Because we want to make sure that you get the most out of your Care Advantage system, we created this training and support page.
If you are ever unsure or would like to see how you can get even more benefit out of your Care Advantage system, contact your Product and Support Consultant.
If you are ever unsure or would like to see how you can get even more benefit out of your Care Advantage system, contact your Product and Support Consultant.
The Assessment Event
Create an Assessment Event
Set up notifications
Accessing and Distributing Reports
Understanding the Reports
Manage Incomplete Assessments
Compare against other Benchmark
Search for Participants
Your Account Information
Your Care Advantage DashboardAfter logging into the Care Advantage System, the first thing you see is the dashboard.
The dashboard is the starting point for all your activities: creating new assessment events, managing participants, searching for events, generating reports and managing your user settings. The menu bar at the top gives you access to all these functions and the main screen can be used to quickly access recent applicants or events.
The Assessment EventThe assessment event is the most important part of the platform. This is where your candidates will end up after completing the required assessments. This is where you can view their results, download and share reports - manually or automatically. Let's have a closer look at an assessment event:
Create an Assessment EventBefore you can start assessing your applicants, an assessment event needs to be created.
This can be the role you are recruiting for, an expressions of interest event, or you can create an event for development purposes or to measure employee engagement. The 2 principal options you have are:Create one assessment event for each job vacancy
This makes sense if you have a high volume of similar vacancies and you need to keep applicants separated into relevant candidate pools OR if you expect a high volume of applicants and want to use the ranking function.Create a single event for one type of role and leave it “open” indefinitely.
This makes sense if you only have a couple of vacancies for that role per year OR if you are not expecting large volumes of applicants. In this case we recommend setting up "report manager" for automatic distribution of the reports.System Note – Whilst an unlimited number of events can be created through your portal, there is a limit (250) to how many events Care Advantage can search / display under the “manage events” tab for each division. This is done to ensure effective search performance and normally a consideration for large volume and longer-term users.
It’s recommended that Divisions (Divisions can be geographical or branch locations / business units) and any subdivisions are set up in a way that reflects your business operations. This will make searching for events more logical.
Each organisation will have different views however we recommend that events are regularly deleted (after say 6 months) for file maintenance reasons. Applicant assessment records and reports are NOT lost when an event is deleted. They can still be found under “people” tab.To create an (assessment) event first log into Care Advantage. You will then have two options:
- create a new assessment event
- copy an existing assessment event.
1. Create a new Assessment Event from scratchClick on the top menu bar on "Events", then "Create Event"In this screen you will create your new event. Just work your way down from the top to the bottom.NOTE: The two options for the Event Experience – Standard and Custom – each have their own pros and cons and we recommend familiarising yourself with these options, so you can decide what works best for you.Event Experience - Standard
Best for most assessment events and clients with Unit-Based Accounts
Event Experience - Custom - NO Participant Account
- Participants are required to create a login
- Unique identifier is the email address
- System will remember participants so they cannot complete the assessments twice
- If they leave the assessments part-way through, they are able to log back in to finish (not for Cognitive)
- If you have chosen to enable the Candidate Feedback Report(s), they will be accessible via their participant dashboard
Best for engagement assessments or assessment centres where the participant completes the assessments on site.
After creating an assessment event you may want to set up Event Notifications or Report Manager so you will be notified when a participant has completed the assessment. Both these functions don't work retrospectively, so do this before sending the event invite to participants.
- Participants are not required to create a login which makes for a very user-friendly candidate experience
- They will be able to complete the assessments multiple times, which is not advised
- If they leave the assessments part-way through, they are NOT able to log back in to finish
- The candidate feedback reports are NOT accessible
- You can choose to send the candidate to a certain online page after completion (working-with-us page)
- Can be used if you want a candidate to redo an assessment, for example when they exaggerated extremely on the job fit assessment (not advised)
1. Copy an existing Assessment EventSave yourself some time creating a new assessment event by copying an existing one. First choose which assessment event you want to copy from your existing event either via the menu bar – "Events" – "Manage Events" or via your dashboard.Then click on the pen and paper icon to open this event.Scroll to the bottom of that event page where under Event Information on the left-hand side you find the Copy button.After copying the event you will be able to change the different fields to suit your needs. See previous steps for guidance.You may also want to set up Event Notifications or Report Manager so you will be notified when a participant has completed the assessment. Both these functions don't work retrospectively, so do this before sending the event invite to participants.
