A candidate registration form, ready to send.
Everything an agency needs from a new candidate on one form: how to reach them, whether they can work in Australia, what they’re after and who can vouch for them, with a privacy notice at the top. Copy it, download it, or adapt it to your own.
01Before you send it
A registration form collects personal information, so it should say why you’re collecting it and what you’ll do with it before the candidate fills anything in. The Privacy Act expects this of the organisations it covers, and candidates expect it of everyone. The notice at the top of the template covers the usual points; replace the blanks with your own retention period, providers and privacy policy link.
This is general information, not legal advice. Check with your adviser how the Privacy Act applies to your agency.
02The template
Copy it into your own form, or download it as a text file. Everything in [square brackets] is yours to fill in.
[Agency name] Candidate registration
Thanks for registering with us. This form takes about five minutes.
How your information is handled
We collect this information to find you suitable roles, talk to you about them and support you through a placement. We keep it in our candidate records for [two years] from our last contact with you, then delete or de-identify it, and you can ask us to delete it sooner. We never send your details to an employer without your knowledge and consent, and we never contact your current employer without asking you first.
Some of the services we use to store and send your information are outside Australia: [list your providers and where they are, or say that none are]. Our privacy policy at [link] explains how to see or correct your information and how to complain.
I have read how my information is handled☐ Yes
Your details
Full name
Name you’d like us to use
Suburb and postcode
Mobile
Emergency contactname, relationship and phone
Work rights
Are you an Australian citizen or permanent resident?☐ Yes☐ No, I hold a visa
If you hold a visa: which visafor example, subclass 482
Visa expiry date
Evidence of your work rightsa copy of your visa grant notice or a VEVO check
I confirm I have the right to work in Australia☐ Yes
Qualifications and checks
Qualifications and licences
Do you hold a driver’s licence?☐ Yes☐ No
Do you have a current police check?☐ Yes, issued in the last six months☐ Yes, but older☐ In progress☐ No
What you’re looking for
Type of work☐ Permanent☐ Temporary or contract☐ Open to either
When could you start?☐ Immediately☐ One week☐ Two weeks☐ Four weeks☐ Other: ______
Notice period in your current role
Preferred locationsfor example, Sydney CBD, hybrid
Salary expectationAustralian dollars, before tax
Is that☐ A year, plus super☐ A year, including super☐ A day☐ An hour
Areas of interest
Referees
Up to three people who can speak to your work. We only contact them with your consent.
Referee 1name, position, company, email and phone
Referee 2name, position, company, email and phone
Referee 3name, position, company, email and phone
Anything else, and your declaration
Anything else we should know?
The information I have given here is true and correct☐ Yes
[Agency name] may contact the referees above about roles it represents me for☐ Yes
Signature
Date
03What to leave out
Collect only what you need to place someone. Most of what agencies over-ask for at registration either isn’t needed until a placement, or shouldn’t be asked at all:
- Health or disability: ask about any adjustments a candidate needs for a specific role, when it’s relevant, not on a general form.
- Date of birth, gender, marital status or religion: none of these decides whether someone can do a job.
- Criminal history: whether a police check is current is enough at this stage; the check itself comes when a role needs it.
- Licence numbers, tax file number and bank details: collect these at onboarding, when you place someone, not before.
04Checking work rights
Ask every candidate, not just the ones you think might hold a visa. For visa holders, note the subclass and expiry date, and confirm their work conditions with a VEVO check, the Department of Home Affairs’ free online service. Keep the evidence somewhere private that only your team can reach, and note when the visa expires so you can follow it up.
05How Koho does it
Koho sends this form as a link under your brand. The candidate fills it in on their phone, saving as they go, with no account to make, and ticks the collection notice before they start. Each optional question can be required, optional or switched off, and you can add up to five questions of your own. Reminders go on day 3 and day 7, and a visa holder’s record shows when work-rights evidence is still to come. More on candidate registration.
Send the form, not a PDF.
Koho sends your registration form as a branded link, reminds candidates on day 3 and day 7, and files every answer on their record.