Candidates

Candidates

Relevant for: Organisation Administrators, Administrators (see "User Roles in the Cockpit").
You have selected an Assessment to work on and are in the navigation menu on the left under "Candidates". 

Here you can view, edit and delete Candidates (and Demo Candidates) already created and add new Candidates to your Assessment. The number in the navigation menu shows you how many Candidates have already been created.

You can sort your already created Candidates by clicking on the headings "First Name", "Last Name" and "Email" according to these categories in ascending or descending order. By default, Candidates are sorted by creation date. You can also see the status of the added "Tests" and which and how many candidates-specific "Files" have been added.

Two options open up in the drop-down menu under "Options". Click on "Import Candidates" to import and create several Candidates simultaneously from a list (see "Create Candidates"). Click on "Add Demo Candidate" to create Demo Candidates for test and/or demonstration purposes (see "Create Candidates").

By clicking on "Add tests", you can create tests for all Candidates at the same time, which are available via integrations such as Hogrefe and ITB-IONA (see "Edit Candidates"). 

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

For many Candidates, the Candidate you are looking for may not be on the first page. You can switch between pages by clicking on "Next" or on the "Page numbers" at the bottom of the page.


Create Candidates

When creating new Candidates, you have two options: You can add Candidates manually or simply import a list of them as a CSV, Excel file, etc.

You can create Candidates at any time, even if the Assessment has already been activated and is no longer in draft mode. However, you will no longer be able to delete Candidates.

To create Candidates manually, click on "New Candidate" in the upper right corner.
A new page "Create Candidate" will open with different options: 
  1. Under "First Name" and "Last Name" you can enter the name of the Candidate.
  2. Under "Gender" and "Date of birth" you can enter the respective data about the Candidate. These details are optional.
    As soon as you click in the field under "Date of birth", a calendar view appears in which you can select the corresponding date. Click on the month and year at the top. A new window will open in which you can select the desired month. In this new window, click again on the year at the top. You will then see a list of different years. You can use the arrow symbols at the top right and left to select different time periods and click on the appropriate year. Once you have selected the date (day, month, year), this view closes automatically.
  3. Under "Language" you can select the language of the Candidate. The default language is German. Alternatively, you can use the drop-down menu to select English. The language settings stored here are used for the Candidate Portal and for emails sent to Candidates. If you use tests via the ITB-IONA integration, this information will also be transferred.
  4. Under "Email" you can enter the email address of the Candidate (optional).
The email will be sent automatically when sharing for the first time. Therefore, be careful with the use of this function and do not simply test it out, but only share documents if the Candidate should actually already have access.
  1. Below you can select an individual color for the Candidate, which will then only be used for the Candidate during the entire Assessment (e.g. for the scheduled exercises in the Scheduler and the Assessments in the exercises). To do this, click on "Select" and the desired color. 
  2. To create your Candidate, either click on "Save" to automatically return to the overview or click on "Save & New" to create another Candidate directly.



To import Candidates, click on "Import Candidates" under "Options" in the Candidate overview. A new page will open.

  1. First of all, you will see the "Prerequisites" that you need to fulfill in order to be able to import Candidates.  
  2. In the field below you can add files with the extensions .csv, .xlsx and .ods by clicking on "Upload file" or by dragging and dropping them into the field provided.
  3. To the right, select "CSV separator", the "Column for First Name", the "Column 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. You will then be shown a preview of the Candidates so that you can check your entries directly. 


To create Demo Candidates, click on "Add Demo Candidate" under "Options" in the Candidate overview. 
Demo Candidates are for test and demonstration purposes only. The ratings and notes made for the Demo Candidates are deleted at regular intervals. 
A new "Create Candidate" page opens with various options. Here you can make the same settings as described above for creating "normal" Candidates. The only difference when creating Demo Candidates is that you cannot change the first name and last name. These are assigned automatically.


Edit Candidates

To edit Candidates, click either on the Candidate's name or on the "3 dots" on the far right and then on "Edit". A new page will open. 
Here you can see all the "General Information" that you entered when creating the Candidate (see "Create Candidates") and you can change it. 

The same editing options apply to the Demo Candidates.


