How to build job application and candidate review form

Turn your hiring process into a smooth, collaborative flow

In this guide, you’ll create a two-part setup: a job application form for applicants and an internal review dashboard for your team. You’ll collect details, upload resumes, add review scores, and track each applicant’s progress in one place—without needing an external ATS.
📘 Learn more: Create your first form, app, or portal in a flash

Step 1 — Create your job application form

Start from your workspace and click + New → Form. You can start from scratch or choose a relevant template from the Template gallery such as Job Application Form or Applicant Tracking System (ATS).

If you want to speed things up, use Magic Create, just describe your hiring workflow (e.g., “I need a form for job applications with resume upload and interview status tracking”).

Why this matters: it sets the foundation for your entire recruitment workflow.
📘 Learn more: How to create a form

Step 2 — Add candidate and position details

Add key fields to capture all relevant applicant information:

• Name, email, phone number
  
  
• Role applied for (single choice)
  
  
• LinkedIn profile or portfolio URL (short text)
  
  
• Resume/CV upload (file upload)
  
  
• Cover letter or motivation statement (long text)
  
  
• Preferred start date (date field)
  
  

💡 Tip: Add a dropdown for department or position so you can later filter applicants easily.
📘 Learn more: Form editor and field types

Step 3 — Add logic for dynamic screening questions

Open Settings → Advanced logic and create adaptive questions.

Examples:

• If Position = Designer → Show “Upload design portfolio.”
  
  
• If Experience < 2 years → Show “Are you open to internships?”
  
  
• If Location ≠ Remote → Skip relocation question.
  
  

Why this matters: smart logic keeps forms short and personalized, improving submission rates.
📘 Learn more: How to add advanced logic to your form

Step 4 — Automate notifications and team tasks

Go to Settings → Notify to send alerts when new applications arrive.

Set up:

• An email notification to HR or recruiter when a new submission is received.
  
  
• An auto-reply email to the applicant confirming their submission.
  
  
• Optional: conditional emails (e.g., “Thank you for applying for the Design role” if Position = Design).
  
  

💡 Pro tip: You can attach a custom PDF of the applicant’s form or use AI Email Assistant to personalize replies.
📘 Learn more: How to send and receive email notifications

Step 5 — Add a candidate review section for your team

Open the same form (or create a linked review form) and add internal-only fields:

• Reviewer name (auto-filled user)
  
  
• Interview date
  
  
• Rating fields (communication, technical skills, culture fit)
  
  
• Overall score variable (e.g., (@tech + @communication + @culture) / 3)
  
  
• Review notes
  
  

You can use permissions or a portal to restrict these fields so only logged-in team members see and complete them.
📘 Learn more: How to add and calculate scores using variable fields

Step 6 — Visualize applicants and ratings in your dashboard

Go to Results → Responses, and switch between views:

• Table view to sort or filter by position or rating.
  
  
• Kanban view grouped by status (e.g., Applied → Interview → Offer → Hired).
  
  
• Charts to view applications per role or department.
  
  

Why this matters: your team can see trends, track bottlenecks, and shortlist quickly.
📘 Learn more: How to create a Kanban board

Step 7 — Create a secure portal for hiring team collaboration

Build a recruitment portal so each team member can review candidates, add ratings, or update statuses.

• Restrict access so only recruiters and managers can view applicant data.
  
  
• Add tabs like All applicants, Under review, and Hired.
  
  
• Optionally, connect your HR dashboard or CRM for integrated tracking.
  
  

📘 Learn more: How to create a portal and manage users’ access

Pro tips

• Use linked rows to connect your application form with other HR data (e.g., onboarding or employee directory).
  
  
• Create a review summary PDF template that compiles each candidate’s scores.
  
  
• Use AI Analyze to detect patterns in applicant backgrounds or performance.
  📘 Learn more: What are linked rows and how to use them
  
  

Example scenario

Your HR team shares a Job Application Form link on the company website. Applicants submit details and resumes. Formaloo automatically notifies HR, stores submissions, and updates your Kanban dashboard. Reviewers log in to rate candidates. The overall score auto-calculates, and shortlisted applicants are marked Ready for Interview.

📘 Learn more: How to share your form or app with your team or audience

FAQ

1. Can I use this for multiple job positions?
   Yes, just duplicate your form and adjust logic or position lists per department.
   📘 Learn more: How to duplicate a form from the app’s bases
2. Can team members review candidates separately?
   Yes, you can use login-restricted portals so each reviewer can score and comment privately.
3. Can I export candidate data?
   Absolutely, export all or filtered submissions to Excel or Sheets for backup or analysis.
   📘 Learn more: How to export table data into Excel

Your hiring flow is live, now streamline every hire

You’ve built a full recruitment form and review system in Formaloo—from application collection to team scoring and candidate tracking. Keep improving by adding portals, analytics, and automations for a smoother hiring experience every time.
📘 Learn more: Build personalized and time-saving flows with logic, automations, and AI

Last updated October 2025