What's included in this guide:

Part 1: quick guide

Application Forms can be created or maintained within the Application Templates section of Settings.

 

Application Templates come with a variety of standard questions built in which can be used, edited, or deactivated. Users can create their own bespoke questions within Custom Fields.


There’s no limit on how many Application Templates can be created. They can be named anything you like and contain different contents for different purposes.


Each Application Template is made up of sections. Choose whether to display a section, rename a section or edit contents within a section.



In each section the contents can be edited as follows:

  • Make questions visible or hide them them using the toggle in the Visible column
  • Make questions mandatory
  • Change the question text by typing into the text boxes below Alternative Display Name 
  • Add a piece of guidance or tip to precede the question using the text boxes to the right of the scree
  • Add your bespoke questions (Custom Fields)
  • You can also change the order the questions are displayed in by using drag and drop


Each Application Template can be previewed before use:

Editing Application Templates

Modifying existing application templates will affect historical candidate data associated with candidates who have applied using those templates.

 

For example, if a question was visible to candidates but is later disabled then the candidate responses to this question will no longer be visible in their application form.

 

We highly recommend utilising the 'copy' function to create a new template instead of modifying existing ones for data integrity and consistency.


Part 2: Application template sections explained

Personal Details

Contains personal and identifiable data taken as part of registering for an account within JTGO. Name, address, and email fields are required to be used here.

  • Custom Fields can be added to this section.
  • Introductory guidance can be added to this section.


Education

Three different sub-sections are included:

  • University
  • School / College
  • Additional Qualifications
  • Fields labelled as such will only work within the corresponding sub-section. Custom fields must also be assigned to a sub-section.
  • Custom Fields can be added to this section.
  • Introductory guidance can be added to this section.


Employment

This section asks a candidate to complete employers / employment history one by one - they should add one set of information at a time and save. Candidates are then given the option to add more entries as required.

  • Custom Fields can be added to this section.
  • Introductory guidance can be added to this section.

 

References

This section works in the same way as Employment. Candidates should add each referee one by one.

  • Custom Fields can be added to this section.
  • Introductory guidance can be added to this section.

 

Additional Information

All questions here are free text and can be repurposed.

  • Custom Fields can be added to this section.
  • Introductory guidance can be added to this section.


CV

This section is for candidates to upload their CV.

  • CVs are subject to a 1MB limit (approx. 100 pages in Word), and covering letters are subject to a 0.5MB limit.
  • Custom Fields cannot be added in this section.
  • Introductory guidance cannot be added to this section.


CRB

  • When answered “Yes”, the Disclosure question will place a CC (‘Criminal Convictions’) icon against the candidate’s name in the list of candidates against a job.

  • Custom Fields can be added to this section.
  • Introductory guidance can be added to this section.

 

Equal Opportunities

  • When answered ‘Yes’, the Registered Disabled question will place a Disability icon against the candidate’s name in the list of applicants against the job.
  • When answered ‘Yes’, the Disability Confident/Two Ticks question will place a Two Ticks icon against the candidate’s name within the list of applicants in a job.
  • Custom Fields can be added to this section.
  • Introductory guidance can be added to this section.


Part 3: Custom Fields

If a question you want to add to the application form doesn’t already exist in JTGO, they can be added as a Custom Field instead.


Custom Fields are recognised by a delete icon and the Custom label - they also do not include an instructions box. See below:

 


Click System settings cog > Application Templates > Custom Fields and select New Custom Field.


  • Field Number is automatically generated by JTGO. This number is the custom field number.
  • Enter your question text under Caption.


Select the type of question from the below Type list

  • Multi Choice (One Answer)
  • Multi Choice (More than One Answer)
  • Limited text (max 50 characters)
  • Free text
  • Dropdown list
  • Header
  • If the question is mandatory, select yes.
  • If you intend to use the field within the Education section of an application form, you must assign it to the relevant education sub-tab. Once used, the field must remain assigned to the same education sub-tab. If it’s changed the field will break.
  • Candidate instructions can be added in the text box at the bottom of the page.


JTGO does not accept brackets or semi colons in this section.


When all information is completed, click Save. The Education drop-down question and custom field value options tabs will now be displayed.

  • If this custom question is to be used in the Education section, select which education section it should appear in
  • If you have chosen a multiple-choice question type, add the dropdown/multi choice options on the custom field tab (add up to 12).

Once all information is completed, press Save and Exit the page.

Repeat these steps until all custom questions have been built.


You can only use the same custom field once in the same application form.

Once a custom field has been added in an application template, it is removed from the custom field list to prevent its reuse within the same template.

 

Adding a custom field into an application form

  • Go to the relevant section on the application template and use the search bar to search for the custom field you wish to add

  • Once the custom field you are looking for appears in the list simply drag and drop the field to where you would like it to appear in the form and check that visible is set to Yes


To change if a Custom Field should be mandatory, you will need to update this in the Custom Field itself rather than in the application template.