Journey: Messages

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

You have selected an assessment to edit and are in the navigation menu on the left under “Planning”. Here, you can choose between “Schedule” and “Messages”.

Under “Messages”, you can create customized invitation emails for the candidates. These are sent when documents are first released from the observer interface.
By default, this feature is deactivated. In this case, candidates will receive an automatically generated invitation email from Applysia when documents are first shared.

Activate the “Customize invitation e-mail for candidates” feature by clicking on the slider on the right.
In the “Subject” and “Text” fields, you can enter your customized invitation texts. By default, the tab is set to “German”. Click on “English” to also enter customized invitation texts in English.

If you do not customize both components (subject and text), any missing content will be replaced with the automated text from Applysia’s standard e-mail sent to candidates.

Additionally, you can use placeholders to personalize the invitation e-mails.

These placeholders are also used for generating automated reports. You can find more information here.

The following placeholders are available for candidate invitation e-mails:

Placeholder	Description
{cand_first_name}	Candidate’s first name
{cand_last_name}	Candidate’s last name
{cand_full_name}	Candidate’s name (1 first name, 2 last name)
{ac_position}	Assessment position
{ac_name}	Assessment name
{ac_organisation}	Organisation of the assessment
{ac_start_date}	Start date of the assessment (user’s format)
{ac_end_date}	End date of the assessment (user’s format)
{ac_start_time}	Start time of the assessment   The time is displayed in the HH:mm format. The time zone from the administration interface is appended at the end, e.g. 13:00 CET.
{ac_end_time}	End time of the assessment   The time is displayed in the HH:mm format. The time zone from the administration interface is appended at the end, e.g. 13:00 CET.
{cand_access_code}	Access code of the candidate for the candidate interface

These will then be filled with candidate- and assessment-specific information.

After customizing the e-mails, you can send a test e-mail to review the content before it is sent to the candidates. To do this, click on the “Send test-mail to yourself” button at the bottom left.
The e-mail will then be sent to the current user, including the customized name. The placeholders will be replaced with the user’s information and data from the current assessment.

A short loading animation will appear, followed by a confirmation message stating “Test-mail sent” with a checkmark.

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When duplicating an assessment, the customized candidate invitations will also be copied.

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If the assessment is already in the “Completed” status, invitation e-mails can no longer be sent, and the template can no longer be edited.

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