We are happy to inform you that we have recently added customizable Application Forms on ZenATS.   

This feature will allow you to create a fully customized application form for each vacancy that candidates will fill out when applying to your public vacancies.     

TABLE OF CONTENTS

Create New Application Form 

To create a new application form, first, you have to create a vacancy.  To create a vacancy, click the “Add Vacancy” button located on the top-right of your home screen. Then proceed to fill in the Vacancy Information that job seekers to see to decide if the job posting is for them. Once all vacancy details have been added, click  “Next” to start creating your application form. 

On the Application Form page, you can customize the application form related to the vacancy you’re creating. 

 

The default Application Form includes four fixed fields for applicants to complete: Name, Email, Phone, and CV. These fields, in addition to the questions you add, will make up the form applicants fill out when applying for the vacancy.  

Note: The default questions can’t be amended or deleted, as they are mandatory in every application form.

Application Form Customization 

The Name field is the only customizable field out of the four default fields. You can customize this field by selecting if you’d like the name to be two-parts or four-parts. 

To rearrange the order of the fields, you can drag and drop them in the order you would like them to appear in the application form. 

You can also customize your application form by adding multiple different types of questions. Additionally, all questions and their answer choices can be added in both English and Arabic. 

To add a new question, click on the “Add Question”, and a dropdown list will then appear. Then based on the question that you want to add, select the Answer Type of the question.



 

Answer Types

  1. Short answer: This answer type is intended for questions with short, simple responses; applicants have up to 128 characters as an answer to the question. 
  2. Paragraph: This answer type is intended for longer responses; applicants have unlimited characters to answer the question.
  3. Number: This answer type is intended for questions that will have a number as the answer. This option only accepts numbers and doesn’t accept any kind of characters as an answer to the question.
  4. Yes/No: This answer type is intended for questions that only have yes or no as an answer. The answers will appear as two radio buttons with the ability to only select one answer.
  5. Multiple choice: This answer type is intended for questions with multiple predefined answers that you can add.  
  • This answer type must have a minimum of 2 choices. 
  • To add multiple choice answers, click the “Add choice” button and add as many options as you’d like applicants to choose from. 
  • To add more choices, click “Add choice”.

Applicants can select more than one answer. However, if you want applicants to only select one answer, then check the “Only one answer allowed” checkbox.


6. Dropdown: This answer type is intended for questions that have answers in a predefined list for the applicant to select from. This answer type can also be turned into a multi-selection list so that applicants can select more than one answer.

  • This answer type must have a minimum of 2 choices.
  • To add a new option to the dropdown list, click “Add choice”.



    If you want the applicant to be able to select more than one answer, then check the “Allow more than one answer” checkbox. The answers will then appear as a multi-selection list.


    7. Country: This answer type contains predefined countries to be selected from a list.


  • If you want to allow applicants to select more than one country as an answer, check the “Allow multiple country selection” check box.



  • If you’d like applicants to select their city as well, check the “Ask for city” checkbox. A predefined list of cities will then appear in the application form once a candidate selects a country.


    8. Date: This answer type is used to enter a date as an answer to a question. The date will be selected through a calendar.

    9. File upload: This answer type is intended for fields that require a document as an answer. 

    You can choose whether each question you add is Mandatory or Optional for the applicant to answer by selecting the desired option under the question. 

    If you’d like to delete any fields, click “Delete This Question”.


To edit any fields on the application form, click the pen icon.



Application Form Templates

Every application form you create can be saved and used again within the same branch. To save it as a template, check the “Save as template” checkbox at the bottom of the application form, then add the Template name you would like it saved as.


Using an Application Form Template

Once you create a new vacancy, click “Choose template” on the application form page on the top right to use a template you have already created. A list of templates you have previously created will appear, then select the template you would like to use. 

Once you’re done creating the application form, click “Next” to proceed to the hiring stages, or click “Save as draft” to continue creating the vacancy later.

 

Application Process

When applicants apply through public vacancy pages, the default questions, along with all the questions you’ve added, will appear, compiled as an application form for applicants to complete.


Viewing Application Forms

Main Menu → Vacancies 

Once applicants complete and submit the form, you will be able to view their applications. Under vacancies, select the status of the vacancy of the application you’d like to view: Active, Closed, or On hold. 



Under Candidates, select the name of the qualified candidate from the list. Then click the Profile tab, to view the candidate’s profile. 



On the candidate’s profile, you can scroll through and view all the information they filled out on the application form, and any uploaded attachments, including their CV.


Manage Application Form Templates

System Preferences → Company Settings → Application Form Templates 

On the Application Form page, you can view and manage all your previously created templates. You can also add an application form through this page as well, by clicking on the “Add Application Form” button. 


You can filter through the templates based on the branch they were created for by clicking the “Branch Name” and a drop-down list will appear for you to choose from. Once you select the desired branch, click “Edit” beside the template you’d like to edit.


On the Edit Application Form page, you can edit the form, add branches that can access this template, and select the status of the application form, then click “Update”.




Adding Application Form to an Existing Vacancy

Main Menu → Vacancies 

To add an application form to a vacancy that was previously created without one, under vacancies, select the status of the vacancy of the application you’d like: Active, Closed, or On hold.


On the Vacancies page, click the vertical ellipsis button “⋮” then click “Edit vacancy”. Or you can click on the vacancy you’d like to access.


On the Edit Vacancy page, click “Application Form” on the left side of the page. Then create the application form and click “Update” to add it to the vacancy’s public job posting.


Updating Existing Application Forms

If a vacancy’s application form is edited, a message will appear in the applicant’s profile notifying you that this applicant had applied before the application form was edited. Since they applied through the old form, some answers for the newly added questions will be unavailable.