Invite ParticipantsThere are two ways to invite applicants to complete an assessment:
- Use the Assessment Event Link - send the assessment link to candidates via your email, ATS as the back of Seek, for example
- Via the Smart Invite Tool - from within the platform
We recommend you try out both, from a user AND candidate perspective.
1. The Assessment Event LinkEach assessment event has a unique URL or link which can be found underneath the Assessment Event title when you're in the Assessment Event.
You can "right-click" on this link and choose "Copy Link" or click on "Email me this link".You can copy this link and use it in a multitude of ways:
Using the Assessment Event link is recommend for large applicant pools and screening high in the funnel. It is the easiest way to invite applicants, however as a downside, the platform won't track to which candidates the link has been sent. The moment the candidate clicks on the link, the platform will be able to track this.
- Add it to the automatic response email template in your Applicant Tracking System so that the moment someone applies for a vacancy, they will receive not only the "thanks for your application" confirmation, but also the request to complete the assessments.
- If you don't have an ATS, you can add the link to an email function in the back of the online Job Board you are using or paste it into your normal email account you use when communicating with candidates.
- Add it to the Careers' Page on your website, for example, for expressions of interest.
- Use it in your Social Media posts.
1. The Smart Invite ToolFrom within an assessment event you can also invite participants via the “Manage Participants” section on the left-hand side of the event page. We call this section the Smart Invite Tool. Click on “New” under “Add Participants” to invite participants.Click “New” under “Add Participants”, you will be able to enter the email addresses of those applicants you wish to invite. Use only a comma to separate email addresses.Click "Send Invites" and the system will send the participants an email with your messaging, the assessment event link as well as their login details (if you had set up the event with the "event experience" that includes the creation of a participant login).Using the Smart Invite tool enables you to keep track to whom the assessment invite has been sent and gives you the option to send a reminder email to those people who have not yet clicked on the assessment link.
As the email invite is sent from the Care Advantage server, there is a slightly larger chance that the invite ends up in the participant's junk folder. Keep this in mind or talk to us to set up the Smart Invite Tool using your organisation's server settings.
Set up Assessment Completion NotificationsAfter inviting participants to complete assessments, you would probably want to know if and when they have completed the required assessments.
You can choose to:
In this chapter we will discuss option 2: Set up Event Notifications. For Report Manager, see the chapter "Accessing and Distributing Reports"The best time to set up Event Notifications is straight after creating the assessment event and before participants have completed the assessments, as the notification setting does not work retrospectively.
- Regularly log into the Care Advantage platform and check the assessment event(s)
- Set up Event Notifications to receive an email each time a participant has completed the assessments
- Set up Report Manager, which automatically emails a PDF report pack once a participant has completed the required assessments.
You can find "Event Notifications" from within the assessment event, on the left-hand side. Click on "Add Notifications".In this window you can choose which system users will receive the email notification. If the person you want to set up to receive notifications is not listed, you can add them as a system user to the platform via "settings" - "User Accounts".Click "Set Notifications" to confirm. You can see who is set up for Event Notifications back in the event screen.Keep in mind that when "Event Notifications" is set up, the person will receive an email every time a participant has completed the required assessments. For large candidate pools, this can result in a large number of emails.
Tip: Set up a system user for a generic mailbox (eg. firstname.lastname@example.org) so that all notification emails are collated in the one mail box.
Please note: Some email servers have strict security settings and firewalls, resulting in the notification emails ending up in your junk folder.
