1. Select "Plan invitations" to set the e-mail to be sent at a future date and time.
   

   

   The sending date must be at least five minutes in the future.

   A pop-up window will open. By clicking in the field with the "clock", you can select the day, month, and year in the date picker that opens. Use the arrow keys at the top right and left to select an earlier or later month. Alternatively, you can click on the month or year to get an overview where you can select the target date. You can scroll in the year view to see earlier and later years. Past years cannot be clicked. Clicking on the small “calendar icon“ will close this view again.
   Click on the hours and minutes of the time to select the corresponding time in an overview. Alternatively, you can click on the grey lines above and below the time to set an earlier or later hour and five minutes earlier or later. Once you have set the time, click "Select". The date will then appear in the field with the "clock". Click "Save" to secure the date for sending the e-mails or alternatively select "Cancel".
   

   

   A warning message will appear in the pop-up window if an e-mail address is not stored for all candidates. No invitation e-mail will be sent to these candidates.

By clicking on "Add Tests" you can create tests for all candidates at once that are available via integrations such as Hogrefe and ITB-IONA (see "Edit Candidates").

If you have not yet used any test integrations, clicking the button for more information will redirect you to the Applysia website.

Under "New Candidate" you can manually add individual candidates (see "Create Candidates").

For many candidates, the desired candidate may not be found on the first page. You can switch between pages by clicking "Next" or on the "Page Numbers" at the bottom of the page.

Create Candidates

You can create candidates at any time, even if the assessment has already been activated and is no longer in draft mode.

Basic Information

1. Under "First Name" and "Last Name" you can enter the candidate's name.
   
2. Under "Sex" and "Birthdate" you can enter the respective data for the candidate. These fields are optional.
   As soon as you click in the field under “Birthdate”, a calendar view will appear, allowing you to select the date. Use the arrow symbols on the left and right to choose an earlier or later month. Alternatively, you can click on the month to open a month overview. Click on the desired month to select it. The overview will close automatically, and you will return to the calendar view. Alternatively, you can click on the small calendar icon to return to the calendar view. You can select the year in the same way as the month. Scroll up in the view to choose an earlier year.
   After selecting the date (day, month, year), click the “Select” button at the bottom to enter the date of birth for the respective candidate.
3. Under "Locale" you can select the candidate's language. By default, German is set as the language. You can alternatively select English using the drop-down menu. The language settings here will be applied to the candidate interface and to E-Mails sent to the candidates. If you are using tests via the ITB-IONA integration, this information will also be transferred.
   
4. Below, you can select a custom colour for the candidate, which will then be used exclusively for that candidate throughout the assessment (e.g., for the planned exercises in the scheduler and the ratings in the exercises). To do this, click on "Select" and choose the desired colour.
   
5. To create the candidate, either click on "Save" which will automatically return you to the overview, or click on "Save & New" to create another candidate directly. Click on "Cancel" to discard your changes.
   

Candidate Portal

Below this is the “Candidate Portal” section. After creating the candidate, you can view the access data here, which the candidates can use to log in to the candidate interface.

This allows administrators to send candidates the access data for the candidate interface without having to release a document first. 

You can enter the candidate's e-mail address under “E-Mail”. Entering the e-mail address is optional.

The first time a document is shared, candidates automatically receive an e-mail.

Under "Plan Invitation e-mail", you can set a date and time to automatically send the invitations at the predetermined time. Scheduling the invitation e-mails is optional, as the invitations can also be sent manually at any time.

If you want to use the e-mail pre-scheduling functions, you must provide an e-mail address for the candidate. Otherwise, the pre-scheduled date cannot be saved.

If you duplicate the assessment, the pre-scheduled date and time will also be copied.

The sending date must be at least five minutes in the future.

A pop-up window will appear. By clicking in the field with the "clock", you can select the day, month, and year in the date picker that opens. Use the arrow keys at the top right and left to select an earlier or later month. Alternatively, you can click on the month or year to get an overview where you can select the target date. You can scroll in the year view to see earlier and later years. Past years cannot be clicked. Clicking on the small “calendar icon” will close this view again.
Click on the hours and minutes of the time to select the corresponding time in an overview. Alternatively, you can click on the grey lines above and below the time to set an earlier or later hour and five minutes earlier or later. Once you have set the time, click "Select". The date will then appear in the field with the "clock". Click on the "trash icon" on the right to delete the pre-scheduled time; no automated e-mail will be sent.

