Rolling Out Hiring Manager Experience Surveys

A practical guide to rolling out Hiring Manager Experience surveys so your team can collect structured, consistent feedback and turn it into stronger recruiting partnerships\.

!Designed visual of Hiring Manager Experience surveys with a 10-point rating.

How to use this Playbook

Use this playbook as a step\-by\-step guide to plan and launch Hiring Manager Experience Surveys in Ashby\.

Follow these sections in order, or click directly into the step that matches where your team is today using the navigation panel on the left\.

Who this playbook is for

Talent Leaders and Recruiters who want to strengthen their hiring manager partnerships
Recruiting ops and admin owners configuring surveys and automation in Ashby
Teams responsible for recruiter performance, process improvement, and TA – Hiring Manager alignment

What we'll cover

Introduction to Hiring Manager Experience Surveys What to consider before building the survey
Plan your rollout[](~/80682c2e-2b48-47e9-b879-c2f781881528/) Key considerations before you launch
Set up the survey Step\-by\-step configuration guidance
Engage with stakeholders Templates and best practices for rollout

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What are Hiring Manager Experience Surveys?

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Surveys that capture feedback from hiring managers after a candidate is hired\.

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Why do they matter?

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Hiring manager feedback gives your recruiting team direct insight into how their partnership and process are landing\.

It helps improve recruiter performance, strengthen relationships, and build a more effective TA function\.

Before you dive in

📚 This playbook focuses on rollout: how to scope the program, align stakeholders, set expectations with the TA team and hiring managers, and decide how your team will review and use the data once it starts coming in\.

If you're looking for a deeper dive into Hiring Manager Experience surveys, including guidance on a practical setup and day\-to\-day management in Ashby, check out the Hiring Manager Experience Surveys course in Ashby Academy\.

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Introduction to Hiring Manager Experience Surveys

Hiring Manager Experience Surveys are designed to give your recruiting team structured, consistent feedback from the hiring managers they partner with automatically, after every hire\.

Hiring Manager Experience Surveys are available on the Plus and Enterprise plans\.

Hiring Manager Experiences Overview

Why implement Hiring Manager Experience surveys?

Hiring Manager Experience Surveys in Ashby provide the structure and data that support:

Continuous improvement
Stronger partnerships
Efficiency and automation
Data\-driven decisions

Review each option on the right to learn more\.

Continuous improvement

Provides actionable insights to improve recruitment practices based on direct feedback from the people recruiting teams work with most closely\.

Stronger partnerships

Creates a formal feedback loop that enhances collaboration and alignment between TA teams and hiring managers\.

Efficiency and automation

Automates the feedback process entirely\. No manual follow\-up required\.

Survey requests send when a hire is made, and results flow directly into reporting\.

Data\-driven decisions

Integrated reporting within Ashby helps you identify feedback trends across recruiters, departments, and roles, so you can make informed decisions about where to focus improvement efforts\.

#### Configure the Survey Form

!Screenshot of the Hiring Manager Experience survey form in Ashby showing the survey questions and response fields.

Surveys are configured in Admin > Employee Surveys > Hiring Manager Experience\.

You can use the default template or create customized surveys with specific questions relevant to your recruitment process\. Surveys include six built\-in questions measuring core pillars of recruiting feedback that power the platform's dashboards and report templates\.

As a best practice, recommend keeping the six built\-in questions on every form\.

#### Configure the Survey Settings

!Screenshot of Hiring Manager Experience survey Automation tab showing the three options, including no automation, auto-enroll all new hires, and custom automation rules.

Determine the number of reminders and reminder cadence, add instructions that provide context for the hiring manager when completing the survey request, and automate the delivery of survey requests\.

#### Hiring Managers Submits Survey

!Screenshot of the Hiring Manager Experience survey form from a hiring manager's perspective showing how they'd complete a survey.

Hiring managers receive a task in Ashby and an email notification when a survey request is sent\. Slack notifications are also available if your team uses the Slack integration\.

#### Report on Hiring Manager Experience Survey Performance

!Screenshot of the HM Experience Survey Dashboard in Ashby showing a snapshot of survey requests, submissions, and responses.

Once surveys are submitted, results are available in Ashby's reporting suite\.

The Hiring Manager Experience dashboard is your out\-of\-the\-box view of the entire survey program, including program health, average rating over time, survey volume, and more\.

