Invitations

Purpose

Under Invitations you invite applicants to a position. Each applicant receives a personal link to the questionnaire by email. The page also shows which invitations have already been used and takes you from there directly to the results.

An invitation always belongs to exactly one position. You set which one in the Position field above the table. The selection also applies to the Applications page.

Who can see this?

All roles (Administrator, Team leader, User), provided MatchLytics-Assessment is enabled for your account. The roles are described under General workflow.

Prerequisite: there is at least one position that is not archived. How to create positions is described under Positions. If there is none, the page shows the message No positions found instead of the selection field.

Layout

1. New invitation – Opens the Generate invitation dialog to invite a single applicant. When you confirm, a row appears in the table and the applicant receives an email with a personal link to the questionnaire.
2. New team invitation – Opens the Invite Multiple Applicants dialog to invite a list of applicants at once. Each applicant receives an individual link, and all invitations apply to the selected position.
3. Position – Selects the position whose invitations the table shows and for which new invitations are created. When you first open the page, the first position in the list is preselected.
4. Column selection – Shows or hides columns of the table so that you see only the details you need. The Additional information column always remains visible, and the selection only affects the display.
5. Download CSV button (downward arrow) – Downloads the invitations of the selected position as a CSV file, regardless of filter, sorting and table page. The file contains all invitations of the position.
6. Refresh button (circular arrow) – Reloads the table from the server, for example after an applicant has completed the questionnaire. It does not change the invitations themselves.
7. Filter row – Search fields for the Name and E-Mail columns with which you narrow the table down to matching invitations. This way you find an applicant without paging through all pages.
8. Table with the columns Name, E-Mail, First send, Expires at and Additional information – Each row is an invitation of the selected position, with the newest one at the top at first. The Additional information column holds the status and the actions of the invitation.
9. Lines per page and page navigation – Sets how many invitations the table shows per page and pages between them. With Go to you jump directly to a page.

The columns mean:

• Name – name of the applicant.
• E-Mail – email address the invitation was sent to.
• First send – date on which the invitation was first sent.
• Expires at – date after which the applicant can no longer create a profile.
• Additional information – status and actions of the invitation (see Functions).

Functions

Select a position

Every invitation belongs to exactly one position, so the Position field determines which invitations the table shows and where new invitations go. The selection comes from the positions that are not archived and that an administrator maintains under Positions. The Invitations and Applications pages share the selection, so switching pages keeps the same position.

1. Open Invitations.
2. Select the desired position in the Position field.

The selection changes no data and sends no email.

Sort, filter and page through invitations

With many invitations, this is how you find a particular applicant or see who has not yet completed the questionnaire. The table requests sorting, filter and page from the server with every change, so they apply to all invitations of the position and not only to the page shown. The settings affect only your view, change no invitation and are not part of the CSV file.

• Sort: By default, the newest invitations are at the top (sorted by First send, descending). Click a column header to sort by that column.
• Filter: Enter a search term in the filter row under Name or E-Mail. The table then only shows matching invitations.
• Page through: Under Lines per page, select 5, 10, 25, 50 or 100 entries (default: 10). Use Go to to jump directly to a page.
• Show and hide columns: In the column selection, choose the columns to display.

Refresh and export the table

The table shows the state of the last load. An applicant who completes the questionnaire therefore appears with the status Results after Refresh at the latest. The CSV file is meant for use outside the application, for example in a spreadsheet, and describes the state at the time of the download.

• Click Refresh to reload the table.
• Click Download CSV to download the invitations of the selected position as a CSV file. The file is named invitations_<position name>.csv; spaces in the name are replaced by underscores.

If the application language is not German, the header row of the file is Name,Mail,FirstSend,ExpiresAt,Used. The Used column contains 1 if the applicant has completed the questionnaire, otherwise 0. Text that a spreadsheet would read as a formula (for example starting with “=” or “+”) is written as plain text by the export, and cells with a comma or quotation marks are quoted correctly. The export changes no invitation and sends no email.

View results

As soon as an applicant has completed the questionnaire, the invitation shows the status Results and the application appears on the Applications page. The Additional information column connects the two: a click on Results opens the same detail view as on the Applications page. Administrators also see the application in MatchLytics-Management under Applications.

In the Additional information column, each invitation shows its status:

• Results – the applicant has completed the questionnaire. Clicking it opens the applicant’s results.
• Unused (disabled) – the applicant has not yet completed the questionnaire.

Next: Viewing and evaluating applications

Generate new invitation link

If an applicant reports that the link has expired or the email is missing, you send a new link with this action. For the same invitation, the app creates a new personal link with a fresh validity of 14 days and sends the email again. The previous link loses its validity as a result. Name, email address and First send of the invitation remain unchanged.

