Managing candidates

Invite, remind, delete, or check the status of your candidates.

This article explains how you can manage your applicants journey through your recruitment process. From inviting them to your assessment to sharing their results with them . This article is for TestGorilla users with the Owner, Admin, or Recruiter role.

Approx. reading time 9 minutes

In this article

  1. Inviting candidates
    1. Inviting by email
    2. By public link
  2. Candidate status and stage
    1. Status
    2. Stage
  3. Reminding candidates
  4. Sharing results
  5. Rejecting candidates
  6. Deleting candidates
  7. Bulk actions
  8. Common questions

Inviting candidates

You can invite your candidates to your assessment through three means:

  • Email. Invite them one at a time, or in bulk through a file upload — if your plan permits.
  • Public link. Put a link to your assessment in your job post. This way, candidates can invite themselves to the assessment, cutting out the middleman and saving you time.
  • ATS. If you’re using one of the applicant tracking systems we’re integrated with, you can connect it to TestGorilla, allowing you to make your process more seamless. 

Whether you use individual or bulk email, your candidates will be sent an email from TestGorilla containing their personalized link for the assessment. Invited candidates will appear in your list of candidates on the assessment overview.

You can also customize the invitation to better suit your company’s tone and branding — as well as to include more information for your candidates.

We explain all of this in writing below, but if you prefer a video to help you understand a bit better, take a gander!

HubSpot Video

Note: If you are using an ATS integration, you will be inviting your candidates from the ATS side. See our collection of guides on integrations to help get you set up with your ATS of choice. 

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Inviting by email

Individual email
Available to users on all plans.

To invite candidates, you will first need an active assessment. You can create a new assessment or use an existing one.

From your assessment overview:

1-1 Expand the Invite Candidates bar at the top of the page.
2 Enter the candidate name and email address in the text boxes on the right side.
3 Click Invite.

 

Bulk invitation
Available to users on all paid plans.

To invite candidates in bulk, you need to have a CSV or XLSX file containing the names and email addresses of your candidates. You can download a template here.

From your assessment overview:

1-1 Expand the Invite Candidates bar at the top of the page.
2 Click Invite candidates in bulk below the text boxes on the right side.
3 Either drag & drop your file onto the popup, or click the popup to open your file explorer and select the file. The popup window will close by itself after the upload is completed.

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By public link

Public links are especially helpful if you want to provide access to your assessment to candidates that you haven't identified yet. Allowing candidates to self-invite also removes some of the work for you, particularly if you expect a large number of applicants!

When using a public link, your candidates are prompted to enter their name and email address. The TestGorilla platform will then automatically send them an invitation to the assessment.

Note: We include the email invitation step to help prevent cheating as well as to prevent spammers from flooding your talent pool. For this reason, this step can't be removed from the process.

Every assessment includes one general public link. This can be copied from your assessment and pasted directly onto your job postings.

Users on the Scale and Business plans can create multiple, custom public links for each assessment. This allows you to have a different link for each candidate source — such as your careers page or specific job boards — and monitor which sources your applicants have come from.

From the assessment overview:

1-1 Expand the Invite Candidates bar at the top of the page.
2 Enter the name of the source in the text box labeled Candidate source, for a new link and click Create link. For an existing link, proceed to the next step.
3 Click Copy link on the left portion of the page to save the link to your clipboard
4 Click Confirm on the popup that appears asking you to confirm the use of an assessment credit for the assessment.

Your link will be saved to your clipboard, ready to be pasted into your job posting.

Tip: When using public links, consider using them in combination with qualifying questions to help prevent unqualified job seekers from taking the assessment. This will save you money, as you are not charged for disqualified candidates.

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Candidate status and stage

Available to users on all plans.

Statuses and stages further help you to keep track of your candidate’s journey through the recruitment process. Their status is automatically updated by us, while you can keep track of their hiring stage manually.