You can also upload candidate-specific "files". These can be up to 10 MB in size and can have the following formats: .docx, .pptx, PDF, PNG, JPEG, MOV and MP4. 
To upload files you have several options: 
  1. Click the "Upload" button on the far right, and then click "Upload file" or 
  2. drag & drop a file into the field provided. 

All your uploaded files appear under "Document".

  1. The order of the files can be changed individually by drag & drop. To do this, click on the "6 dots" to the left of the file name and drag them to the desired position. The files will then also be displayed in this specific order in the Candidate Portal, provided they are shared with the Candidates.
  2. When you move the cursor over the uploaded files, a small preview opens. When you click on the file, it opens in a pop-up window. 
  3. Click the "pencil" next to a file to change the file name. 
  4. Under "For Candidates" you can specify whether you want to make the file shareable with your Candidates. By default, the files are not shared, but if you want to do so, you can check the "For Candidates" box. The file is then shareable and is displayed to the Candidates in the Candidate Portal (but cannot be opened yet). 
  5. You can decide whether Candidates can download the file and whether the text of the document is selectable for them by further ticking "Downloadable" and "Text selectable?”. This allows you to protect intellectual property.
  6. If you click on the "3 dots" on the far right, you can download the file under “Download” or "Delete" the file. If the uploaded file is a .docx or .pptx document, an additional menu item "Edit in Word [PowerPoint]" will appear here. Click on it to open the file in the Office application on your computer and you can make any changes you like. As soon as you save the changes in the Office application, they are automatically updated in the saved file in the Cockpit. Further information on editing .docx and .pptx files directly from the Cockpit can be found here. 



If you have stored report templates in an Assessment (see "Create an assessment") and generated the reports in the App after the Assessment (see "Individual view of candidates"), the candidate-specific result reports appear under the candidate files. Next to the name of the report, you will see the "Report" label with a "Text Icon" in a colored badge. 
The same navigation options described under "Files" can also be used 1:1 for the candidate result reports. The results reports are not shared with the candidates by default.
Please note that you must release the result reports individually for each Candidate in the Cockpit if you want to make them available to all Candidates in the Candidate Portal. 
The results reports are only available as PDF files in the Candidate Portal. Please note that there may be changes in the presentation of the PDF files. The other files are displayed in the Candidate Portal as PDF files, but if the Candidates are allowed to download them, they are downloaded as .docx/.pptx files.



Under "Tests" all your created tests appear, which are available via integrations like Hogrefe and ITB-IONA. Here you can see tests that apply to all Candidates as well as tests that are specific to each Candidate.  
  1. To create tests for the respective Candidate (and not for all Candidates at the same time), click on the "Add test" button.
  2. A pop-up window opens in which you select the test details (standard, scale, etc.). You also select the type of report and decide whether to release the result reports for the Candidate in the Candidate Portal. 
  3. After adding you can see the created tests as well as the respective link and the processing status. You can copy the link directly here. The status of the tests can be displayed in four different processing states. If the test has not yet been started by the Candidate, you will see the status "Waiting for processing" highlighted in gray and with a "clock icon". Tests that the Candidate has already started are in the status "Started" and are displayed in blue with a "Play icon". Successfully completed tests are displayed in green with a "check mark" and the status "Completed". Tests that the Candidates have cancelled are in the status "Cancelled" and are marked in orange with a crossed-out circle. In addition to the various processing statuses, the number of tests in the respective status in relation to all tests assigned to a Candidate is also displayed.
  4. Once processing is complete and a report of results is available, it can be viewed and downloaded. 
Customers who do not (yet) use the test integrations are redirected to the Applysia website by clicking on the "Add test" button and receive further information about the test integration offer.

Delete Candidates

To "Delete" a Candidate, click on the "3 dots" next to the Candidate on the far right of the Candidate overview or click on the "Recycle bin" at the top right when editing the Candidate. A pop-up window will open where you have to enter the name of the Candidate you want to delete and click on "Confirm" before the Candidate is actually deleted. You can also click "Cancel" and return to the overview.

You cannot delete Candidates once the Assessment has been activated and is no longer in draft mode.

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