View and evaluate applications

Purpose

Under Applications you see all completed applications for a position, sorted by their Match with the position. From here you open an applicant’s results, take the applicant on as an employee, or move the application to another position.

Who can see this?

All roles (Administrator, Team leader, User), if MatchLytics-Assessment is enabled for your account. Restrictions:

• The Match and Interview Guidelines tabs in the results are only visible to administrators and to users who have the Analyse permission in at least one team.
• Hire Applicant and Move Applicant exist only for administrators: the buttons appear in the table only for them, and the server also rejects the action for other roles.

The list only contains applicants who followed the link in their invitation and completed the questionnaire.

Layout

1. Position – Selects the position whose applications the table shows. The field lists all positions of MatchLytics-Assessment that are not archived, and the selection also applies on the Invitations page.
2. All columns visible – Opens a list in which you show or hide columns with a check mark. This only changes the view: the Profile column always stays visible, and the CSV file contains all values regardless. As soon as you hide columns, the field shows the number of visible columns.
3. Download CSV – The download icon exports the applications of the selected position as a CSV file. Filters, sorting and hidden columns do not change the export, which contains all applicants of the position, at most 250.
4. Refresh – The circular arrow icon reloads the list from the server. This shows applications that arrived after you opened the page.
5. Filter row – The search fields below the column headers hide rows that do not contain the text you typed. The Match and Profile columns have no search field.
6. Match – Shows in percent how close the applicant’s motivation profile is to the template of the position; a higher value means a smaller distance. The server delivers the list in descending order of this value, so the best match is at the top.
7. Tag – Shows the note on the application as a chip, which you enter in the Move Applicant dialog, for example the reason for a move. Without a note the cell stays empty.
8. Results – Opens the results of this application on a page of its own, titled “Application: {name}”. Which tabs you see there depends on your role and your team permissions.
9. Hire Applicant – Opens a dialog that turns the applicant into an employee with a regular user. Afterwards the button is disabled and reads Hired. Only administrators see the button.
10. Move icon – Opens the Move Applicant dialog, in which you assign the application to another position. The list then compares the applicant with the template of the new position. Only administrators see the icon.
11. Lines per page – Sets how many applicants a page of the table shows: 5, 10, 25, 50 or 100, preset is 10. With Go to you jump to a page number.

The table has the columns Applicant (name), Time (when the questionnaire was completed), Match, Tag and Profile (actions).

Functions

Select the position

Each application belongs to exactly one position, and the table only ever shows the applications of one position. The selection therefore also determines which template the Match is calculated against. The selected position stays valid until you reload the page; after that, the first position of the list is preselected again.

1. Open Applications.
2. Select the position in the Position field above the table. You can also type the name to filter the list.

The table then shows the applications of this position. If there is no position, the field is replaced by the red text “No positions found”.

If the selected position has no Template (job profile) or no Questionnaire, the app cannot calculate a match and requests no applicants. The table shows this note instead: “The job offer is incomplete. No data can be displayed. Please check the settings of the job offer.” In that case, complete the position under Positions and then open Applications again.

1. Position – Shows the selected position that lacks the template or the questionnaire. As long as one of the two is missing, the app requests no applicants for this position.
2. Note – Appears in place of the applicant list and states that no data can be displayed. Complete the missing information under Positions so that the list shows applicants again.

Understand the match

The Match pre-sorts the applications before you open individual results. It is not a stored value: the server recalculates it each time the list loads, from the applicant’s motivation profile and the template of the selected position (Template field). If you change the position or move the application, the value therefore changes. The same values appear in the CSV file and in the Match tab of the results.

MatchLytics-Assessment compares the applicant’s profile with the template on six levels: implicit motives, basic needs, time orientation, social orientation, preferences and focus. The distance between the applicant’s values and those of the position results in a percentage for each level. The match shown in the list is a weighted average of these six values, rounded to whole percent (e.g. 82%): basic needs count for three quarters, the other five levels together for one quarter. At most the 250 most recently received applications are loaded.

Sort, filter and adjust the list

The table loads up to 250 applications into the browser. Sorting, filtering, columns and page size only affect this view and change no data. They help you find a person quickly among many applications, for example by the Tag of an earlier move. After a page change, for example to the results and back, the table starts with its defaults again.

