How to Create an Application Form With Google Forms

Creating an application form is an important part of hiring employees. Google Forms is a widely used tool for this purpose because of its simplicity and accessibility.

In this guide, we’ll walk you through creating an application form with Google Forms:

Why Move your application process to an online form?

Moving your application process to an online form offers many benefits beyond convenience.
Here’s why you should consider making the switch:

1. Save Time and Reduce Errors:Online forms automatically collect and organize data, eliminating the need for manual data entry. This not only saves time, but also reduces the risk of errors such as misreading handwriting or missing critical information.

2. Enhance Accessibility:Candidates can complete online forms anytime, anywhere, on any device. This ensures that your process is more inclusive and easily accessible to a broader audience.

3. Simplify Data Management:Online forms store data digitally in a central location, making it easier to analyze, share, and retrieve.

4. Improve Applicant Experience:A well-designed online form is easy to use and intuitive. Features like dropdowns, checkboxes, and file uploads make the process faster and less frustrating for applicants.

5. Integrate Automation:Online tools like Activity Messenger go a step further by automating follow-ups, confirmations, and notifications. You can set up workflows to save time and ensure that each candidate feels valued and informed.

6. Go Paperless:Reducing clutter and helping the environment by moving online eliminates the need for paper forms.

Step 1: Create your application form in Google Forms

1. Log into Google Forms: Visit Google Forms and sign in with your Google account.
2. Choose a Template or Start Blank: Google Forms offers several templates. You can select the kob application template to get started.
3. Add Questions: Include the necessary fields:
   • Name
   • Email
   • Phone number

 

Step 2: Design Your Form

1. Title and Job Description

The first step in creating a form is to define its purpose. Click the Untitled Form field to give the form a name that reflects its use, such as Volunteer Application Form or Job Application for [Position Name]. Use the Description field below to give applicants clear instructions about how to complete the form, such as deadlines or required attachments.

Example: “Please fill out this form to apply for the position of Marketing Manager. Applications must be received by December 3rd.”

2. Add Questions

Google Forms allows you to create a variety of question types, ensuring you gather comprehensive information.

• Short Answer: Perfect for fields such as name, email address, and phone number. Mark these questions as required to make sure candidates don’t skip them.
• Paragraph: Use this for open-ended questions, such as “Describe your previous experience in this field” or “What motivates you to apply for this position?
• Multiple Choice: Ideal for selecting pre-defined options such as “Are you available to work weekends?” or “What is your preferred program?”
• Checkboxes: Great for multiple selections, such as listing skills or certifications.
• Dropdowns: Use this to create compact lists, such as selecting a location or department.
• File Upload: An essential feature for collecting resumes, cover letters, or transcripts. Google Forms stores these files directly in your Google Drive for easy access.

3. Organize Questions

To make your form easier to navigate, group related questions into sections. For example:

• Section 1: Personal Information
  • Full name
  • Contact details (email and phone)
  • Address
• Section 2: Experience and Skills
  • Previous job experience
  • Skills and certifications
  • Upload resume and/or portfolio
• Section 3: Availability
  • Preferred start date
  • Schedule flexibility
  • Additional comments or notes

Avoid overwhelming the user with too many fields at once by breaking your form into sections.

Step 3: Customize and Style

Google Forms allows basic customization to make your application form visually appealing:

• Theme Color: Choose a color scheme that matches your branding
• Font Style: Select from a few font options to make the form more formal or casual.
• Header Image: Add a logo or relevant image to the top of the form to make it more professional.

Not only do these visual tweaks improve the user experience, but they also add a level of credibility to your form.

Step 4: Share Your Form

Google Forms makes it easy to share your application form online:

• Email: Send the form directly to applicants via email. You can customize the subject line and email message.
• Link: Generate a shareable link to post on your website, social media, or other platforms. Use a URL shortener for easier sharing.
• Embed Code: Embed the application form directly so users can fill it out without leaving your site.

Step 5: Analyze Responses

One of the strengths of Google Forms is real-time response tracking. Here’s how to manage your data:

• Responses Tab: View all submissions in one simple dashboard. You can filter by respondent or question to quickly find specific data.
• Google Sheets Integration: Export responses to a Google Sheet for further analysis or to share with your team. This is especially useful for tracking trends, comparing candidates, or organizing follow-up.

How Activity Messenger Optimizes Your Application Process

1. Fully Integrated Communication

Unlike Google Forms, which relies on manual sharing via email or links, Activity Messenger integrates directly with email, SMS, and newsletters. That means you can:

• Reach applicants faster: Send application forms to your contact list or specific groups via SMS or email.
• Track open and click rates: See who has opened your form and follow up with those who haven’t completed it.
• Reminders and updates: Automatically remind applicants to complete their forms or update them on the next steps.

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2. Customizable Templates

Activity Messenger offers pre-designed templates tailored for job applications . These templates can be customized to include your branding, specific questions, or additional fields.

Example: A gymnastics club can use a pre-built “Instructor Application Form” template to make sure all required questions are included.

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3. Streamlined Follow-Ups

Activity Messenger automatically handles follow-up once an applicant submits their form:

• Thank-you messages: Send a confirmation email immediately after submission with details on delays and next steps in the recruitment process.
• Reminders for incomplete applications: Encourage applicants to finish forms they’ve started but haven’t completed.
• Next steps: Notify selected candidates of interviews or next steps from the list of applicants.
• Follow up with candidates who were not selected: Simultaneously contact multiple candidates who were not selected with a pre-designed template thanking them for their interest in the position.

 

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4. Data Organization and Export

Activity Messenger simplifies how you manage and use collected data:

• Centralized database: Responses are automatically sorted into categories, such as job role or application status.
• Filter and tag: Easily search for specific candidates or group them by qualifications.
• Export options: Export data in a format that is compatible with payroll systems, HR tools, or external reporting tools.

Here’s a comparison table that highlights the key differences between Activity Messenger and Google Forms when creating application forms for employees:

Feature	Google Forms	Activity Messenger
Ease of Use	User-friendly with drag-and-drop features for your job application form.	Advanced templates designed to simplify setup and reduce manual work.
Customization	Limited customization options for themes, fonts, and branding.	Full branding capabilities, including custom logos, colors, and full integration with Canva
Communication Channels	Shares forms via email or link. No ability to reach out to applicants by SMS.	Sends forms via email, SMS, and newsletters, with built-in tracking for opens and clicks.
Follow-Up Automation	Requires manual reminders for incomplete submissions.	Automated reminders for incomplete applications and customizable post-submission confirmation emails.
File Uploads	Supports uploading resumes, cover letters, or certificates.	Supports file uploads with adapted organization and access.
Response Management	Responses are stored in Google Forms or Google Sheets for manual sorting.	Centralized database with filters, tags, and easy exporting options for better data organization.
Analytics and Reporting	Basic response tracking with optional export to Google Sheets.A	Analytics with custom filters, application statuses, and actionable insights.
Integration with Other Tools	Integrate well with the Google Workspace ecosystem and other tools	Integration with tools like Canva and SMS for direct communication.
Templates	General-purpose templates for any type of form.	Pre-designed templates specifically designed for application forms.
Pricing	Free for basic use. Paid Google Workspace plans available for additional storage and collaboration.	Affordable pricing with features designed to streamline application form workflows.

Conclusion

Creating an application form with Google Forms is simple and effective for small-scale needs. However, for organizations that have many job openings and need more advanced features such as automated communication, waiver integration, and streamlined workflows, Activity Messenger may be a better choice.

Book a introduction call with an Activity Messenger expert to learn more.