Status

The status will update as your candidate proceeds through the assessment. There are four statuses:

Status Meaning
gray-circle Invited

An invitation has been sent to the candidate. This could be via individual/bulk email or your public link. Candidates who have completed the qualifying questions section — but have yet to start the assessment proper — will remain in this status.

gold-circle Assessment started This status is triggered when the candidate starts the first test in the assessment.
teal-circle Assessment completed

The candidate has successfully completed the assessment. Their full results are now available for you to review.

pink-circle Disqualified The candidate has not met the requirements for the role — based on your qualifying questions — and will not proceed any further.

Stage

Setting the candidates stage helps you to keep track of where they stand in your recruitment process. There are thirteen stages to choose from:

light-gray-circle Not yet evaluated
dark-gray-circle Evaluated
gold-circle Invited for interview
gold-circle Interviewed
gold-circle Invited for take-home test
gold-circle Take-home test completed
gold-circle References checked
light-green-circle Offer sent
pink-circle Offer declined
pink-circle Candidate withdrew
pink-circle Candidate unresponsive
pink-circle Rejected
teal-circle Hired

 

You can set the stage from the assessment overview or from the left side of the candidate's results page:

1-1 Click the Stage dropdown menu. The default stage is Not yet evaluated.
2 Select the desired stage from the list. The dropdown menu will close, with your changes taking immediate affect.

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Reminding candidates

Available to users on all plans.

Sometimes your candidates need a little nudge to complete their assessment. They may have been interrupted when they started, or life has simply gotten in the way. On top of us sending automatic reminders, you can manually remind your candidate.

Automatic reminders

We will automatically send your candidates one reminder. This will be sent if:

  • the candidate has not started the assessment within 48 hours of receiving their invitation OR
  • the candidate has started the assessment, but has been inactive for 48 hours.

The candidate will receive a gentle reminder that they have an assessment outstanding, along with their assessment link, for convenience. The reminder they receive will depend on which condition is met first.

Manual reminders

You can opt to send your own reminders or further reminders if necessary.  The candidate will receive the same email used for automatic reminders.

To send a manual reminder:

1-1 Select the relevant assessment from the My assessments tab.
2

Click the bell icon Bell, Notifications to the right of your candidate’s name, on the assessment overview.

A confirmation message will be shown at the bottom of the screen, confirming that the email has been sent.

A few things to bear in mind:

bell-notifications gray bell means you can't send a reminder because it's been less than 48 hours since the last activity. Activity includes candidates taking the assessment, as well as invitations and reminders being sent.
Bell, Notifications black bell means it has been more than 48 hours since the last activity, so you can send a reminder. But nobody likes spam, so bear this in mind before sending a reminder.

Note: TestGorila will not send an automatic reminder if you send one first.

 

Unresponsive candidates

Sometimes candidates don't respond. In those scenarios, it’s possible that their invitations are being sent to their junk folder, or not being delivered due to their mail server settings. In this case, you may want to try sending a reminder from your own email address. You can copy the assessment link to include in your email.

From the assessment overview:

1-1 Click the icon_menu_dot Menu icon in the Actions column of the Candidates table.
2

Select icon_linkCopy candidate assessment link from the dropdown menu. The link will be copied to your clipboard, ready to be pasted into your email.

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Sharing results with candidates

Available to users on all plans.

You can choose to share a candidate’s results with them after they have completed the assessment. This allows them to see how they performed. The candidate will only see their results from the tests they took within your assessment — they will not see your rating for them, any notes you have made relating to their performance, or any information from the anti-cheating panel.

You can share their results in two ways:

  1. From the Candidate's results page
  2. From the Assessment overview page

Share results from the candidate's results page

From the candidate's results page:

1-1 Click the Emails, Letter, Mail.1 Send results to candidate button in the top corner of the page.
2 Click Send on the popup that appears.

Share results form the assessment overview

To send results to a candidate from the assessment overview:

1-1 Click the icon_menu_dot Menu icon in the Actions column of the Candidates table.
2 Select the Emails, Letter, Mail.1 Send results to candidate button from the dropdown menu.
3 Click Send on the popup that appears.

