If you're tired of chasing hiring managers for feedback or watching candidate decisions stall for days, this one's for you. Automating candidate feedback in Odro sounds like a silver bullet, but the reality is a bit messier. Let's walk through how to set up automated workflows that actually work—without overcomplicating things or setting yourself up for a data mess.
Why Automate Candidate Feedback?
Before we get into the how, let's be clear: automating feedback isn't about replacing human judgment. It's about getting rid of the back-and-forth emails, the “just circling back” messages, and the endless Slack nudges. Automation should help you:
- Shorten decision times (less ghosting, fewer lost candidates)
- Keep everyone in the loop (no more "did you hear back yet?")
- Get cleaner data (standardized, trackable feedback)
But don't expect automation to fix a broken process. If your team can't agree on what good feedback looks like, or if managers simply won’t engage, no workflow will save you.
Step 1: Map Out Your Feedback Process
Before you start clicking around Odro, sketch out your actual feedback flow. Don’t just rely on how you wish it worked—write down what really happens.
Key questions: - Who is responsible for giving feedback at each stage? - How is feedback currently requested (email, phone, carrier pigeon)? - What format do you need (star ratings, written notes, yes/no)? - How quickly do you want feedback after an interview?
Pro tip: Talk to your hiring managers. If they hate a process, they’ll ignore it—automated or not. Get their buy-in on the format and timing.
Step 2: Set Up Feedback Templates in Odro
Odro lets you create feedback forms and templates. Don’t overdo it—start simple.
How to do it:
- Log in to Odro.
- Head to the “Feedback” or “Templates” section—it might be called “Feedback Forms” depending on your version.
- Create a new feedback form.
- Add fields that match what you actually need. Good basics:
- Overall impression (dropdown or star rating)
- Strengths (short text)
- Concerns (short text)
- Hire/No Hire decision (dropdown)
- Make required fields clear, but don’t demand a novel—shorter is better.
- Save the template and give it a clear name (e.g., “First Interview Feedback”).
What to avoid: - Don’t add 10 required fields—people will just write “N/A” or skip it. - Don’t try to force qualitative feedback into a bunch of rigid boxes.
Step 3: Build Your Automated Workflow
This is where Odro’s automation tools come in. You’re setting rules so feedback requests go out without manual chasing.
Typical automation triggers:
- When a candidate moves to a new stage (e.g., from “Interviewed” to “Decision Pending”)
- When an interview is scheduled or completed
Setting up the workflow:
- Go to the “Workflows” or “Automation” section in Odro.
- Choose your trigger (e.g., “Candidate moved to Interviewed”).
- Set the action: “Send feedback request using [your template] to [hiring manager/interviewer].”
- Add reminders if your managers are slow to respond—Odro can send a nudge after X days.
- Test with a dummy candidate before rolling it out for real.
Pro tip: Start with just one or two automated steps. Layer on complexity only if you need it.
Step 4: Customize Notifications and Reminders
Automated feedback requests are great—until your managers start ignoring them. Make sure your reminders don’t turn into spam.
What works:
- One clear feedback request immediately after the interview
- A single polite reminder after 24-48 hours if there’s no response
What doesn’t:
- Multiple reminders a day (people tune them out)
- Vague or generic emails—make it clear what’s being asked
How to tweak in Odro: - Edit the notification templates to sound like a human, not a robot. - Add the candidate’s name, interview date, and a direct link to the feedback form.
Example subject lines: - “Quick feedback needed for Sarah T. (Interviewed 12/04)” - “One-minute feedback form for your recent interview”
Step 5: Track Feedback Completion
Automation is pointless if no one fills out the forms. Use Odro’s reporting or dashboard features to see who’s actually giving feedback.
What to do:
- Set up a view to track outstanding feedback requests.
- Share feedback rates with your team (peer pressure is surprisingly effective).
- Follow up personally with repeat offenders—automation should reduce your admin, not hide the problem.
Step 6: Share Feedback (Carefully)
Once feedback is in, decide who gets to see it. Not every note should go straight to the candidate or client—think before you share.
- Internal notes: Fine for the team, but not for the candidate.
- Actionable points: OK to share, but edit for tone and clarity.
- Sensitive feedback: Sometimes it’s better to pick up the phone.
Odro tip: Use permissions settings to control who can view or edit feedback. Don't just open the floodgates.
Step 7: Review and Adjust
No workflow survives first contact with real users. After a few weeks, check what’s working and what’s not.
- Are managers actually filling out the forms?
- Is feedback useful, or just box-ticking?
- Are decisions happening faster?
What to ignore: Don’t obsess over perfect data. If you’re getting consistent, timely feedback—even if it’s brief—you’re doing better than most.
What Works, What Doesn’t
Works well:
- Simple, focused feedback forms
- One or two well-timed reminders
- Clear ownership (everyone knows who’s responsible for feedback)
Doesn’t work (don’t bother):
- Overly complex workflows
- Nagging people with constant notifications
- Forcing long-form answers for every candidate
Watch out for:
- Managers who reply outside the system (“I’ll just email you my thoughts…”)
- Feedback that’s just “Great, thanks” (not helpful, but at least it’s fast)
Final Thoughts: Keep It Simple, Iterate Often
Automating candidate feedback in Odro isn’t magic, but it’s a real time saver if you keep things simple. Start with the basics, show your team it saves them work, and don’t be afraid to tweak as you go. The goal isn’t “automation for automation’s sake”—it’s getting decisions (and better hires) faster, without all the nagging.
Remember: The best workflow is the one people actually use. Try it, adapt, and don’t let perfect be the enemy of good.