Biodata forms

The application form is kept short so people apply. A biodata form is the longer form that follows: personal details, education, family, documents, declarations, in whatever fields you like. Candidates get a personal link in the “application received” email (and its WhatsApp copy) and fill it in at their own pace; their answers land on the application.

The builder is the same as the application form's: add fields from the palette (text, numbers, dates, choices, yes/no, ratings, file uploads, consent boxes, section headings), drag to reorder, set Show only if… to ask a question only after a certain answer, and check the live desktop and phone preview. Nothing is asked by default: the candidate's name, email and phone are already on the application.

Under Form settings you set the title and introduction candidates read, the thank-you text, whether candidates may change answers after submitting, one reminder after N days (or none), and how long the link lives (or forever).

Publish vN snapshots the draft into a version. Candidates who were already sent an earlier version keep exactly the questions and settings they got; new sends use the latest version. The draft stays open for further changes.

• Default form: the one application forms send unless they pick another. Your first form becomes the default; change it with Set as default (only a published form can be the default).
• Archive stops new sends only: candidates who already have the form can still finish it, and you can Restore the form any time. If the default is archived, another published form becomes the default when there is one.
• Duplicate makes a new draft from a form. Delete is only possible for a form that was never sent to anyone; otherwise archive it.

Switch on Send the biodata form with the confirmation email (the confirmation email itself must be on). Pick Which form: the organization default, or a specific published form. The “application received” email then carries the candidate's personal link; the email's wording is yours to edit under Email templates (keep the {{biodata_line}} placeholder, or the link is sent as a separate email).

Publishing an application form that sends the biodata form is blocked while no published form is available to send, with a link to create one. Only applications that come in through the public apply page get the form automatically; walk-in check-ins and candidates your team adds don't, and a transferred application keeps the form it already had. You can always send it from the application's Biodata tab.

Switch on Wait for the biodata form before the screening call to keep the phone screening back until the candidate submits. Set If not submitted within N days (1 to 60 days, 3 by default) and what happens then: Call anyway releases the call, or Keep waiting and flag the team keeps the hold and raises a “biodata overdue” flag so a person decides. The team can release the hold from the application page at any time.

A pipeline can also have a Biodata form step, to send the form (and wait for it) at any point of the hiring flow rather than at intake.

• A phone-friendly page with your branding, the introduction and the questions. Answers are saved as they type, so they can continue later or on another device.
• After submitting: the thank-you text and a short confirmation email. If you allow changes, they can reopen the link and update their answers.
• An expired link, an archived form or a withdrawn application shows a friendly “no longer available” page; Send again from the application gives them a fresh link and keeps what they already filled in.

• Application page → Biodata tab: status (not sent, sent, in progress, submitted, overdue, expired), the times, the version used, the answers, Send again and Open form as candidate.
• Applications list: a Biodata filter and a badge on each row.
• Export CSV: the biodata status and one column per biodata question.
• Pipeline rules can read biodata answers, so a step can branch on them.