Attaching Forms & Assigning Users to Assessment Steps

Once you have created your assessment steps, click on the first assessment step name – in this case Manual Screen.
This will display the Manage Assessment Step page.

Step Name: This is the name of this assessment step – in this case ‘Manual Screen’.

Step Type: This will define what type of assessment will be used at this step. Use the drop-down to select from either Automatic Screening or Assessment Form steps.

Let’s have a closer look at each step type.
- Automatic Screening: This option is used when an assessment form is not attached to this step. For example, Automatic Screening is often used in conjunction with rules that establish an order of merit based on the candidates’ application responses, flag or group candidates, and can automatically make candidates successful or unsuccessful. An Automatic Screening step is also commonly used when grouping candidates and changing application statuses.
The Auto Complete option gives you the option of moving the candidates through this step automatically. This means that all candidates will enter this step, be subjected to the rule(s) associated with this step and then automatically moved to the next assessment step (if successful).

To activate this feature, place a tick in this check-box here.

If you wish to make your own short listing decision regarding which candidates will move on, leave this box unchecked. The candidates will then move to Complete for this assessment step of the APM.

An Automatic Screening step will appear on the APM with a black arrow like this:
- Assessment Form: Selecting this option will allow you to attach a pre-configured assessment form to this step. Assessment forms are used to record details of the candidate’s performance & recruiter evidence throughout the assessment process.
Selecting the Assessment Form option will display additional fields on this page.

Let’s have a closer look at these fields:

Form: Use this drop-down list to select the assessment form you want to attach to this step. Assessment forms are configured and stored in the Form Template Library.

You can only use a unique form once in the same APM.

Task Sequence: Place a tick in this check-box to make this assessment step a Concurrent Step. Concurrent assessment steps can be completed in any order and do not have to be completed sequentially, for example; Medical and Police Checks.

To use concurrent steps successfully, two or more adjacent steps have to be made concurrent.

Mandatory: This field will give the option to make this assessment form step mandatory for all candidates, or allow you to make an assessment decision for a candidate without completing an assessment form for that step.
Once you have completed the Assessment Step page, click the Save button in the bottom right hand corner of the screen.
A new tab will appear at the top of the Manage Assessment Step called Permissions. Click this tab to define which users will have permission to carry out the Assessment.
You will then see the following screen:

Let’s have a look at how to assign Permissions:

Permissions: Configure Now will be ticked by default and means that the assessment step will only be built once. However if you choose Configure immediately prior to step opening you are able to assign a task to another user so they can build/amend the APM step before candidates are assessed. If you choose this option, the following prompts appear.

You will be able to how the users/user groups can be setup the for the assessment task.
Assessment Method: Use these radio buttons to select between.
- Single Assessor per Candidate: This option is used when this assessment step is assigned to a role, individual or multiple users or a user group. Assigning this step to multiple users means that each candidate is assessed by one user/assessor only.
- Multiple Assessors per Candidate: This option is used when each candidate needs to be assessed by all selected panel members. This option is commonly used when panel interviews are used.
Assessment Users: If the Single Assessor per Candidate option is selected, the Assessment Users field will look like this:

In assigning users to the assessment step, you can click the appropriate checkboxes and choose from 4 types of users:
- General: All Users with Permission to this Job: This will ensure that only users with access to this job will be able to complete the assessment step.
- General: All Task Candidates: Choosing this option would allow the candidate themselves, to complete the assessment form. This is very useful for gathering candidate data in processes such as On-boarding.
- Roles: This ensures that only the users selected for individual roles in the job creation process will have access to complete the assessment step.
- User Groups: This will allow all users from the group(s) selected to complete the assessment step.
- Users: This will allow a specific user(s) to have access to complete the assessment step.
Assign the users to this step by selecting them from this list. To select multiple users, hold the Ctrl key down while clicking on multiple names in the list.

If the Multiple Assessors per Candidate option is selected, the Assessment Users field will look like this:

Assign the users to this step by specifying the number of panel members in this field. It will default to 2, but if a number greater than 2 is entered, additional Panel Member drop-down lists will be displayed. A maximum of 6 assessors can be selected.

Select the panel member role or users from these drop-down lists; you can alternate between either using roles or users by choosing the appropriate radio button.

Selecting these users and assigning them to this assessment step will mean that when candidates enter this assessment step, the selected users will have a task to complete via the Task section.

When designating how many panel assessors you will be using, you can decide how many of the selected assessors will need to assess a candidate before they can move to the next step in the APM. In the above example, only 2 out of the 3 selected assessors will need to complete an assessment form for each candidate.

Task Access: Using this option, you are able to determine how the users will be assessing the candidates using the Task List, either using the Begin or Continue option, or using the Task Candidate List.

Uses Pre-Allocation: Place a tick in this check-box to ensure that when you have chosen more than one assessor (when using the Single Assessor per Candidate option), if one assessor accesses a candidate whom another assessor is in the middle of completing, they will be notified.

Send Task Notification Email: This option will allow you to choose what task notification email will be sent to the user assigned to this step. An email will be sent to the assigned user once a candidate arrives at the particular step. All emails will be stored and selected from a template library.
Once you have attached the Permission section, click the Save button at the bottom right hand corner of the page.
Return to the Manage Assessment Process page by clicking the Assessment Process link at the top left of the screen.

This will return you to the Manage Assessment Process page. If you attached an assessment form to this step, an Assessment Form icon will display here:

You can edit the assessment form directly from this page by clicking the Edit Form link here. Any edits made here will dynamically update the form template. Once you create a job, you will be able to edit the form for that specific job using this link.

Repeat this process with the remaining assessment steps, continuing to add forms and assign roles/users to steps as required.

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