The Hiring Manager Experience report templates provide pre\-built reports for survey submissions, survey requests, and more\.

Components of Hiring Manager Experience Surveys in Ashby

The following components outline how to capture and report hiring manager feedback in Ashby\.

Note: To dive deeper into each of these components, review the [](https://academy.ashbyhq.com/course/quality-of-hire)Hiring Manager Experience Surveys course in Ashby Academy\.

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Step 1: Plan Your Rollout

Plan Your Rollout

Step 1

Before configuring your surveys, take time to align your team on goals, customization needs, and how you'll act on the feedback\.

A clear plan up front makes adoption easier and the data more useful\.

Before You Build

Key decisions before you launch

Work through each area below before you start building\.

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Stakeholder Alignment

Begin by aligning your team and broader organization on the purpose of the survey\. Consider:

Align as a team and organization: Discuss how survey results will contribute to your specific organizational goals, whether that's improving recruitment processes, enhancing collaboration between departments, or driving data\-driven decision\-making\.
Communicate the value: Ensure that key stakeholders, including TA leadership, recruiting managers, and hiring managers, understand how the feedback will be used to foster continuous improvement and strengthen interdepartmental collaboration\.
Involve stakeholders early: Engage stakeholders in the planning process\. Consider holding a kickoff meeting to discuss the goals of the surveys, address any concerns, and gather input on how the results should be interpreted and acted upon\.

Customization Needs

Review the default survey content and tailor it to your organization's needs\. Consider:

Assess the survey content: Review the default questions Ashby provides to determine if they align with your organization's needs\. Consider whether additional custom questions are needed to capture feedback that is critical to your goals\.
Tailor to organizational goals: Customize the survey to reflect your organization's specific challenges and opportunities\. For example, if improving communication between recruiters and hiring managers is a priority, ensure that relevant questions are included\. Are there specific areas of your recruiting process you want to explore further with custom questions?
Pilot and iterate: Consider running a pilot survey with a small group of hiring managers to gather initial feedback\. Use this feedback to refine the survey before rolling it out to the entire organization\.

Best Practices for Rollout

Keep these principles in mind as you launch\. Consider:

Purpose\-driven implementation: Make sure the implementation is purpose\-driven\. Clarify that the primary goal is to use feedback as a tool to improve interdepartmental collaboration and achieve better hiring outcomes, not to evaluate individual recruiters or managers\.
Set clear expectations: Establish clear expectations with stakeholders about how feedback will be used\. This includes how often surveys will be sent, how results will be reviewed, and how action items will be communicated\.
Continuous communication: Keep the lines of communication open throughout the rollout\. Regularly update stakeholders on progress and any adjustments made based on their feedback\.

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Step 2: Set Up the Survey

Set Up the Survey

Step 2

With your goals and design defined, you're ready to configure in Ashby\. The steps below walk you through the key setup points\.

For full details at each step, review the Hiring Manager Experience Surveys course in Ashby Academy\.

Build and Configure Your Survey

💡Ashby includes a default Hiring Manager Experience survey form\. For most teams, this is a strong starting point\.

Instead of creating a survey from scratch, you can use the default survey\. It can be customized to your organization's goals\.

Slide 1

How to Configure Hiring Manager Experience Surveys

!Screenshot of the Hiring Manager Experience survey form in Ashby showing the hiring manager's view.

Follow these steps to create your survey form, determine the reminder cadence, and enable automation in Ashby\.

Slide 2

!Screenshot of the Hiring Manager Experience page in Ashby Admin showing the Surveys section, with the option to create and name a new Hiring Manager Experience survey.

Create the survey form

Start by building the form hiring managers will complete\.

Navigate to Admin > Jobs & Applications > Employee Surveys > Hiring Manager Experience\.

Click the <\+New> button\.

Name the survey form and <Submit>\.

Slide 3

!Screenshot of an admin's view building the Hiring Manager Expreience survey form in Ashby.

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Configure the survey questions

Start by building the form hiring managers will complete\.

Review the six default questions\. We recommend keeping this on all forms as it drives reporting\.

Add any additional questions if there are specific areas of your recruiting process you want to explore beyond the default dimensions\.

Keep forms focused\. Shorter surveys get higher completion rates\.

🛑 The six default questions feed into Ashby's built\-in dashboard and template reports\. Custom questions can be reported on separately\.