• Sort: Click the arrows next to a column header (Applicant, Time, Match or Tag). The match sorts by its percentage, applications without a value come last. Click again to reverse the order. Without sorting, the order of the server applies, descending by match.
• Filter: Type a search term in the field below the column header, e.g. below Tag. Upper and lower case do not matter. Below Time, search for the displayed date in the notation of your browser.
• Show and hide columns: Open the column selection above the table on the right (“All columns visible”) and set or clear the check marks.
• Page size: Change the number under Lines per page below the table. Use Go to to jump to a page number.

Refresh the list and export it as CSV

The list shows the state at the time the page loaded. Refresh requests the applications of the selected position again, and Download CSV creates a file from the same request for processing outside the app. Neither function changes data or sends emails.

• Click Refresh when you expect new applications.
• Click Download CSV. The browser saves the file candidates_<position name>.csv; spaces in the name become underscores. For each applicant it contains the name, the time, the overall match and the match per level (Implicit motives, Basic Needs, Orientation Time, Orientation Social, Preferences, Focus). Column headers and date format follow the selected language. The file gives the time in UTC (column “Time (UTC)”), the table shows it in your local time. The tag is not included.

View results

Results leads from the applicant list to the result of the questionnaire that the applicant completed through their invitation. The same view also opens via Results in the invitation list. The page loads this applicant’s result and compares it with the template of the position that is selected in the list. Administrators and users with the Analyse permission see four tabs, everyone else only Motivation Profile and Short Profile.

1. Click Results in the applicant’s row.
2. The page “Application: {name}” opens on the Motivation Profile tab.
3. Use the tab bar to switch between Match, Motivation Profile, Interview Guidelines and Short Profile.

The Employee Portrait and Situation tabs only exist in MatchLytics-Management. The Motivation Profile, Interview Guidelines and Short Profile tabs are the same in both apps and are described in detail under Employees and motivation profiles.

Match tab

The tab shows where the applicant’s profile fits the position and where it deviates, and adds the individual values per level to the percentage in the list. Both evaluations compare the applicant’s motivation profile with the template of the selected position; if you move the application, the tab compares with the template of the new position. The tab is only visible to administrators and users with the Analyse permission. Use it to prepare the interview and the decision on Hire Applicant.

1. Tab bar – Switches between the views of the application; here Match is selected. Which tabs the bar shows depends on your role and your team permissions.

2. Motivation Profile: {role} – Shows the description of the motivation type that is intended for applicants, with notes on career and interview. The motivation type results from the applicant’s completed questionnaire.

3. Power / Contact / Performance – Shows how strongly the three implicit motives power, contact and performance are pronounced for the applicant and in the position template. Both profiles are in the same chart, so you can read deviations directly.

4. Motivation / Development / Specialization / Consulting – Compares the four strengths of applicant and position in one chart. The line chart below calls this level Basic Needs, and it weighs most in the match.

5. Thinking / Feeling / Sensing / Intuition – Compares the four preferences of applicant and position in one chart. The line chart below calls this level Preferences.

   

6. Line chart – Shows the applicant’s match with the position according to TwentyFive as a line. What the line shows is determined by the selection to its right.

7. Selection – Chooses the evaluation of the line chart: All or one of the six levels from Basic Needs to Focus. On first opening, All is selected.

The Match according to motives, strengths and preferences card contains three charts. The applicant is shown as a purple circle, the position as a yellow diamond. The legend above the first chart names the applicant and the job profile. Hover over a point in the other two charts to see its name.

The Match according to TwentyFive card shows a line chart. Select the evaluation to its right:

• All – one line with the match per level in percent.
• Basic Needs, Implicit Motives, Time Orientation, Social Orientation, Preferences, Focus – two lines with the values of this level: red for the applicant, blue for the position. The legend names both.

How to read the charts: the closer the circle and the diamond are to each other, and the closer the red and blue lines run, the better the applicant fits the position on that level. Large distances point to topics you should clarify in the interview. In All, a high percentage stands for a small distance.

Motivation Profile tab

The motivation profile is the result of the questionnaire the applicant completed. The descriptive texts are written for applicants; MatchLytics-Management shows the same profile with texts for employees. All roles see this tab, and none of its downloads changes data or sends emails.

The tab shows one chart block per personality level. Help opens the description of the motivation type in the Knowledge Base; Explanation on a chart opens an AI explanation of the values. Download PDF opens the browser’s print dialog, in which you save the profile as a PDF or print it. Download PPT creates a PowerPoint file TwentyFive_<name>.pptx from the displayed profile (PPT exports), and Your Book opens the book page for the motivation type in a new window. If there are several profiles, select the date under “Profile from:”; up to the five most recent ones are offered. Details: Employees and motivation profiles.

