A recruiting intake form is the form a small business's owner or office lead fills in before a role is advertised, so that whoever writes the advert and screens the replies is working from the same brief. It is an intake form like any other: the person asking, the thing they need, and the details that depend on what it is. This recruiting intake form template treats the role type as the branch, so a part-time shop role and a salaried technical role show different questions, and it is sized on the free request a quote form sheet so the fields the manager sees, the steps and the seconds to fill are worked from the number of role types the business hires for.
Step one: who is asking and what the role is called
The hiring manager's name and email, the team, the role title and the role type from a dropdown: hourly, salaried, contract, intern. The role type is the branch every later question depends on, which is why it is a dropdown and not a text box. On the request a quote form sheet those five are the base fields every branch shares, and with four role types carrying three questions each the form is built with 17 fields and shows 8.
Step two: the must-haves, the nice-to-haves and the pay band
Three questions per role type, revealed by the branch: for an hourly role the hours, the days and the pay rate; for a salaried role the band, the start date and the reporting line. A must-have list of three and a nice-to-have list of three, as text, is the whole of the brief that the advert will be written from, and keeping them to three each is what makes the screening call short. The sheet prints about 3 fields a step, 72 seconds in all.
Step three: the timeline and the sign-off
The date the role must be filled, who interviews, who signs the offer, and any notes. The confirmation goes to the manager and to whoever writes the advert, and the entry's status in Shortcodo Pro runs from requested to advertised to filled. Kept as an entry rather than an email, the intake is the record of what was asked for when the hire is reviewed, and the template is kept with its shortcode so the next role starts from it.
Questions people ask about recruiting intake form
Is a recruiting intake form an HR system?
No. It is the small business's own request form, filled by the manager before a role is advertised. Applicant tracking and onboarding are separate products and not what this site covers.
Should the form ask for the pay band?
Yes, from the manager, as a band. The advert needs it and the screening call needs it, and a band is answered where a figure is guessed.
How many role types should the template branch on?
As many as you actually hire for. The sheet prints fields built against fields seen, so each extra type costs the manager nothing on screen.