensuring unbiased, actionable insights at every stage of your hiring pipeline.
Detailed Overview
Interview feedback forms in PyjamaHR are designed to help organizations:
- Standardize candidate evaluations across interviewers and hiring stages.
- Customize feedback criteria for each job and pipeline stage.
- Maintain unbiased assessments by restricting feedback visibility.
- Centralize all feedback for easy access by authorized users.
When to use:
- After each interview round, to capture structured ratings and qualitative remarks.
- To inform hiring decisions with consistent, comparable data.
- To ensure compliance and auditability in your recruitment process.
Integration with other features:
- Feedback forms are linked to each candidate’s profile and the job’s hiring pipeline.
- Feedback visibility and access are governed by user roles and job assignments.
- Feedback data can be used in reporting and decision-making within PyjamaHR.
Step-by-Step Guide: Collecting Interview Feedback in PyjamaHR
Prerequisites
You must be added to the job as a team member (regardless of Admin or HR Manager access).
You must have the appropriate user role (e.g., Interviewer, Recruiter, Admin).
Feedback forms must be configured for the relevant pipeline stage.
1. Configuring Feedback Forms for a Job
(Screenshots: Job List > Edit Job > Hiring Flow > Stage Settings)
Go to the Jobs tab.
Select the job you want to configure.
Click Edit Job (top left, beside job title).
Navigate to the Hiring Flow section.
In the pipeline, locate the stage (e.g., Technical Interview, HR Round).
Click the three dots next to the stage and select Edit Feedback Criteria.
Add or modify skills/attributes (e.g., Communication, Technical Skills).
You can set fixed criteria for all interviewers.
Optionally, allow interviewers to add their own parameters when submitting feedback.
Save your changes.
Tip: You can edit feedback criteria even for running job posts.
2. Submitting Interview Feedback
(Screenshots: Candidate Profile > Feedback Tab > Add Feedback)
Ensure you are assigned to the job and have access to the relevant candidate.
Open the candidate’s profile.
Click on the Feedback tab.
Click Add Feedback (button at the top).
Complete the feedback form:
Rate the candidate on each skill/attribute (usually via a scorecard).
Add remarks in the text box (note: currently plain text only, limited to a small input area).
If the interview did not occur, add a comment in the remarks or on the candidate profile.
Click Submit.
Note:
- Feedback forms are mandatory for scheduled interviews; however, if the interview did not happen, you can simply add a comment instead of filling out the form.
- Interviewers can only submit feedback for candidates they have interviewed.
3. Reviewing Feedback
(Screenshots: Candidate Profile > Feedback Tab)
Only users added to the job can view feedback.
Interviewers can only see their own feedback, not feedback from other interviewers (to prevent bias).
Admins/HR Managers can see all feedback if they are part of the job.
Advanced Usage & Best Practices
Power User Tips
Pre-define skills/attributes for each stage to save time and ensure consistency.
Use the remarks section to capture qualitative insights, such as candidate strengths, concerns, or interview context.
For no-shows, clearly note in the remarks or as a comment on the candidate profile (do not assign a score if not required).
Optimization Strategies
Customize feedback forms for different roles or stages (e.g., technical vs. HR).
Regularly review and update feedback criteria to align with evolving hiring needs.
Use feedback data to inform debrief meetings and final hiring decisions.
Integration with Other Workflows
Feedback forms are part of the hiring pipeline—ensure your pipeline stages are well-defined.
Use feedback data in reporting and candidate comparison.
Do’s and Don’ts
Do: Add all relevant team members to the job to ensure they can submit/view feedback.
Do: Keep feedback objective and focused on the defined criteria.
Don’t: Expect interviewers to see each other’s feedback—this is intentionally restricted.
Don’t: Submit feedback via the mobile app (not supported yet; use the web browser).
Troubleshooting & Common Issues
1. Can’t See/Add Feedback
Cause: Not added to the job, even if you have Admin/HR Manager access.
Solution: Ask the job owner or admin to add you to the job team.
2. Interviewer Can’t See Other Feedback
Cause: Interviewer access is intentionally restricted to prevent bias.
Solution: Only Admins/HR Managers (who are part of the job) can see all feedback.
3. Mandatory Rating for No-Show Candidates
Issue: System may require a score even if the candidate did not attend.
Solution: Add a comment in the remarks or on the candidate profile stating the interview did not occur. If the system forces a rating, contact support with the job ID and candidate details.
4. Feedback Form Editor Limitations
Issue: Only plain text input, small text box.
Solution: Structure your feedback as clearly as possible; consider drafting in a separate editor and pasting in. Product improvements are under consideration.
5. Mobile App Limitations
Issue: Cannot submit feedback via the mobile app.
Solution: Use the PyjamaHR website via a browser.
6. Reminders for Unconducted Interviews
Concern: Will I keep getting reminders if the interview didn’t happen?
Solution: No, reminders are not sent for interviews that were not conducted.
Comprehensive FAQ
1. Can I customize the feedback form for each job or stage?
Yes. Go to Jobs > Edit Job > Hiring Flow > [Stage] > Edit Feedback Criteria.
2. Can interviewers see feedback from previous rounds or other interviewers?
No. Interviewer access is restricted to their own feedback to prevent bias.
3. I have Admin/HR Manager access but can’t see feedback. Why?
You must be added to the job as a team member to view feedback.
4. Can candidates see the feedback submitted about them?
No. Feedback is only visible to authorized team members within PyjamaHR.
5. How do I note that an interview did not happen?
Add a comment in the feedback remarks or on the candidate profile.
6. Is it possible to submit feedback via the mobile app?
Not currently. Use the web browser to submit feedback.
7. Can I use a rich text editor or add formatting to feedback?
No. The feedback form supports only plain text input for standardization.
8. Can I set fixed skills/attributes for all candidates in a job?
Yes. Configure these in the feedback criteria for each pipeline stage.
9. What if I want to edit feedback criteria for a running job post?
You can edit feedback criteria at any time via the job’s Hiring Flow.
10. Will I get reminders to submit feedback for interviews that didn’t happen?
No. Reminders are only sent for scheduled interviews that are conducted.
11. Can I allow interviewers to add their own feedback parameters?
Yes. You can enable this option when configuring feedback criteria.
12. What should I do if the feedback form forces a rating for a no-show?
Contact support with the job ID and candidate details for resolution.
Related Features & Next Steps
Understanding Access Types: Help Article
Configuring Interview Feedback Forms: Help Article
Setting Up Hiring Pipelines: Ensure your pipeline stages are well-defined for optimal feedback collection.
Reporting & Analytics: Use feedback data for hiring insights and process improvements.
Recommended Next Steps:
- Review your current feedback criteria for all active jobs.
- Add all relevant team members to each job to ensure smooth feedback collection.
- Provide feedback to PyjamaHR if you have suggestions for improving the feedback form experience.
Still have questions?
If you encounter issues not covered here, contact PyjamaHR Support with your job ID, candidate details, and a description of the problem for prompt assistance.
This article is based on real customer experiences and PyjamaHR’s current capabilities as of June 2024. For the latest updates, always refer to the in-app help center or contact support.