Accessing and Distributing the ReportsThere are a couple of options - manual and automatic - when it comes to viewing results and sharing participants’ reports.View Results
1. View overall results from within the assessment event
2. View and rank results using Smart Sort (preferred for large candidate pools)
View and share detailed Reports
3. View and share reports via the assessment event (manual, one-by-one)
4. Send report packs via email (manual, pdf packs)
5. Send reports via report manager (automatically)
1. View results from within the Assessment EventThe moment a participant presses the "submit" button, their assessment results are loaded into your platform and can be accessed from within the Assessment event.
If you had set up "Event Notifications" for the event, you would've received an email notification letting you know that the participant had completed the required assessment. If you haven't set up an Event Notification, you can regularly check your platform for new 'completers'.
Results are displayed in chronological order, however by clicking on the "Job Fit" heading under the "Complete Participants" section, you can sort the results by Job Fit score. You can do the same for the Attitude score.Although the dashboard shows the overall assessment results, you can find more detail via Smart Sort or from within the assessment reports.
2. View results in Smart SortFor large candidate pools we recommend using the Smart Sort functionality, as this will help you quickly identify higher calibre, lower risk candidates.
The Smart Sort tool works best if the Personality and Attitudes assessments were part of the assessment requirements, because it will automatically sort and rank your applicants based on their job fit and attitudes scores combined. If the engagement survey was included, the results will be shown as well, but not included in the ranking.
You can find Smart Sort in the top menu bar.The Smart Sort tool uses the data from the ‘Total Complete’ .csv file which can be found in the assessment event for which you want to sort and rank your candidates.
Download this .csv file by clicking on ‘Export to CSV’.
Once downloaded, save it somewhere where you can easily find it again or leave it at the bottom of your internet browser to easily drag and drop into Smart Sort.
Then click on the Smart Sort button in the top menu which opens the Smart Sort function in a separate tab or window.Here you can either drag and drop that same .csv file you just downloaded from the assessment event in the box or upload it from your computer.
For more information on how to use Smart Sort, see the dedicated chapter on the left-hand side.
3. Access and distribute the reports via the Assessment EventThe manual way of accessing participant reports is via the dashboard, from within the assessment event. To do this, open the assessment event for which you want to download/share participant reports.Click on any name to go into that participant's detail page. Here you can view and download their assessment reports from the grey boxes or have a look at additional reports under "Additional Information". Under "Other Actions" you can download additional job fit or attitude interview questions or see how the participant scored against the other available job fit benchmarks.For a full list of reports and their use, please see the "Reports" chapter. To view the participant's job fit or attitudes report, click on the corresponding grey box.This opens up the report for you to view. At the bottom of the screen you can choose to download the reports as a pdf or send it via email.
4. Send report packs via emailInstead of viewing, downloading or sending reports individually, you can create a "Fit Report Packet" and send this as a pdf pack via email to one or multiple people. This option works well if you only want to send shortlisted candidates to managers or the interview panel without giving them access to the platform.
You can find the option to create a Fit Report Packet from within the participant's results page, on the right-hand side under "Other Actions".After clicking on "Create Fit Report Packet" you can choose which reports and additional interview questions you like to include in the report pack.
The moment you tick one of the options, a box will appear in which you can put the email address(es) of the recipient(s). Use a comma to send to multiple recipients.
4. Automatically send report packs via email (Report Manager)Alternatively, you can choose to set up an assessment event with the option to automatically send a PDF report pack to a nominated email address the moment a participant completes the required assessments.Report Manager only works before applicants have completed the assessments. It won’t send you candidate reports retrospectivelyAfter opening the event for which you want to set up report manager, down the left-hand side you will find “Report Manager”, click on the “Options” button.In this next screen you can select which reports you would like included in the PDF pack (up to 10) and to whom you would like to have the pack sent.After clicking "Set Reporting Options" you will see a confirmation at the top of the screen where you can also return back to the event and send out the assessment link to participants or invite them directly from within the assessment event.
Smart SortFor large candidate pools we recommend using the Smart Sort functionality, as this will help you quickly identify higher calibre, lower risk candidates.
