Relevant for: Workspace owners, administrators (see "User roles")

Create Candidates

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

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.
   Once you click in the field under "Birthdate" a calendar view will appear, allowing you to select the appropriate date. Click on the month and year at the top. A new window will open, allowing you to select the desired month. Then, click on the year at the top in this new window. You will see a list of different years. Using the arrow symbols at the top left and right, you can select different time periods and click on the appropriate year. Once you've selected the date (day, month, year), this view will close automatically.
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. Under "E-Mail" you can enter the candidate's E-Mail address (optional).
   

The E-Mail will be automatically sent the first time you share it. Therefore, be careful when using this feature and do not test it randomly; only share documents if the candidate should indeed have access.

1. 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.
   
2. 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.

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.
   

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.

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.

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.