As a best practice, we recommend keeping at least the Overall Experience question to establish a baseline score\.

Slide 4

!Screenshot of a Hiring Manager Experience form Settings tab in Ashby showing the options to configure the number of reminders and reminder period.

Configure the survey settings

Determine the number of reminders\.

In the Settings tab, set the number of reminders and reminder cadence – daily or weekly\.

Slide 5

!Screenshot of the Instructions tab for a Hiring Manager Experience survey in Ashby, showing example instructions for the hiring manager.

Configure the survey instructions

Add context for the hiring manager when completing the survey\.

In the Instructions tab, add instructions that include the purpose of the survey and any relevant links, if applicable\.

Slide 6

!Screenshot of the Automation tab for a Hiring Manager Experience survey in Ashby, showing the three available automation options.

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Enable Automation

Route surveys to hiring managers automatically\.

In the Automation tab, choose whether to auto\-enroll all new hires or set up custom automation rules\.

If you set up your custom automation rules, you can configure cooldown settings to limit how often a hiring manager receives a survey\. For example, once per recruiter per 90\-day period\.

💡Most organizations using Ashby opt for a single Hiring Manager Experience Survey to cover all recently hired candidates\.

If you plan to use multiple surveys for different scenarios, you can use the \+Add Fields to Match feature to ensure the correct survey is sent to the appropriate audience after a candidate is hired\.[](https://www.ashbyhq.com/resources/terms-ai-features)

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Step 3: Engage with Stakeholders

Engage with Stakeholders

Step 3

Successful adoption depends on hiring managers' understanding why they're receiving these surveys and what happens with their feedback\.

Use the templates below to communicate ahead of your go\-live date\.

Stakeholder Communication

A few things to keep in mind before you send

Communication templates

Frame the survey as a tool to improve the recruiting partnership and partnership, not a performance measure
Set expectations for how often surveys will arrive and how long they take
Be clear about what you'll do with the feedback so hiring managers feel their input is valued

Email 1: Announcement

Subject: Introducing the New Hiring Manager Experience Surveys

Hello \[Hiring Manager Name\],

I’m excited to announce that we’re rolling out our new Hiring Manager Experience surveys to gather your valuable feedback on the recruitment process\.

These brief surveys will be sent automatically after each hire and should only take a few minutes to complete\.

Your input will help guide the decisions and approaches our recruiting team takes, ensuring we can identify friction, improve over time, and strengthen the recruiting partnership\.

It’s also a great opportunity to highlight what’s working well and share any learnings that can help improve collaboration and hiring experience\.

An email with instructions will be provided closer to the rollout\.

Thank you in advance for your support and participation\!

Email 2: Instructions

Subject: How to Complete the Hiring Manager Experience Surveys

Hi \[Hiring Manager Name\],

Thank you for your ongoing partnership\. As part of our commitment to continuous improvement, you’ll soon start receiving Hiring Manager Experience survey requests after each hire\.

!Screenshot of an example email notification sent to a Hiring Manager requesting feedback with a link to the Hiring Manager Experience survey.

The process is simple: you’ll receive an email with a link to the survey, and it should only take a few minutes to complete\. Your feedback will be submitted directly through Ashby\.

Please let us know if you have any questions\!

Email 3: Reminder before go-live

Subject: Upcoming Rollout of Hiring Manager Experience Surveys

Hi \[Hiring Manager Name\],

Just a quick reminder that our new Hiring Manager Experience surveys will be rolling out next week\.

These surveys are a key part of our commitment to improving our recruitment process and ensuring that we are meeting the needs of the organization\.

Once a candidate is hired, you’ll receive a survey via email\. Your feedback is incredibly important, and we’re counting on your insights to help us continuously improve\.

Thank you for being a great partner in this process\!

A well\-built hiring manager experience survey drives survey adoption, valuable feedback, and reportable insights\.

A few things to carry forward:

Key Takeaways

Plan first & align

Build your survey with intention

Plan for action

Your goals shape everything downstream and hiring managers need to understand this is a partnership tool, not an evaluation\.

Form configuration determines what you plan to measure and report on\. Keep questions focused on what you'll actually act on and include the six default questions Ashby includes by default\.

Decide in advance how you will review results and improve recruitment practices and collaboration across the TA team and hiring managers\.

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