Overview: Stafio.ai streamlines the process of inviting candidates to take skill assessments, ensuring a smooth and automated experience. Building on the assessment triggers you've configured, this process ensures that candidates receive their invitations promptly and are guided through the assessment process efficiently.
1. Automated Invitation Delivery
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The primary method for inviting candidates to assessments is through the automated triggers you set up when attaching assessments to a job.
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How it works: When a candidate meets the defined trigger condition (e.g., moves to the 'Assessment' pipeline stage, or applies to the job if configured for immediate send), Stafio.ai automatically sends the assessment invitation to their registered email address.
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Benefits:
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No Manual Intervention: Eliminates the need to send individual invites, saving significant time, especially for high-volume roles.
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Timeliness: Ensures candidates receive assessments immediately upon meeting criteria, maintaining momentum in the hiring process.
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Consistency: Every eligible candidate receives the invitation through the same standardized process. [Placeholder for image: Screenshot of automated invitation confirmation or a message in the candidate's activity log indicating auto-send]
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2. Customizing Invitation Messages (If Available)
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While the core delivery is automated, Stafio.ai may allow you to customize the content of the assessment invitation email templates.
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Where to Customize: Look for "Email Templates" or "Notification Settings" within the "Assessments" section or general "Platform Settings."
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Customization options may include:
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Adding your company branding (logo, colors).
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Personalizing the greeting.
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Providing specific instructions or deadlines beyond the assessment platform's defaults.
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Including contact information for support.
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Customizing the message ensures candidates receive a clear, branded, and welcoming invitation. [Placeholder for image: Screenshot of email template customization for assessments]
3. Manually Sending or Resending Invitations
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In certain scenarios, you may need to manually send an assessment invitation, or resend one if a candidate reports not receiving it.
Steps:
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Navigate to the candidate's profile within the relevant job.
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Go to the "Assessments" tab or section on their profile.
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You should find an option like "Send Assessment Invite," "Resend," or "Generate Link" next to the linked assessment.
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Clicking this will send a new invitation or provide a direct link you can share.
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This provides flexibility for individual cases. [Placeholder for image: Screenshot of manual send/resend option on candidate profile]
4. Candidate Experience
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Stafio.ai is designed to provide a smooth experience for candidates taking assessments:
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Clear Instructions: Invitations should clearly state what to expect.
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Direct Access: Links lead directly to the assessment platform.
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Responsive Design: Assessments are typically accessible on various devices.
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Automated Reminders (If Configured): For assessments not completed, automated reminders can be set up to prompt candidates, further reducing manual follow-up.
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5. Tracking Invitation Status
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You can monitor the status of sent invitations directly within Stafio.ai:
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Candidate Pipeline: The candidate's status in the pipeline (e.g., 'Assessment Sent', 'Assessment Started', 'Assessment Completed') updates automatically.
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Candidate Profile: Each candidate's profile will show the status of their assessment invitations.
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Job Overview/Reports: Some dashboards provide an overview of assessment invitation rates and completion rates for a job.
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This visibility helps you identify bottlenecks or candidates who might need a gentle reminder.
Troubleshooting & Tips:
Issue: Candidate claims they didn't receive the automated invite.
Suggested Fix: Verify their email address in their profile. Ask them to check their spam/junk folder. Check the job's "Automation History" or candidate's activity log for successful send confirmation. If needed, manually resend the invite.
Issue: Assessment link expired or invalid.
Suggested Fix: Ensure enough time was given for completion. If the link has a time limit, resend a fresh invitation manually.
Issue: Automated invites are not being sent.
Suggested Fix: Reconfirm that the automated trigger settings for the assessment on the job are correctly configured and active. Check the pipeline stage the candidate is in matches the trigger.
Issue: Want to send a personalized message with the automated invite.
Suggested Fix: Review the email template customization options. If truly individualized messages are needed beyond templates, consider using manual send options for those specific candidates.