This article will provide a step-by-step guide on how to send assessments to candidates in FranchiseLab Recruiter. It also covers assessment states and how to send assessments to multiple candidates at once.
How to send assessments to candidates
Create an application for the candidate you wish to send assessments to if you haven’t already done so. Navigate to the application page (or start here if the application already exists).
Under ‘Assessments’ click on the assessment/s you wish to send.
Confirm the assessment/s you wish to send in the pop-up box, and click ‘Continue’.
The relevant assessment will update to ‘Sent’ status with the date and time on the application page.
Note you can select both the Information Request and Self-Assessment in step 3 to send both at once.
Sending assessments to multiple applicants
Go to the ‘Applications’ main page and select the applications you wish to send assessments to.
Click the ‘Send Assessments’ button in the top right corner.
Select the assessment/s you wish to send to the applicants. IMPORTANT: all selected applicants must have the same status as each other for the intended assessment (e.g., not sent, or sent but unopened etc.). If this is not the case you will get an error message.
Click ‘Continue’ to send the assessment/s to all selected applications.
Resending assessments
To resend an assessment to someone who has been sent the assessment (with a status of ‘Sent’, ‘Opened’ or ‘In progress’)
Click on the assessment you wish to resend under ‘Assessments’ on the candidate application page.
Select the assessment/s you wish to resend from the pop-up box and click ‘Continue’.
Click the ‘Resend’ button on the confirmation box.
A reminder email will be sent to the candidate with a link to the assessment. If they have partially completed the assessment already their progress will be saved and they can continue on after accessing via the link.
To resend an assessment to someone who has completed the assessment (i.e. with a status of ‘Completed’)
You may wish to do this if a candidate requests to edit an answer in their assessment.
Click on the assessment you wish to resend under ‘Assessments’ on the candidate application page.
Select the assessment/s you wish to resend and click ‘Continue’.
You will be given the option of resending the completed assessment (i.e. for the candidate to open and edit) or sending a brand new assessment (which will overwrite the original completed one). Select ‘Resend’ or ‘Send New’ depending on your requirements.
If you select ‘Send New’ you will be reminded this will overwrite the previous completed assessment, which will no longer be accessible unless you have saved a copy of the PDF report. Select ‘Confirm’ to proceed.
Best Practices: Sending Assessments
We encourage you to have a conversation with candidates about the assessments first, so that they can expect the email and One-Time Password (OTP) SMS to their mobile phone when it arrives. If candidates don't understand this clearly, they may mark the email/SMS as Spam or Junk, which can affect future deliverability of assessments and SMS OTPs.
Overview of Assessment Statuses
Sent: Assessment has been sent but email not opened.
Opened: Assessment email has been opened but assessment not commenced.
In progress: Assessment has been started but not completed.
Completed: Assessment has been completed and submitted. Report will be available for viewing online.
Error: The assessment email has not been delivered due to an error.
Since email tracking is quite varying as different email systems, providers and clients all have different behaviors, here some technical insights into how we interpret these different system interactions:
Once our email server sends out the Information Request or Self Assessment email, the recipient's email server will mark it as delivered when possible - that's when our system displays 'Sent' as the status,
If the recipient's email server doesn't reply with this delivery flag, our system displays 'Error'. The email may still be sent, but our system has not received confirmation, so you will see the error status.
Once it hits the recipient's email client & a user opens it, the email client will send a note to our system to let us know that it has been opened. In this case, the status is marked as 'Opened'. Not all email servers & clients will send this note to our system, so not all instances will display opened when it's been opened by a user.
Some email clients will screen the email once it hits the inbox. Email providers may do this to scan for viruses, check for phishing links, determine if an email is junk, etc. When a system opens an email to screen it, it can be interpreted as 'Opened'.
Once a candidate has clicked on the link to access the assessment, logged in, and completed & saved at least one section on the Information Request or Self Assessment, the system will mark the assessment as 'In Progress'.