Smart Sort works best if the Personality and Attitudes assessments were included, because it will automatically sort and rank your applicants based on their job fit and attitudes scores. If the engagement survey was included, the results will be shown as well, but not included in the ranking.
You can find Smart Sort in the top menu bar. Clicking on it will open up a new tab or window.The Smart Sort tool uses the data from the ‘Total Complete’ .csv file which can be found in the assessment event for which you want to sort and rank your candidates.
Download this .csv file by clicking on ‘Export to CSV’.
Once downloaded, save it somewhere where you can easily find it again.Then click on the Smart Sort button in the top menu which opens the Smart Sort function in a separate tab or window.
Here you can either drag and drop that same .csv file you just downloaded from the assessment event in the box or upload it from your computer.Smart Sort automatically sorts the results by Attitudes first (Low Concern, Some Concern, Serious Concern) and then by Job Fit Score (High-Low) and ‘ticks’ candidates who scored over 80% Job Fit with a Low Concern in their attitudes.
Compare participants against other benchmarks Once a participant has completed the Personality Assessment, their job fit score is available for all the benchmarks that are set up in your platform. This can be useful in certain situations. For example, you are recruiting for a Registered Nurse, however you want to find out which ones of your candidates has a good personality fit for a Clinical Care Manager position further down the track.
You can do one of two things to find out:
- Look at each candidate's individual scores against the Clinical Care Manager benchmark.
- Create a new assessment event against the Clinical Care Manager benchmark and move all the candidates into that event for comparison purposes.
1. Compare an individual participant against other benchmarksSearch for the participant via the “People” tab or from within an event that the person has participated in.From within the "search" function.Hover over the “People” tab and click on “Search”. Then type in the participant’s first or last name in the search bar. Click on the participant's name.The “Job Fit Reports” section shows how the applicant scored against all available benchmarks. The Job Fits are listed in alphabetical order. From here you can click on “Score” to automatically sort the jobs from best to least job fit. Click on “Show XX entries” to display more benchmarks.Besides comparing your applicant against the other benchmarks, you can also use this option to send up to 10 reports via email to other members of staff. Tick which reports you want to include, scroll down and type in the email address of the receiver. Clicking “send” will send a PDF with the "ticked" reports included.From within a current assessment eventYou can also choose to compare an applicant against other benchmarks from within the event they completed assessments for. First find that person from within the assessment event and click on their name.Once in the applicant’s page, under “Other Actions” on the right-hand side you can click on “View All Scores & Activity” to compare the applicant against all available benchmarks.The “Job Fit Reports” section shows how the applicant scored against all available benchmarks. The Job Fits are listed in alphabetical order. From here you can click on “Score” to automatically sort the jobs from best to least job fit. Click on “Show XX entries” to display more benchmarks.
2. Comparing a group of participants to a different benchmarkComparing multiple people against a different benchmark is easiest by creating a new assessment event and adding these participants to that new event. As long as the required assessments (in this case the Personality Assessment) has been completed by the participant in the past, then they won't be notified of being added to the new assessment event.To continue with the example of comparing the candidates for the RN role against an assessment event set up with the Clinical Care Manager benchmark, you first need to jot down or run the CSV report with the names of the RN applicants. See “System Reports” on how to do this.
Then create a new Event called Clinical Care Manager with the Personality Assessment ticked and set up with the Clinical Care Manager benchmark.
From within that Care Manager event you add that group of applicants from the RN event by clicking on "Existing" under the Manage Participants section.In this screen you see a list of all your past participants from which you can add the ones you're looking to compare to the assessment event.
You can search for people via the search bar and as long as no additional assessments are required, with one click on the "Add to Event" button, the participant will be added and their personality profile compared against the Clinical Care Manager benchmark.Before adding an existing participant to another event, make sure no additional assessments are required. If this is the case, you will see a letter in the second column (Additional Assessments Required). Each letter stands for the missing assessment: P=Personality, A=Attitudes, C=Cognitive and E=Engagement. If a required assessment is missing, you can click on "Email Invite" to send the participant an invitation to complete the missing assessment(s).