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Questionnaires

A questionnaire is a structured form you send to a candidate. They answer it in the candidate portal and the responses are stored on their record, ready for review.

Questionnaire templates​

RecSphere ships with a set of system templates for common forms, including right-to-work declarations, equality monitoring and a generic compliance self-declaration. You can use these as they are.

You can also create custom templates, for example a sector-specific training declaration. Custom templates appear alongside the system ones when you send a questionnaire.

Your compliance team sets up these templates centrally. They form part of your internal baseline requirement set, and each can be marked mandatory. See Compliance overview for how the baseline and client checklists fit together.

Templates

Admins can create custom questionnaires under Admin > Compliance templates.

Sending a questionnaire to a candidate​

To send a questionnaire from a candidate record:

  1. Open the candidate, for example Sarah Williams.
  2. Go to the Compliance tab.
  3. Click Send questionnaire.
  4. Pick a template from the list.
  5. Check the email address RecSphere will use, then send.

The candidate receives an email with a secure link to the candidate portal. The link takes them straight to the questionnaire after they log in.

The candidate's view​

The candidate signs into the candidate portal at the link in their email. The questionnaire opens with a short summary of what you are asking for and an estimate of how long it takes.

They answer each question, save as they go if they need to come back later, and submit when finished. RecSphere confirms receipt by email.

Reviewing responses​

When the candidate submits, the questionnaire status changes to Submitted on their compliance checklist. Open the questionnaire to see each answer in full.

You can:

  • Accept the response, which marks the item complete.
  • Flag a single answer for follow-up. Flagged answers are highlighted on the record and stay visible to anyone reviewing the candidate.
  • Reject the response and resend the questionnaire. The candidate gets a new link by email.

Reusing the same questionnaire​

You can send the same questionnaire to a candidate more than once. For example, an annual self-declaration. Each submission is stored separately with its own timestamp, so you keep the full history.

When you resend, RecSphere clears the previous answers in the form so the candidate completes a fresh copy.