Interview Guidelines tab

The interview guideline prepares the interview for the applicant’s motivation type. In MatchLytics-Assessment the tab offers only the Candidate Interview card; in MatchLytics-Management the same place holds the guidelines for employee interviews. The tab is only visible to administrators and users with the Analyse permission.

With PDF Guideline you download the interview guideline for the applicant’s motivation type. It is in German if the interface is set to German, otherwise in English. You download the profile as a PowerPoint file in the Motivation Profile tab. Details: Employees and motivation profiles.

Short Profile tab

The short profile presents the applicant’s motivation profile compactly: as a PDF, as a badge and as an HTML signature. Badge and HTML signature are generated from the colour shares of the motivation profile, and the PDF preview comes from the applicant’s application. All roles see this tab, and all downloads change no data.

Save the short profile with Download PDF, download the badge with Download Badge, and copy the HTML signature with Copy to Clipboard or save it as a file with Download HTML Signature. The HTML signature is in German if the interface is set to German, otherwise in English. Details: Employees and motivation profiles.

Hire Applicant

Hiring turns an application into an employee: the system creates a user to whom all results of the applicant that previously belonged to no one are assigned. If you select a team, the user is added to that team with the selected job profile. The user then appears in the Controlboard under users and in the team. If MatchLytics-Management is enabled for your account, the profile is also copied there, and the new employee can be selected there, for example in the synergy analysis. Only administrators are offered and can complete the process.

1. Adopt Data – Copies the information from the application and the position into the fields of the dialog so that you only have to check it. All fields remain editable.
2. Email – Required field for the email address with which the new user logs in. If the address already belongs to a user, the applicant is linked to that user; otherwise the system creates a new user.
3. Name – Required field for the employee’s full name. It is saved as the name of the new user and then also appears in the Applicant column.
4. Job Profile – Required field with the available job profiles (templates). The system saves it as the employee’s job profile in the selected team; without a team it is not saved.
5. Team – Optional selection of a team of your company that the employee should belong to. The dialog assigns no team permissions; administrators set them in the Controlboard.
6. Hire Applicant – Completes the process: the system creates the user or links the existing one and assigns the results to it. With Cancel you close the dialog without changing anything.

How to proceed:

1. Click Hire Applicant in the applicant’s row.
2. Click Adopt Data in the dialog. Email and name come from the application, Job Profile from the position. Team remains empty because positions are not assigned to a team.
3. Check the fields and select a Team if needed.
4. Click Hire Applicant.

Afterwards the message “The applicant has been successfully migrated as an employee” appears, and the button in the row is disabled and reads Hired. If the email address is new, the system creates a user with the role User and sends an email with a link to set a password. For an existing address no new email is sent, and a job profile that the user already has in the team is kept. Hiring cannot be undone in MatchLytics-Assessment; you manage the user and the team afterwards in the Controlboard. The button does not exist for roles other than administrator; if another access calls the action anyway, the server rejects it.

Next:

• Users and Teams and permissions in the Controlboard
• Employees and motivation profiles in MatchLytics-Management

Move Applicant

Moving assigns a received application to another position without the applicant having to complete the questionnaire again. The server stores position and tag on the application and its result, and the match is then calculated against the template of the new position. This way you check an applicant for a second position or file the application in a position that you created for filing. Administrators and the user who owns the application may move it; before hiring, that is administrators only.

The target must be an active position; archived positions are not available for selection. The dialog text mentions “archive positions”: this means an active position that you created for filing applications. To use an archived position for filing, restore it first under Positions.

1. Click the Move icon (briefcase with arrow) to the right of Hire Applicant in the applicant’s row.
2. Select the target position in the Position field (placeholder “Select position”). The current position is preselected; leave it if you only want to change the tag.
3. Optionally enter a free note in the Tag field, e.g. the reason for the move. An existing tag is prefilled.
4. Click Confirm.

Afterwards the message “The applicant has been successfully moved” appears, the Position field switches to the target position, and the tag appears there in the Tag column. The application disappears from the list of the previous position; no email is sent. You undo the move by moving the application again and selecting the original position. The tag is replaced by the content of the Tag field; if the field is empty, the tag is removed. If moving fails, “The applicant could not be moved” appears.

Next: Positions and Invitations. MatchLytics-Management shows the applications of the same position under Applications.

Notes

Use MatchLytics-Assessment

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