O-6-132 Send Pre-Hire Questionnaire to Candidate

👤 Role

Hiring Manager or Designee

🎯 Purpose

When a candidate is offered employment, a pre-hire questionnaire is sent in an email to the candidate via Dayforce for the purpose of obtaining essential information which will be used to create the employee record in Dayforce in the case that the candidate is hired.

If after completing O-6-131 Send Offer Letter to Candidate, the Pre-Hire Questionnaire has not automatically sent (which is dependent on the Requisition setup), the Hiring Manager must send the Pre-Hire Questionnaire from Dayforce via this process.

🔄 Process

1. Identify whether the Pre-Hire Questionnaire may already have been sent automatically.
   1. Viewing the requisition in Dayforce under Recruiting, locate the candidate and look for icons which may be present under the Indicators column. You may use your mouse to hover over an icon to receive a pop-up explanation of what the icon indicates.

   2. If the icon below is present under the Indicators column, the questionnaire has already been sent to the candidate. In that case, this process is not needed and you may proceed with O-6-133 Send Candidate Instructions to Initiate Background Study.

      

      or

      

   3. However, if the icon is not present under the Indicators column as in the screenshot below, the questionnaire has not been sent yet. Continue on with step 2 of this process.

      

2. To send a Pre-Hire Questionnaire to the candidate, select the candidate by clicking the checkbox beside their name, which will highlight their row in blue.

   

   Above the list of candidates, click the “Contact” button to open a dropdown. Select Send Pre-Hire Questionnaire from the dropdown.

   

   A pop-up will open. Make any adjustments needed.

   

   1. From: This field will populate automatically to the Hiring Manager but can be adjusted to be sent from the Designee if needed.
   2. Pre-Hire Questionnaire Template: This will populate to “Pre-Hire Questionnaire” and should be left as-is.
   3. Expiration in Days: This will default to 7 days but can be adjusted as needed.

3. Click OK.

   

4. A confirmation pop-up will appear in the lower right, and an icon showing the questionnaire has been sent will appear under the Indicators column for the candidate.

   

   

5. The candidate will immediately receive an email containing a link to complete the questionnaire as in this example.

   EXAMPLE OF EMAIL TO A CANDIDATE

   

6. Upon clicking the link, the candidate will be navigated to a web browser, prompted to enter their email address and then will click Next. They will then be prompted to provide their full Social Security Number, Gender, Date of Birth, Address, and Emergency Contact information. When complete, the candidate will select Submit.

7. After the candidate completes the Pre-Hire Questionnaire, the Hiring Manager will be able to see that the icon under the Indicators column has updated to include a small checkmark.

   

8. The Hiring Manager will proceed with O-6-133 Send Candidate Instructions to Initiate Background Study after completing at least steps 1–6 of this process.

   NOTE

   It is not required to have the Pre-Hire Questionnaire completed when beginning process O-6-133.

📅 Effective: 03.28.2025  |  🔍 Reviewed: —  |  🛠️ Revised: —  |  ✅ Approved: JFJ