Mapademics DocsSetting up Applicant Outcome Surveys
Turn on outcome surveys for your organization — who is eligible, what starts a survey, what the email says, and the survey itself.
Setting up Applicant Outcome Surveys
Applicant Outcome Surveys ask your applicants, by email, whether they found a job once they have sat in a pipeline status long enough. A Yes moves the applicant to a final status and takes them to a short survey you build; a No lands them on a page that points them back to their coach. This page is the admin setup. For what coaches see per applicant, read Outcome surveys on the applicant; for the org-wide numbers, Outcome survey reporting.
Open Settings → Applicant Outcome Surveys. The section has two tabs: Settings, covered first, and Surveys, covered at the end.
Enable Applicant Outcome Surveys
The switch at the top of the page turns the feature on and off for your organization.
Until the setup below is complete, the switch is disabled and the card lists what is still missing, each item linking to where you fix it:
- Add a survey trigger
- Activate a survey
- Choose the status after Yes
- Add a fallback contact email — only when you include applicants without an assigned coach.
While surveys are on, the last trigger cannot be removed and the active survey cannot be deactivated; the page asks you to turn surveys off first. Switching from one published survey to another is fine at any time.
Eligibility
Three switches decide which applicants become eligible without a coach doing anything. A coach can always change eligibility per applicant from the Outcome Surveys sheet.
| Switch | What it does |
|---|---|
| Resume upload widget | Applicants who upload their resume through the widget are automatically eligible. The widget always shows your consent notice; this decides whether submitting also makes the applicant eligible. |
| Coach-created applicants | Coach-created applicants are eligible by default. It sets the starting position of the Eligible for Applicant Outcome Surveys toggle in Add Applicant and Applicant Import; the coach can still flip it before creating. |
| Applicants without an assigned coach | Includes unassigned applicants. Their emails are signed by the organization and replies go to the Fallback contact email field that appears under this switch. Off, an unassigned applicant waits until someone is assigned. |
Turning a switch on applies to applicants who arrive after the change; it does not make anyone eligible retroactively.
When surveys go out
Survey Triggers
A trigger is a tracking status and a number of days under After days. An eligible applicant starts receiving surveys once they have been in one of these statuses for that many days. Add as many triggers as you have statuses worth asking about.
Only statuses in the In progress stage are offered — see Stages. The clock starts at the later of two moments: when the applicant entered the status, and when they became eligible. A status change restarts it.
Reminders
- Days between sends — how long after each email the next one goes out while there is no answer.
- Total sends — how many emails in all, the first ask included. After the last one the sequence finishes.
Schedule
Emails go out on the hour between From and Until in the Time zone you pick. An applicant whose send falls outside the window is emailed at the next hour inside it.
What will be sent
Survey email
The email is edited as one document, top to bottom: the subject line, the text above the buttons, the two answer buttons, the text below, and the unsubscribe line. The button labels are edited in place; the buttons and the unsubscribe line are always part of the email and cannot be removed.
Type { or use the toolbar to insert a variable:
| Variable | Resolves to |
|---|---|
{applicantFirstName} | The applicant's first name. |
{coachName} | The assigned coach's name, or your organization's name for an unassigned applicant. |
{coachEmail} | The assigned coach's email, or the fallback contact email for an unassigned applicant. |
{orgName} | Your organization's name. |
Click Test Email under the editor to send the current email to any address with sample values filled in. Links in a test email open the pages below in a test mode that records nothing.
The Sender line under the editor tells you how the email arrives: from your organization's name at Mapademics' sending address, with replies going to the applicant's coach.
After "Yes"
- The status picker — the status an applicant moves to when they answer Yes, chosen from your Final statuses. An applicant already in a final status stays where they are.
- The line under it names the active survey, or says that none is active.
- Thank-you page — the heading and body the applicant sees after submitting the survey, or right away when no survey is active.
After "No"
The heading and body of the page an applicant lands on after answering No. The defaults point them back to {coachName} at {coachEmail}.
The Surveys tab
The survey is what an applicant fills in after answering Yes. Build it under the Surveys tab.
The list
One row per survey: its name, Draft or Published, Active when it is the one applicants receive, the question count, and when it was edited or published and by whom. A line above the list names the active survey.
| State | Actions |
|---|---|
| Draft | Edit, Publish, Duplicate, Delete |
| Published | View, Duplicate, Set active or Deactivate |
New survey creates a draft seeded with four optional questions — employer, job title, pay, and anything else — and opens it.
The editor
- Name at the top, with Preview, Save and Publish on the right. Saving is explicit; leaving with unsaved changes asks first.
- Intro — optional text shown above the questions, with the same variables as the email.
- Questions — one row per question. Drag the handle to reorder. Click a row to expand it: the label, Required, and the settings for its type. Add question at the bottom picks a type.
| Type | The applicant sees |
|---|---|
| Yes / No | Two buttons. |
| Single choice | Options, pick one. Move options up and down with the arrows. |
| Multiple choice | Options, pick any. |
| Scale | 1 to 5 or 1 to 10, with optional labels at each end. |
| Short text | One line. |
| Long text | A paragraph. |
Each question can carry one rule: show or hide it when an earlier Yes / No, choice or scale question equals, or does not equal, a value. The rule picker is disabled, with the reason on hover, when no earlier question can drive it.
Publishing and activating
Publish asks for confirmation and offers Make it the active survey. A published survey opens read-only; to change it, Duplicate it into a new draft named Copy of … and publish that. Set active and Deactivate on the list choose which published survey applicants receive.
A published survey never changes. Every response is stored against the survey it answered, so the Responses table always shows answers next to the questions that were actually asked, even after you publish a new version.