At Talenthub, we differentiate between two types of customers when it comes to the technical setup. Depending on which Applicant Tracking System (ATS) you use, we will either integrate with your ATS via an API integration or configure our integration directly within your ATS email communications.

1. Integration clients: These are customers that use any of the following ATS:

2. Non-integration clients: customers that use any other ATS.

The below information mainly applies to our non-integration customers.

There are a lot of factors that can influence your data collection, but the main ones are the following:

We’ll have a look at data collection across the main hiring stages.

Career page

The data collection for this stage is usually one of the highest since all your career page visitors will have the survey pop up when they enter the main career page.

Data starts to become representative when there are 100+ replies and with the career page that is very often not an issue.

If you see data collection for this stage drop significantly for an extended period of time, it could be that the script for the career page widget has been accidentally removed from the backend of your webpage. In that case, you should retrieve the script again and send it over to the person responsible for your webpage.

Confirmation mail

Data collection for this stage is usually also very high and easily surpasses 100 replies because it is an email that is sent out to all applicants. The most common reason for low data collection in this stage is that the company has few job requisitions open. A drop in replies could be due to a new email template being used, without the survey link - always remember to include survey links in email templates.

General rejection

This email will normally always be sent out automatically. The candidates receive this as an automatic rejection when they are not invited to the next stage in the recruitment process. As a rule of thumb, we say that the amount replies from the general rejection should be at least 10-15% of the replies of the confirmation mail.

Rejection after the interview

This email should always go out after a candidate has been rejected at any kind of interview stage. The most common reason for low data collection in these stages is that recruiters are not using the correct email templates that contain the survey link. Either they only reject the candidate over the phone and/or they send out their own customized email that does not contain the survey link and call to action. In addition, this step is often manual for many recruiting teams, and thus, automating this email communication can positively affect your response rate at the interview stage.
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In addition, the following techniques can assist you in increasing your data collection.

First, start off by asking yourself the following questions. If you can answer the following questions with a 'yes', then you are already off to a great start in improving your response rates!

Let's now look at other ways to increase your response rate:

Activate the Talenthub Academy

The intention of the Talenthub Academy is to prepare candidates for a recruitment process with our state-of-the-art AI interview preparation tool and find various relevant content related to preparing for a recruitment process. Increase your response rates by offering a carrot at the end of the survey for your candidates!

Get Personal

Build a candidate-centric organization by training your Hiring Managers and Recruiters to actively encourage candidates to fill out your Talenthub survey at the end of the process. Organizations with competitive response rates on their feedback surveys are constantly speaking to candidates about the upcoming feedback surveys throughout the recruitment cycle. The best practice during a rejection phone call or mail is to let the candidate know that they will be receiving a survey from Talenthub and encourage them to share their experience and be as honest as possible. Be sure to let your candidates know how you will be leveraging their valuable insights to improve your hiring process for future applicants. You can also showcase your commitment to candidates on your webpage by achieving the Talenthub Candidate Caring Badge.

Send your survey invitations at the right moment

The timing of sending your survey invitation is crucial to ensuring optimal response rates. Be mindful of the time zone and working hours of your audience. With the Talenthub solution, you have the ability to determine when your surveys are sent out to ensure that your respondents will have the space they need in their schedules to take the time to open the email and respond to the survey.

If you have an API integration with Talenthub and your ATS (Applicant Tracking System), you have the ability to customize your survey invitation schedule and determine an optimal time delay on your surveys. If you have further questions regarding when to send a survey to your audience, please reach out to our support team for further guidance.

Translate your survey

If you’re present in different countries, your audience might speak different languages and some might not be proficient in English. Therefore, it can be an advantage to consider translating your surveys into their native language. Remember, the easier it is for them to fill out your survey, the better your response rate will be!

Click here to learn more about how to get an overview of your data collection.

Furthermore, this video gives a brief walkthrough of the different parameters we use to measure data collection.