1. In the invitation’s row, click the Generate new invitation link icon (two circular arrows). The Generate new invitation dialog opens.
2. The dialog names the applicant: “A new invitation is generated for {name} and sent by email. The previous invitation becomes invalid.” If no name is stored, the email address is shown instead.
3. Under Email Notification, select the email template in the Template field (see New invitation).
4. Click Generate invitation. Cancel closes the dialog without any change.

The applicant receives an email with a new link. The Expires at date in the table changes. The action cannot be undone: the old link does not become valid again, and the email that was sent cannot be recalled.

Changelog

The History of an invitation shows who worked with it and when, for example who created it or generated a new link. Creating and generating a new link appear as “Write”, every display of the table and every CSV export as “Read”. The history therefore contains many read entries. The system writes the entries automatically; you cannot change them.

In the invitation’s row, click the Changelog icon (clock with arrow). The History dialog shows the columns Time, Action and User, with the newest entries at the top. Cancel closes the dialog.

Delete an invitation

Deleting cleans up invitations that an applicant never used, for example because the email address was wrong. The invitation disappears from the table, and its link can no longer be used. The Delete icon (trash can) only appears for invitations that have not been used yet. The application does not offer deleting for invitations with results, and the server also rejects deleting an invitation that was already used with an error message.

1. In the invitation’s row, click Delete.
2. Confirm the Delete invitation prompt (“Do you really want to delete the invitation?”) with Delete. Cancel keeps the invitation.
3. The table then reloads by itself; you do not need to click Refresh.

The app offers no way to restore a deleted invitation. The applicant receives no notification; if necessary, invite the applicant again with New invitation.

New invitation

With New invitation, you invite an applicant to the position selected in the Position field. The app creates the applicant as a row of the table, generates the personal link to the questionnaire and sends it by email. The sender is the email address stored for your customer account, otherwise service@senseaition.com. The text comes from a template that administrators maintain in the Controlboard under Emails and templates.

1. In the Position field, select the position you invite the applicant to.
2. Click New invitation. The Generate invitation dialog opens.
3. Enter the applicant’s email address in the Email field.
4. Enter the applicant’s full name in the Name field.
5. Check the Template field under Email Notification. The list shows each template as “Name (language)”, for example “Standard (English)”. The template whose name contains “Standard” is preselected, otherwise the first template in the list.
6. Click Create. The app creates the invitation and sends the email.

All fields are required. After sending, the message “Invitation E-Mail was sent successfully” appears and the invitation is listed in the table. The language of the selected template determines the language of the email. An email that has been sent cannot be recalled; you can delete an invitation that is still unused.

The question mark icon in the top right corner of the dialog opens the help for the dialog.

Next: Viewing and evaluating applications. The positions you invite to are also available in MatchLytics-Management under Positions.

New team invitation

With New team invitation, you invite several applicants to the same position at once. For each line of your list, the app creates a row in the table as with New invitation and sends an email with a personal link. All applicants receive the same template and a validity of 14 days. The dialog checks the list before anything is sent.

1. In the Position field, select the position all applicants are invited to.
2. Click New team invitation. The Invite Multiple Applicants dialog opens.
3. In the CSV Field, enter one line per applicant in the format email, name.
4. Check the Template field under Email Notification (as for New invitation). All applicants receive the same template.
5. Click Create. The dialog checks the lines and, if the list is error-free, sends all emails.

Example with three valid lines:

anna.example@example.com, Anna Example
ben.sample@example.com, Ben Sample
clara.test@example.com, Clara Test

Empty lines are ignored. The name must not contain a comma, because the comma separates the two values. On success, the dialog closes and the invitations are listed in the table. Emails that have been sent cannot be recalled.

Error display: If any line contains an error, no invitation is sent, not even for the valid lines. The dialog stays open and shows the message Invalid lines - nothing was sent with a list “Line {number}: {reason}”. The line number counts empty lines as well. Possible reasons:

• Too many values (expected: email, name) – the line contains more than one comma.
• Too few values (expected: email, name) – the line contains no comma.
• Invalid email address – the first value is not a valid email address.

If the field contains only empty lines, No valid line found appears instead. Correct the reported lines and click Create again.

Notes

What the applicant receives

• Email with a personal link: The email is not delivered the moment you click, but shortly afterwards; this can take a few minutes.
• Validity: The link is valid for 14 days. The exact date is shown in the Expires at column. After that, the applicant can no longer create a profile.
• Questionnaire in the browser: The applicant opens the link in a web browser, on a computer as well as on a tablet or smartphone.
• Can only be completed once: After submitting, the same link shows the evaluation of the motivation profile instead of the questions. The applicant cannot answer the questionnaire again.
• Own result: In the evaluation, Download PDF opens the browser’s print dialog. There the applicant can save the result as a PDF file or print it.

Further notes

Use MatchLytics-Assessment

You can order the product MatchLytics-Assessment (or request a test account) at MatchLytics-Assessment.