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Create interview scorecards

Included in:
  • SmartStart
  • SmartRecruit

 

Overview

Interview scorecards are a great way to help your hiring team make consistent hiring decisions and through structured feedback.  The article below, will go through the 3 differernt ways that this can be done:

  1. Have criteria configured from the Scorecard Criteria Library
  2. Adding a custom criteria to a job directly
  3. Add a scorecard to a job that is saved as a template (see Scorecard and Job Templates below)

Scorecard Criteria Library

Under Settings/Admin > Configuration, there is now a new page called “Scorecard Criteria Library” which allows administrators to:

  • Add new criteria, 

  • See list of all criteria that have been defined,

  • Search through the criteria based on Name and Description,

  • Filter list of criteria based on the org fields that have been set up (find more details under “Creating a new Scorecard Criteria” section below),

  • Sort the list of criteria based on Name (alphabetically), Created Date, Last Update Date,

Under each criteria, administrators will be able to see the criteria name and description by default.  In addition to that, they will also be able to:

  • Expand the criteria to see questions that have been added

  • Edit and Delete the criteria

  • Hover over the information icon to see additional information (last edited date users and number of active jobs this criteria is applied to)

Note: All edits and deletions will not affect existing jobs and reviews. Changes will only be applied on a going-forward basis (e.g. new jobs that are created after changes are made).

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Creating a new Scorecard Criteria:

After selecting the “+ add new” button on the top right, administrators will be brought to the criteria details page where they can define the:

  • Criteria Name

  • Description

  • Interview questions (optional)

  • Org field filters

  • Editable at job level (or not)

Typing in the Criteria Name will allow you to search through the existing default criteria library (refer to default scorecard criteria page for full list) and existing custom criteria.  This will ensure administrators will not be creating duplicate criteria by accident.  To copy from an existing criteria, they will only need to select the desired criteria in the dropdown and the relevant information will automatically populate for them to make the necessary edits.

Org field filters will determine which jobs will automatically apply the scorecard criteria at the point of job creation.  For example, if the scorecard criteria “Programming Skills” has “Department = Engineering” selected, then all jobs created where Department = Engineering will have “Programming Skills” added to its scorecard when such jobs are created.  This will also apply to jobs that are created through public API.

Editable at job level toggle will control whether Hiring Teams can edit the scorecard criteria in the job regardless of their scorecard permissions in Admin/Settings > Hiring Team Roles.  If this toggle is “on” Hiring Teams with edit scorecard permissions will be able to edit and/or delete the criteria after it has been added to the job. If this toggle is set to “off”, then the criteria cannot be edited or deleted from the job. 

Any changes made to the criteria at the job level will not feed back to the library and will also not be visible in other jobs.

Apply to active jobs toggle if selected will apply the changes made to the criteria to all active jobs only.  This will be helpful if there are minor edits such as spelling mistakes, clarifying information etc to criteria.  By default, this toggle will always be set as "off" each time you edit a criteria (meaning changes will only apply to newly created jobs).  This is to avoid having inconsistencies between the criteria that candidates are reviewed by within the same job.

scorecard-library(2).png

Adding Scorecard Criteria to a Job 

As briefly mentioned at the beginning, there are 3 ways at which criteria can be added to the scorecard of a job:

  1. Have criteria added to the job from the Scorecard Criteria Library
  2. Add criteria directly to a job directly. 
  3. Add a scorecard to a job that is saved as a template

How each of them works:

  1. If a scorecard criteria has been defined in the library and the org fields configured matches the org fields of the job created, then the scorecard criteria will automatically be populated into the job and be visible in the job’s “Hiring Process” tab upon creation. This will also apply to jobs which are created through public API.

  2. If the job template or the job that is being copied already has criteria included, all criteria will also be added to the job automatically (as per current behaviour).  Meaning if users are creating a job from a job template and the org fields also match the scorecard criteria configured through the library, the job will include both sets of criteria (everything that was in the job template, plus the criteria that were added based on the scorecard criteria library configuration).

  3. If a hiring team member with edit access to the scorecard would like to add criteria directly to the job, they can continue to do so in the job’s “Hiring Process” tab.  The criteria search available in the “criteria name” field will no longer return criteria across all jobs.  Instead, it will only return default system criteria and criteria from the scorecard criteria library.  This will allow administrators to drive consistency and standardization across jobs, and also avoid hiring teams from being distracted by position-specific criteria created by other users.

Administrators and hiring teams will not be able to create criteria with duplicate names (in both the scorecard criteria library and within the job).

The only scenario where this may happen would be if:

  • “Criteria A” was added to “Job A” from the scorecard criteria library, then edits were made in the description to better meet the job’s needs (let’s call this “Criteria A (edited)”).

  • When creating “Job B”, the user decided to clone “Job A” (which contains “Criteria A (edited)”).  And because the org fields also matched the scorecard criteria library setup, “Criteria A” is also added.  

As a result, “Job B” will then see 2 versions of the Criteria A - “Criteria A” from the library, and “Criteria A (edited)” cloned from “Job A”.  In this case, users will need to choose which criteria they would like to remove from the job to avoid duplicates which may confuse interviewers.

Users can attach up to 80 criterias to a specific job - each can contain high-level descriptions of core behavioral competencies that are critical for professional success.  When you add criteria to the scorecard, you can also add custom questions to help interviewers rate and review the candidate against the criterion. Each criterion can have up to 10 questions.  

Scorecard character limits:

  • Criterion name: 250 characters
  • Description: 1000 characters
  • Questions: 1000 characters

To create a scorecard:

 
  1. Go to the Hiring Process tab on the job's profile.Screen Shot 2021-07-27 at 4.10.59 PM.png
  2. Start typing in the Add interview criteria field. SmartRecruiters will match the query against the list of default criteria or criteria created in the scorecard criteria library.
  3. To choose a criteria from this list, just select the criteria name. The name won't be editable, but depending on whether the criteria is configured to be editable by your administrator, you may be able to change the description and/or add questions. 
  4. When finished, click Add to save the criterion and its questions. The scorecard is immediately usable by the job's hiring team on the Review tab.

All criteria added to the job through this method will not affect the Scorecard Criteria Library and will also not be searchable in other jobs.

If custom criteria needs to be reusable on other jobs, please work with your administrator to have this added to the Scorecard Criteria Library or add the criteria to a job template so it can easily be reused.

Scorecards and Job Templates

When you add a scorecard to a job that is saved as a template, the scorecard becomes part of the template, meaning when users creates a new job with the template, the scorecard of the template job will be copied over as well.  Any changes done to the template job will only be applied to newly created jobs (and will not impact existing jobs).

Submitting Reviews

When interviewers go to provide feedback on the Reviews tab of the candidate profile, they'll be able to:

  • View the criterion's definition, and any questions related to it.
  • Rate the candidate against each criterion.
  • Provide additional comments, up to 20,000 characters!

Screen Shot 2021-06-30 at 7.52.20 AM.png

Learn more about filling out scorecards when reviewing a candidate.