Tip: You can edit the email that contains the results by clicking the link in the popup. See our Guide to candidate communications through TestGorilla for further details.

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Rejecting candidates

Available to users on all plans.

Unfortunately you can’t hire everybody, so sending rejection emails is a necessary function.  We make the process as simple as possible; a few clicks and your candidate is sent a polite email. You can also customize this email to better suit your needs.

You can send rejection emails from two places:

    1. The candidate’s results page
    2. The assessment overview

    Reject someone from the candidate's results page

    From the candidate's results page:

    1-1 Click the Emails, Letter, Mail.1 Send rejection email button in the top corner of the page.
    2 Check the box in the popup that appears. Leaving the box unchecked will reject the candidate, but will not send them an email.
    3 Click Reject to confirm.

    Reject someone from the assessment overview

    From the assessment overview page:

    1-1 Click the icon_user_reject Reject button in the Actions column of the Candidates table.
    2 Check the box in the popup that appears. Leaving the box unchecked will reject the candidate, but will not send them an email.
    3 Click Reject to confirm.

    Tip: You can edit your rejection email by click the link in the popup. See our Guide to candidate communications through TestGorilla for further details.

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    Deleting candidates

    Available to users on all plans.

    There are a number of reasons you may wish to delete a candidate from your assessment. Perhaps you entered their name or email address incorrectly, or the candidate has requested that their data be deleted in compliance with privacy laws.

    You can delete the candidate from the assessment overview. This removes all of their data — their results, snapshots, anti-cheating information, etc. — from our systems.

    Warning: Deletion is permanent; none of the information can be recovered. Ensure that you have everything you need from the results before removing them.

    To delete a candidate, from the assessment overview:

    1-1 Find the candidate in the candidates tab.
    blue-2 Click the icon_menu_dot Menu icon in the Actions column.
    blue-3 Select Delete candidate from the dropdown list.
    blue-4 Click Delete on the popup that appears.

    The candidate will be removed immediately — they will not be notified that you have deleted them. If they were yet to start the assessment or were in the process of completing it, they will no longer be able to access it. If necessary, you can invite them again.

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    Bulk actions

    Available to users on Scale and Business plans

    You can complete the following actions in bulk:

    You can do this from the assessment overview by using the checkboxes to the left of the candidates name. You can select or deselect all candidates in the list by checking the box in the top left

    Once you've checked off a few candidates, a new toolbar will appear at the top of the candidate's table. Select the desired action.

    icon_user_switch Change Stage. Choose the desired stage from the dropdown menu in the popup and click Change.
    Bell, Notifications Remind. Click Send on the popup that appears, to send your reminders. Only candidates eligible to receive a reminder will be sent one.
    Reject. In the popup that appears, check the box and click Change. Candidates who have already received a rejection email will not be sent another one.
    Emails, Letter, Mail.1 Send results. In the popup that appears, click Send to send results emails. You have the choice to send the results email to all candidates selected, or only those who haven't been sent their results previously.

    Tip: You can edit your results and rejection emails bey clicking the link in the respective popups. Check out our Guide to candidate communications through TestGorilla for more info.

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    Common questions

    My candidate experienced internet issues during their assessment. How can they take it again?
    It isn’t possible to reset the progress of an assessment. In cases like these, we recommend deleting the candidate from your assessment then inviting them again. Bear in mind, depending on how much of the assessment they had completed before encountering their issue, they may have an unfair advantage over other candidates as they will know at least some of the questions being asked.

    Why can’t I see some candidates in the My candidates tab?
    If there are candidates missing from your list, it is likely that you do not have access to the assessment they have taken, or they didn’t yet attempt to begin the assessment. Please see the My candidates section of our platform introduction article for more info.

    How can I share the results with someone other than the candidate?
    You can download the candidate results as either a CSV, XLSX, or PDF file. You can then send this file to the intended recipient. See our analyzing results article for details on how to do this.

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