Create and edit interview templates
Build interview templates in OpenAleph - template types, chapters, question types, visibility and required settings, tags, duplication and deletion.
A template is the questionnaire used in an interview campaign. It defines the chapters and questions, who answers the template (interviewee, interviewer, both, or both plus a cross review), and for each question who can see it and who must answer it. Templates are managed in Interview › Templates.
Before you start
The templates list
Go to Interview › Templates. The table lists every interview template of your company with these columns:
| Column | Content |
|---|---|
| Template title | The template name. |
| Type | Who answers it: Interviewee (IE), Interviewer (IR), Both or Cross review. |
| Last update | Date of the last change. |
| Tags | Tags used to organise templates. |
Use the search bar to find a template by title, and the filter button to filter by Last update, Type, Creator or Tags.
Click a row to open the template. If you can edit it, the editor opens; otherwise it opens in read-only mode (see below).
The ⋯ menu at the end of each row offers:
- Edit template tags (only on templates you can edit): pick existing tags or create new ones.
- Duplicate: creates a copy named "title - Duplicate", with all questions, options and translations, and opens it in the editor. You become the owner of the copy.
- Delete (only on templates you can edit): moves the template to the deleted items.
Create a template
- Go to Interview › Templates and click New template.
- A new template called New template is created immediately and opens in the editor, with the type Interviewee (IE) preselected. Everything you change is saved automatically: the indicator at the top shows Saving... then Saved.
- In the first card (Template), fill in:
- Template type: choose who answers the template (see the table below).
- Template name: the title participants will see.
- Description: an introduction shown at the top of the interview (for example the purpose of the interview and how to prepare).
- Video (Youtube): paste a YouTube link to embed a video at the top of the interview.
- Click the tag icon at the top right of the template card to add tags.
- Click Add (under the template card, or under any question) and choose the block type to insert at that position.
- Fill in each block and set its visibility and required options.
- Click the eye icon in the top bar to preview the template as participants will see it (Template preview).
- Click the back arrow to return to the list. There is no "save" button: the template is already saved.
Template types
| Type | Who answers | What happens in a campaign |
|---|---|---|
| Interviewee (IE) | Only the interviewee. | One interview per participant, filled in by the employee. The interviewer can view the answers once submitted. |
| Interviewer (IR) | Only the interviewer. | One interview per participant, filled in by the person in charge. |
| Both | The interviewee and the interviewer, each in their own part. | Two interviews per participant. The interviewer can view the interviewee's answers once submitted; the interviewee does not see the interviewer's part. |
| Cross Review | Both, then a final cross review. | Three interviews per participant: interviewee part, interviewer part, and a cross review that opens once both are submitted. The interviewee can read the cross review once it is submitted. See Cross review, submission and locking. |
You can change the template type at any time in the template card. Campaigns already launched are not affected (see "Editing a template that is already used" below).
Block types
Click Add to insert one of these blocks:
| Block | Use it for | Settings |
|---|---|---|
| Chapter | A section title that groups the following questions. Chapters appear in the Summary navigation panel of the interview. | Chapter name, Description. |
| Paragraph | A block of explanatory text (instructions, context). Not answerable. | Description only. |
| Open question | A free-text answer. | Question, description, visibility and required switches. |
| Rating | A score from 1 to the maximum you choose, displayed as clickable icons. | Question, description, Max rating (1 to 5, or 7 to 10), Allow comments, visibility and required switches. |
| Multi-choice | One answer to pick from a list of options. | Question, description, Answer options (click Add answer option to add one, remove options you don't need), Allow comments, visibility and required switches. |
Allow comments adds a Comment field under the rating or the options, so respondents can justify their answer. The default Max rating is 5. Give every multi-choice question at least one answer option before using the template in a campaign.
Visibility and required settings
Each question (open, rating, multi-choice) has four switches:
| Switch | Effect |
|---|---|
| Visible for interviewer | The question appears in the interviewer's part. |
| Required for interviewer | The interviewer must answer it before submitting. |
| Visible for interviewee | The question appears in the interviewee's part. |
| Required for interviewee | The interviewee must answer it before submitting. |
By default a new question is visible to both and required for nobody. Use these switches to ask a question only to the manager (for example a performance rating) or only to the employee (for example "What are your training wishes?"). Required questions are marked with an asterisk (*) in the interview, and the Submit button refuses to submit until they are answered. In the cross review, every question is shown.
Reorder, duplicate and delete blocks
Each block has icons at the top:
- Up and down arrows: move the block one position up or down.
- Copy icon: duplicate the block right below it (the copy's title ends with "(copy)").
- Trash icon: delete the block.
The list icon in the top bar opens the Summary side panel with all blocks; click one to jump to it. The top bar also shows the translate icon (see Translate a template) and the save indicator.
Preview a template
Click the eye icon in the editor top bar (or open a read-only template) to see the Template preview: the template exactly as a participant will see it, with its description, chapters and questions. If the template has translations, you can switch the preview language.
Read-only templates
When you open a template you cannot edit (created by someone else, and you are not an admin), it opens with the Read-only template label. You can browse and preview it, and click Duplicate template to create your own editable copy.
Delete and restore a template
- In the templates list, open the ⋯ menu of the template and click Delete.
- Confirm in the Template will be deleted dialog.
The dialog reminds you that "Deleted templates are stored for 30 days. After this period, they will be permanently deleted." To find them, click the ⋯ button next to New template and choose View deleted templates. The Deleted templates window lists them with their Deleted on date and a search bar. On each row you can:
- Click the row to view the template's content.
- Restore the template (restore icon): it goes back to the list ("Template has been restored successfully.").
- Delete it permanently (trash icon), then confirm Delete in the "This is a permanent action." dialog.
Editing a template that is already used
When a campaign is launched, OpenAleph makes a snapshot (a "version") of each template it uses. Interviews of that campaign keep using that snapshot, so later edits to the template do not change interviews already launched. The campaign's Participants & answers tab shows the template version date under each template name. Your edits apply to campaigns launched afterwards, including scheduled campaigns that have not started yet.
Common questions
I don't see Templates in the menu.
The Templates entry is only shown to Manager creators, Scoped admins, Admins and Super admins. If you have one of those levels and still don't see it, your company may not have the Interview module enabled.
I can open a template but not edit it.
You can only edit templates you created, unless you are an Admin. Use Duplicate template to get an editable copy.
Where is the True/False question?
New True/False questions can no longer be added; use a Multi-choice question with two options instead. Existing True/False questions keep working in older templates.
Can I add goals, skills or trainings inside a template?
No. Interview templates contain chapters, paragraphs, open, rating and multi-choice questions. Goals, skills and trainings are managed in their own modules.
I changed a template but a running campaign still shows the old questions.
That is expected: a launched campaign keeps the version of the template it was launched with. To use the new version, create a new campaign or relaunch the campaign (see Manage a campaign).
Still stuck?
Our team answers every question. Tell us what you are trying to do and we'll walk you through it. Contact support