The “Send invitation” button in the top right corner is greyed out until the candidate has been created and saved. After that, you can also use this button to (re)send an invitation to the candidate.
For more information, see “Edit Candidates”.

To create the candidate, either click on “Save” to automatically return to the overview or click on “Save & New” to create another candidate directly. Click on “Cancel” to discard your changes.

Import Candidates

1. First, you will see the "Prerequisites" that must be met in order to import candidates.
   
2. In the field below, you can add files in the formats .csv, .xlsx, and .ods by clicking on "Add File" or by dragging and dropping them into the designated area.
   
3. To the right, select the "CSV delimiter", the "Column for First Name", the "Colum for Last Name", the "Column for E-Mail", the "Column for Locale", the "Column for Sex", and the "Column for Birthdate" in the file. 
   
4. A preview of the candidates will then be displayed, so you can directly verify your entries.
   

Demo Candidates

To create demo candidates, click on "Add Demo Candidate" under "Options" in the candidate overview.

Demo candidates are only for testing and demonstration purposes. The ratings and notes made for the demo candidates will be deleted at regular intervals.

A new page "Create Candidate" will open with various options. Here, you can make the same settings as described above when creating "regular" candidates. The only difference when creating demo candidates is that you cannot adjust the first and last name. These will be automatically assigned.

Edit Candidates

To edit candidates, click on the candidate's name or on the "3 dots" on the far right and then click on "Edit". A new page will open.

Basic Information

Here, you can see all the "Basic Information" you entered when creating the candidate (see "Create Candidates") and make changes to them.

The same editing options apply to demo candidates.

Candidate Portal

In the “Candidate Portal” section, the “Access link” and “Access code” fields are now filled in with the candidate-specific access data. Click on the “Copy symbol” on the right to copy the access data. A tick will then appear in place of the “copy symbol”. Candidates can use the access link to log in directly to the candidate interface without having to enter the access code. This allows candidates to access the candidate interface without having to share documents in advance.

Under "Plan Invitation e-mail", you can set the predefined time to automatically send the invitation e-mail. If you have already set a date in the candidate overview, it will be displayed here. Alternatively, you can set a different date. For more information on setting the time, see "Create Candidates".

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The “Send invitation” button is now clickable. You can send an invitation e-mail for the candidate portal directly from the administration interface. Either Applysia’s automated e-mail or the customised invitation message will be sent (see “Journey: Messages”).

The e-mail can only be sent if an e-mail address is stored for the candidate.

Confirm the action in the pop-up window by clicking “Send invitation”, or cancel by clicking “Cancel”.

If the invitation email has already been sent once and the candidate is already in the “Invited” status, you can choose “Resend invitation” here.

Files

Additionally, you can upload candidate-specific "Files". These can be up to 200 MB in size and can be in the following formats: .docx, .pptx, PDF, PNG, JPEG, MOV, and MP4.
To upload files, you have several options:

1. Click on the "Add Files" button on the far right, then select the appropriate file from your computer's file view.
   
2. Alternatively, you can drag and drop a file into the designated field.
   

Under "Document" all your uploaded files will appear.

1. The order of the files can be changed individually via drag and drop. To do this, click on the "6 dots" to the left of the file name and drag it to the desired location. The files will then be displayed in this specific order in the candidate interface when shared with the candidates.
   
2. When you hover your cursor over the uploaded files, a small preview will appear. If you click on the file, it will open in a pop-up window.
   
3. Click on the "Pencil" next to a file to rename the file.
   
4. Under "For Candidates" you can decide whether you want to make the file shareable with your candidates. By default, files are not shared, but if you want to share it, you can check the "For Candidates" box. The file will then be shareable and visible to candidates in the candidate interface (but not yet accessible).
   
5. You can also choose whether the file can be downloaded by candidates and whether the text in the document is selectable by checking "Downloadable" and "Text selectable?". This helps protect intellectual property.
   
6. If you click on the "3 dots" on the far right, you can download the file under "Download" or “Delete” it. If the uploaded file is a .docx or .pptx document, an additional menu item "Edit in Word [PowerPoint]" will appear. By clicking on this, you can open the file in the Office application on your computer and make changes. Once you save the changes in the Office application, they will automatically update the file in the administration interface. For more information on editing .docx and .pptx files directly from the administration interface, see here.