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Survey Settings (Pre-Hire)

Valentina Donaghy
Updated

Accessing Survey Settings

  1. Open the Full RefAssured App View
  2. In the left-hand menu, select Surveys to view all surveys within your organization
  3. Click View or Edit next to the survey you’d like to copy into a performance evaluation, exit reference, and/or updated reference.
  4. In the top-right corner, select the Gear icon
  5. From here, you’ll see a variety of available settings that can be configured as needed.

Survey Types

  1. Pre-Hire Reference

General Settings

  1. Survey Brand: Configure the brand name displayed on pre-hire surveys (only applicable to customers who support multiple brands)
  2. Introduction: Configure the introductory message that reference givers will see when they open any survey type. Standard messaging is listed below, and each version can be customized to match your organization’s needs.
    1. Pre-Hire Reference Introduction: {{CANDIDATE_NAME}} is being considered for a position with {{SURVEY_BRAND}}. Your honest feedback about their past performance helps us make better hiring decisions.
  3. Communication Setup: Set the reference contact information required from candidates for each Survey Type. Options include email, mobile, email and mobile, and email or mobile.(Most commonly, “Email or Mobile” is enabled to streamline and speed up the process.)
    1. Report Names: Configure how survey results are named in reports. The naming convention defined in this section will determine the title that appears on the final generated report. This is fully customizable.
  4. Report Settings: Surveys can be customized at the individual survey level, offering greater flexibility and control. While these settings were previously only available at the candidate level, they can now be applied globally on a per-survey basis. Survey Report Setting Options:
    1. Show All Attribute Ratings: When checked, the report will show all attribute ratings instead of the five highest and lowest ones.
    2. Show Candidate Job Titles: When checked, the report will show the job title the candidate held when working with each reference.
    3. Show Reference Contact Information: When checked, the report will show the available contact information for each reference.
    4. Hide All Attribute Ratings: When checked, the report will hide all attribute ratings.
    5. Hide Company Brand: When checked, the report will hide the company brand associated with this request. This is most commonly used for vendor neutral requirements, government expectations, or marketing purposes.
    6. Anonymize Candidate Name: When checked, the report will anonymize the candidate's name. This is most commonly used for candidate marketing and business development opportunities.
    7. Anonymize Reference Names: When checked, the report will anonymize all reference giver names. This is most commonly used for candidate marketing and business development opportunities.
    8. Separate PDF Report per Reference: When checked, a separate PDF report will be generated for each individual reference.
  5. Hide Company Brand: When checked, the report will hide the company brand associated with this request. This is most commonly used for vendor neutral requirements, government expectations, or marketing purposes.
  6. Separate PDF Report per Reference: When checked, a separate PDF report will be generated for each individual reference.

Requirements

  1. References Requirements:
    1. Customize Relationship Type: Configure relationship types by Survey Types: edit names, control visibility, and set minimum requirements.
      1. Pre-Hire Default Settings: Include Manager, Coworker/Peer, and Direct Report. If these default settings do not apply to your organization, select the Pencil icon next to the relationship type to make the necessary updates and save.
      2. Hide Names as Needed: If you’d prefer to eliminate some relationship types and only want visibility into specific ones, select the Eye icon to hide the relationship type.
      3. Set Minimum Requirements: The minimum requirements set must be met before the candidate can proceed with submitting the form. To adjust by Survey Type, select the Plus and Minus buttons.
        1. Healthcare Staffing (Pre-Hire): Due to Joint Commission requirements, healthcare staffing typically requires two professional references, one from a Manager/Charge and the second from a Manager/Charge, Coworker/Peer, or Direct Report.
        2. Other Industries (Pre-Hire): Commonly require two professional references, one from a Manager and the second from a Manager, Coworker/Peer, or Direct Report.
  2. Present Option: Control how candidates can specify the duration of their history with references. When enabled, candidates will have the ability to select “Present” as the duration of the reference history. (Most commonly disabled for healthcare staffing and enabled for other industries.)
  3. Employment Dates vs Relationship Dates: When enabled, the candidate will be asked to input the dates of their employment instead of the dates they worked with their reference. The reference will not be asked to confirm this information on their survey. (Most commonly disabled for healthcare staffing, but enabled for other verticals.)
  4. Date Format: Select the date format you'd like candidates to use when providing the time frame they worked with their references by Survey Type. Options include Month and Year or Year only. (Most commonly Month and Year is enabled for Healthcare Staffing and Year only for other industries). If Month and Year are selected, proceed to the History Limit. If Year only is selected, disregard History Limit settings.
  5. History Limit: Select the number of months to limit the candidate or employee's references by how recently they worked together at the same company by Survey Type.
    1. Pre-Hire Settings: Most commonly set to 24 months for healthcare staffing to meet Joint Commission requirements and no limit with other industries.
    2. If Month and Year are enabled, set how recent a reference relationship must be (e.g., within the last 2 years). Options include 3, 6, 12, 24, 36, 48, or 60 months.

Pre-Hire Only:

  1. Opt-in Content: Configure candidate and sales opt-in content (Pre-hire only)
    1. Opt-in Experience Design: At the end of each pre-hire survey, reference givers have the opportunity to opt in for job opportunities or hiring services with your organization. Choose how reference givers will see opt-in opportunities at the end of their survey.
      1. Legacy Separate Views: Displays job opportunities and hiring services as two separate options. This design often led to “double opt-ins” when reference givers selected both. It is recommended only when one of the opt-in options has been intentionally disabled.
      2. Unified Design (Recommended): To simplify the experience and improve data accuracy, RefAssured introduced the Unified Opt-In Design. This design presents candidate and sales messaging in a single, streamlined view at the end of the survey. It reduces confusion, prevents duplicate opt-ins, and provides cleaner, more reliable opt-in data. The Unified Opt-In View is recommended and is the most commonly enabled configuration.
    2. Unified Opt-in Messaging: Configure the messaging for the unified opt-in experience. (If you prefer RefAssured provide suggested content, please contact your Customer Success Manager). Customizable settings include:
      1. Opt-in Header (e.g., Almost done!)
      2. Opt-in Description
      3. Candidate Services Opt-in Label
      4. Candidate Services Description 
      5. Sales Services Opt-in Label
      6. Sales Services Opt-in Description
    3. Legacy Separate Views: Configure the messaging for the Legacy Separate Views experience. (If you prefer RefAssured provide suggested content, please contact your Customer Success Manager). Customizable settings include:
      1. Candidate Opt-in Messaging: Configure the candidate opt-in messaging (header, subtext, and question) that will be displayed after reference givers complete the survey.
      2. Sales Opt-in Messaging: Configure the sales opt-in messaging (header, subtext, and question) that will be displayed after reference givers complete the survey.
  2. Job Title Visibility: Configure whether or not a Reference Giver will see the Job Title associated with the request in the Survey and Emails. (Most commonly disabled). Warning: When enabled, the job title specified for a request will be visible to references. Do not use titles that contain internal or private details.
  3. Self-Reference Visibility: Control whether candidates are asked to complete a brief self-reference as part of their reference request form. The self-reference provides valuable insights by comparing how candidates view themselves with feedback from their references. This helps identify strengths, align expectations, and improve hire quality. (Most commonly enabled)
  4. Custom Styling: Custom Candidate Form and Status Page Theme / Styling
    1. Set the CSS stylesheet used for the candidate experience associated with this survey (Pre-hire only). Notice: Assistance from RefAssured Support is required to configure this setting properly)

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