Overview
This article helps you understand how Diversity Surveys work in Access Volcanic. After candidates apply for a job, they're shown an optional survey where they can share diversity information. These surveys collect data in a respectful, compliant way and feed directly into your Diversity Dashboard.
Before you start
Before diversity surveys will appear for candidates, make sure you have:
Diversity Dashboard tracking enabled (this determines what data you want to collect)
Diversity Question Settings configured for each country where you recruit
Jobs correctly linked to clients, disciplines, and countries
📌 Note: The country in Question Settings relates to the job's location, not the candidate's location.
How diversity surveys work
The candidate journey
When a candidate applies for a job, here's what happens:
The candidate completes and submits the job application
After submission, they're shown a Diversity Survey linked to that job
The survey content comes from your Diversity Question Settings for the job's location
The candidate can choose to complete the survey or skip it entirely
Survey responses flow directly into your Diversity Dashboard
Survey structure and content
Each diversity survey includes several standard elements.
Purpose statement explains at the start why you're collecting diversity data and how it will be used.
Voluntary participation includes a prominent Skip button, so candidates can opt out at any point.
Diversity questions present dropdown menus for characteristics you've enabled, such as Age, Ethnicity, Gender identity, and Disability.
Consent checkbox requires mandatory privacy policy consent if the candidate chooses to submit responses.
ONS-compliant ethnicity options provide updated options that align with ONS 2024 guidance, including six ethnicity groups, 18 specific options, and optional self-description fields.
Survey configuration options
You can configure diversity surveys to collect data in three different ways.
Self-identification surveys
Candidates voluntarily answer the diversity questions you've enabled. This approach relies entirely on candidate self-reporting. It provides the most accurate data when candidates decide to participate.
AI-only surveys
Set all diversity questions to Never ask in your Diversity Question Settings and enable AI prediction. The system will predict diversity characteristics using candidate names, CV content, profile information, and application data. AI predictions only occur when the system reaches at least 80% accuracy confidence.
Hybrid approach
Combine self-identification with AI predictions. Candidates see the diversity questions and can decide to answer them. If they skip questions, AI fills in missing data where possible. This approach typically provides the most complete dataset.
Configuring diversity surveys
Diversity surveys are configured through your Diversity Dashboard and Diversity Question Settings rather than as a standalone feature.
Setting up surveys
Go to Settings in your Access Volcanic admin area
Navigate to Dashboard Configuration and configure your Diversity Dashboard.
Go to Diversity Question Settings and set up your question preferences for each country where you recruit.
Enable at least one characteristic with Ask standard question for surveys to be sent
Ensure each job is linked with a specific country and location that matches your Question Settings
Ensure to Save Settings and changes at each step
📌 Note: The countries in Question Settings relate to the job's location, not the candidate's location. If a job's location isn't available in the dropdown (for example, Denmark), the Default location settings will be used.
Confirming your setup is working
To check that your diversity surveys are properly configured:
Navigate to the Admin Dashboard
Check that the Diversity Dashboard is toggled on (enabled)
Look for charts representing your current and target goals
If you can see these charts, this confirms your dashboard has been configured correctly
Once configured, surveys will automatically appear after candidates submit job applications.
Previewing surveys
You can preview a diversity survey without actually applying for a job. Navigate to the apply page of a relevant job listing and add /diversity to the end of the /job/[job-title]/apply URL.
For example: /job/sales-assistant/apply/diversity
This lets you review the survey content, structure, and question wording before candidates see it.
What candidates experience
When candidates complete their application and reach the diversity survey, they'll see several elements designed to build trust.
The survey appears as a confidential form that's separate from the job application itself. This reinforces that diversity data is handled differently.
A clear purpose statement explains why you're collecting diversity data and how it benefits your organisation and candidates.
Complete choice is emphasised through a Skip button that's visible throughout, making participation clearly voluntary.
Familiar questions appear that are appropriate for the job's location and phrased in culturally sensitive ways.
Privacy assurance comes through a mandatory consent checkbox that links to your privacy policy.
All diversity questions include a Prefer not to say option. This gives candidates full control over what they share.
Understanding the updated ethnicity options
Access Volcanic's diversity surveys now use ONS 2024-compliant ethnicity categories. These updates ensure your data collection meets current UK standards and reflects evolving terminology.
📌Learn more: Ethnicity data capture update
Best practices
Be transparent about data use
Explain clearly why you're collecting diversity data and how you'll use it. Candidates are more likely to participate when they understand the purpose and benefit. Consider sharing aggregated diversity statistics publicly to demonstrate your commitment to transparency.
Add a strong purpose statement
Include a clear Diversity and Inclusion purpose statement at the start of each survey. This should explain your commitment to diversity, why the data matters, and how it helps create a fairer recruitment process.
Reassure candidates about confidentiality
Use strong confidentiality language throughout the survey. Explain that diversity data is anonymised, stored separately from applications, and only viewed in aggregate form.
Share summary data
Consider sharing anonymised, aggregated diversity statistics with candidates. This shows the impact of their participation and encourages future candidates to self-identify.
Review ethnicity options regularly
Diversity categories evolve as society's understanding grows. Regularly review your ethnicity options and other diversity categories to ensure they align with current global standards and respect candidate identity.
FAQs
Q1: How do I stop surveys from being sent?
Answer: You have two options. Remove all dashboard tracking by disabling your Diversity Dashboard, or set all diversity questions to Never ask in your Diversity Question Settings for all countries.
Q2: Can I preview a survey without applying for a job?
Answer: Yes, add /diversity to the end of your job application URL to access the survey preview directly.
Q3: What changed in the new ethnicity options?
Answer: The ethnicity dropdowns now align with ONS 2024 guidance, including six main ethnicity groups, 18 specific options, optional self-description fields, and removal of outdated terminology.
Q4: Do candidates have to answer the survey?
Answer: No, surveys are always optional and include a prominent Skip button. Candidates can also select Prefer not to say for individual questions.
Q5: What if we want to use AI predictions only?
Answer: Configure all diversity questions to Never ask in your Diversity Question Settings and enable AI prediction. This approach relies entirely on AI to populate diversity data.
Q6: Can candidates see how their data is used?
Answer: Candidates see a purpose statement explaining why you collect diversity data. Consider sharing aggregated diversity statistics publicly to demonstrate transparency.
Q7: What happens if a candidate skips the entire survey?
Answer: If AI prediction is enabled, the system may predict diversity characteristics based on their name, CV, profile, and application data. If AI prediction is disabled, no diversity data will be recorded for that candidate.
Q8: Are diversity surveys compliant with GDPR and privacy laws?
Answer: Yes, diversity surveys include mandatory consent checkboxes and are designed to comply with UK ONS standards, GDPR, and global privacy and anti-discrimination laws.
Q9: What if candidates skip all questions and AI prediction isn't enabled?
Answer: You won't collect any diversity data for those applicants. At least one method must be active to populate your Diversity Dashboard.
Q10: Why is my dashboard showing limited data?
Answer: Meaningful insights depend on having enough completed applications. If you receive few applications or most candidates skip the survey, your dashboard may show limited data.
Q11: Can I disable diversity data collection completely?
Answer: Yes, if you disable both surveys and AI prediction, no diversity data will be collected. However, at least one method must be active to populate your Diversity Dashboard.
Q12: How do I change which questions candidates see?
Answer: Navigate to Diversity Question Settings, select the relevant country, and enable or disable specific diversity characteristics.