The question library in softgarden helps you centrally store and efficiently manage recurring job-related questions. You can define standardized questions for application processes, insert them directly into job postings, and analyze the responses in your reporting.

This saves time, ensures consistent communication with applicants, and provides valuable insights into candidate responses.

Managing job questions in the question library requires specific permissions to ensure consistent usage across the company.

✅ Creating new questions: Only users with the "Just-Hire Administrator" role—or those with the necessary specific permission—can add new job questions to the library.

✏️ Editing existing questions: Changes to existing job questions can only be made by authorized administrators or users with the appropriate permission. Since changes affect reporting, adjustments should be carefully considered.

🗑️ Deleting questions: Removing a question from the library is only possible with the appropriate administrator rights or specific permission. Deleted questions are no longer used for job postings and may alter data analysis.

🔒 Note: If a question requires fundamental changes, it is recommended to create a new question rather than modifying the existing one.

Job questions in the question library can only be created, edited, and deleted by users with the "Just-Hire Administrator" role, as this requires special permissions. Alternatively, users can perform these actions if they have been assigned the role rights "Create custom questions" and "Delete custom questions" by someone with the administrator role.

1️⃣ Navigate to "Settings" → "Customization" and select the "Question Library" section.

2️⃣ Click the "+ Add new question" button.

3️⃣ Select the company for which the question is to be created and enter the question text in the "Question" field. Then, define the question type (free text: single line or multiple lines, answer catalog (single choice), Yes/No).

4️⃣ Enter the answers and, if necessary, toggle the "Pre-qualification" switch. Then, select a rating for each answer provided.

5️⃣ Save the job question to the library so it can be used for job postings later.

🗣️ You can add your job questions in multiple languages ​​if your company operates in different languages. Please ensure that the number of answers in the answer catalog is the same for each language.

✏️ You can edit and delete your job questions in the library. Please note that this directly affects reporting. If you wish to change the wording of a question, we recommend creating a new question rather than modifying the existing one.

🔍 Pre-qualification is only possible for certain types of answers. In the question library, single-choice answer catalog questions can be used for pre-qualification.

This means:

When creating a new job posting, you can directly access the questions saved in your question library.

While creating the posting, go to Step 3 ("Qualifications") and select the appropriate questions from the library under the "Job Questions" section. In addition to existing questions, you can create new ones here and optionally add them to the library for use in future job postings.

This ensures that all key information is captured early on and simplifies the candidate selection process.

The responses collected via the question library can be evaluated and analyzed within softgarden. This enables you to gain valuable insights into applicants, identify trends, and make data-driven decisions regarding your recruiting process.

Gain insights: How do applicants answer specific questions?

Make optimizations: Which questions yield the most meaningful answers?

Establish benchmarks: Use answers for benchmarking within your company.

You can find the report for library questions under the "Reports" > "Snapshots" section.

⚠️ Note: Reports are available exclusively for library questions. Here, you can view all questions stored in the library and analyze applicant responses.

Can I edit or delete questions later?

Yes, you can edit or remove existing questions at any time if they are no longer needed. Please note that changes to existing questions may affect reporting. If the core content of a question changes significantly, it is recommended to create a new question.

Are the questions the same for all job postings?

No, you can individually determine which questions from the library are used for each job posting. This allows for flexible adaptation to the specific requirements of different job profiles.

Can applicants edit their answers later?

No; once the application has been submitted, the answers remain unchanged and cannot be modified by the applicant. This ensures data consistency.

Can answers be analyzed anonymously?

Analysis depends on the specific settings; in some cases, data can be analyzed anonymously. If personal data is collected, data protection guidelines must be observed.

How many questions can I store in the library?

There is no limit—you can store as many questions as you like in your library. A well-structured and maintained question library makes it easier to select relevant questions and ensures consistent applicant evaluation.

Can applicants provide multiple answers to a single question?

No, that is not possible. Only one answer can be selected. Multiple-choice questions are not available for job-specific questions and therefore cannot be used.

Are the job questions in the library mandatory?

Yes, all job questions in the library are mandatory. This means applicants must answer them before they can complete their application.

Can job questions be used outside of softgarden application forms?

No, the job questions can only be used within softgarden's own application forms. Use outside of this system is not possible.