Candidates

Candidates

NotesRelevant for: Workspace owners, administrators (see "User roles")
You have selected an assessment to edit and are in the navigation menu on the left under "Candidates".

Here, you can view, edit, and delete already created candidates (and demo candidates), as well as add new candidates to your assessment. The number in the navigation menu shows how many candidates have already been created.

You can sort your already created candidates by clicking on the headings "First Name", "Last Name", and "E-Mail" to arrange them in ascending or descending order. By default, the candidates are sorted by creation date. Additionally, you can see the status of the added "Tests" and which and how many candidate-specific "Files" have been added.

Under "Options" you can choose between two options in the dropdown menu. Click on "Import Candidates" to import and create multiple candidates at once from a list (see "Create Candidates"). Click on "Add Demo Candidate" to create demo candidates for testing and/or demonstration purposes (see "Create 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").

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

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.
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You can create candidates at any time, even if the assessment has already been activated and is no longer in draft mode.
To manually create a candidate, click on "New Candidate" in the top right.
A new page, "Create Candidate" will open with various options.

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

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

To import candidates, click on "Import Candidates" under "Options" in the candidate overview. A new page will open.
  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.
Click on "Import Candidates" to add the candidates to the assessment or click on "Cancel”.


Demo Candidates

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

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.


If you have stored report templates in an Assessment (see "Create assessments") and generated the reports in the observer interface after the Assessment (see "Single View: Rating"), 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. 

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The same navigation options described under "Document" can also be used 1:1 for the candidate result reports. The results reports are not shared with the candidates by default.
Warning
Please note that you must release the result reports individually for each candidate in the administration interface if you want to make them available to all candidates in the candidate interface. 
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The results reports are only available as PDF files in the candidate interface. Please note that there may be changes in the presentation of the PDF files.


Tests

Under "Tests" you will see all the tests assigned to the candidate via integrations such as Hogrefe and ITB-IONA.
  1. To create tests for the specific candidate (and not for all candidates simultaneously), click on the "Add Test" button.
  2. A pop-up window will appear where you can select the test details (norm, scale, etc.). You will also choose the type of report and decide whether to release the result reports to the candidate in the candidate interface.
  3. After adding, you will be able to see the created tests, the corresponding link, and the editing status. You can directly copy the link here. The status of the tests can be shown in four different editing states. If the test has not yet been started by the candidate, you will see the status "Waiting for Processing" highlighted in gray with a "clock icon". Tests that the candidate has already started are in the "Started" status, displayed in blue with a "play icon". Successfully completed tests are shown in green with a "checkmark" and the status "Completed". Tests that the candidates have canceled are in the "Canceled" status, marked in orange with a crossed-out circle. Additionally, next to the different editing statuses, the number of tests in each status will be displayed relative to all the tests assigned to the candidate.
  4. Once the editing is complete and a result report is available, it can be viewed and downloaded.
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Customers who do not yet use the test integrations will be redirected to the Applysia website by clicking on the "Add Test" button, where they will receive further information about the test integration offerings.


Delete Candidates

To "Delete" candidates, click on the "3 dots" next to the candidate in the candidate overview on the right side, or click "Delete" in the top right corner when editing a candidate. A pop-up window will appear where you must enter the name of the candidate to be deleted and click "Confirm" before the candidate is actually deleted. You can also click "Cancel" to return to the overview.


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