Testing
By Support
By Support
How to assign tests to employees
In Smart Way, any company administrator can manually assign one or more tests to employees. The system creates a separate invitation for each selected employee and sends them an email with a personal link. This guide covers manual test assignments made through Employee testing. It does not apply to tests that employees take as part of Academy courses. Related guides: - How to send tests to candidates - How to view test reports What does the employee testing process involve? | Stage | What happens | | ------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | 1. Select tests | In Employee testing, select one or more built-in or company-created tests. Company-created tests must first be created and activated in Test Builder. | | 2. Select employees | Click Select employees and choose the people you need from the list. You can filter employees by full name, job title and department. | | 3. Send invitations | Click Send. The system creates and sends a separate invitation email to each selected employee, with a link to all the chosen tests. | | 4. Take the tests | The employee follows the link, reads the instructions and completes the assigned tests in sequence. | | 5. Review results | The invited employees appear in Reports on testing. You can download a detailed test report for each person. See How to view test reports for full instructions. | What should you check before sending a test invitation? Complete these checks before assigning tests to a large group: 1. Open the relevant employee records in Employees and check their email addresses. Invitations are sent to the address saved in each employee’s record. 2. Make sure each employee’s full name, job title and department are correct. These details are used for searching, filtering and reports. 3. If you plan to assign a company test from Test Builder, make sure it is active. An inactive test will not appear in the test selection form. 4. Check the test settings, including the timer, number of questions, pass mark and attempt limit. 5. If there is no active Testing subscription, check how many invitations are available. Send the tests to one employee first to make sure the process works as expected before starting a bulk send. You can edit employee details in Employees. Click the relevant employee’s row to open their record. Academy access is not required for tests that are not linked to courses: the employee takes the tests through the personal link in the email without signing in to the LMS platform. How many tests and invitations can you send? Tests, employees and invitations are counted differently: | What is counted | Current rule | | ----------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Tests in one invitation | There is no set maximum: you can include as many tests as the employee needs to take. | | Employees in one batch | You can select as many employees as needed in one batch. A page can display up to 100 employees; you can then move to another page and continue selecting people. Your selection is retained when you move between pages, change the number of rows (10, 25 or 100) or apply filters. The select-all checkbox covers only employees on the current page, but you can add people from other pages to the same selection. Each selected employee uses one invitation, regardless of how many tests the email contains. | | Emails | Each employee receives one email with a personal link to all the selected tests. | | Reports | One report containing all test results is created for each employee and each invitation sent. For example, an invitation containing five tests creates one report with the results of those tests. If you later send the same employee another invitation containing three tests, the system creates a second report. | How do you select tests to send to employees? 1. Open Employee testing from the main menu. 2. In Select which tests need to be taken, choose the required system tests. 3. If the company has active company-created tests, they appear below under Test Builder. Select the tests you need. 4. Click Select employees. The Select employees button becomes available only after you have selected at least one test. Which company tests appear in the list? Only active company tests are available when you invite employees. If the test you need is missing: 1. open Test Builder under Testing; 2. find the relevant test; 3. find its switch in the Activate column and activate it: the switch is orange when the test is active and grey when it is inactive; 4. return to Employee testing — the test will now appear in the list. How do you select employees? Click Select employees to open the Employees window. Select several specific employees 1. Find an employee in the visible list. 2. Select the checkbox in the first column or click the employee’s row. 3. Repeat this for every employee you need. 4. Check that each required employee remains selected. Select every employee on the current page 1. Choose how many employees to display: 10, 25 or 100. 2. Select the select-all checkbox in the first column, above the first employee. 3. The system selects every employee shown on the current page. The select-all checkbox does not select employees on other pages. Employees already selected remain selected when you move to another page, change the number of rows or apply a filter. The total number selected is shown above the table; click Clear selection if you need to start again. To test more than 100 employees, move through the pages and continue adding people. All selected employees remain in the same selection. You must add each page separately because there is no single action to select every employee in the company. How do you select employees with filters? Three fields are available at the top of the window: - Search by full name; - Search by job title; - Search by department. Search using one field 1. Enter part of a first name or surname, job title or department name. 2. Click Search. 3. Wait for the table to refresh. 4. Select the required employees, or use the select-all checkbox for all matching employees on the current page. For a name search, enter part of the first name or surname rather than the full Surname First name string. Search using several fields You can fill in several fields at the same time. For example: - job title — Manager; - department — Sales. After you click Search, the system shows employees who match every completed field. This is useful when the same job title exists in several departments. Important points about filters - You can change filters and gradually add employees to the same selection. - Clicking Search refreshes the table but does not remove employees selected earlier. - The select-all checkbox covers results only on the current page. - If you return to a page you viewed earlier, the selected employees are marked again. - If an employee is missing, check the spelling of their name, job title and department in their employee record. How do you send the invitations? 1. After selecting the employees, check the boxes in the first column once more. 2. Click Send. 3. The selection window closes, and the system displays a message that bulk email sending has started. 4. Once sending has started successfully, the test selection form is cleared. The bulk-send message means that the invitations have been queued for processing. It does not confirm that every email has reached its recipient immediately. For a large group, records and emails may be processed gradually. If you have not selected any employees, no emails will be sent. Before clicking Send, make sure at least one checkbox is selected. How does an employee receive the invitation? Smart Way sends each selected employee a separate system email: - the subject line is Test invitation; - the email contains a Start button; - the button opens the assigned tests in a browser; - the employee does not need to reply because it is an automated message. The company profile settings determine the default language of the email and the page opened from its link. On the test page, the employee can change the language in the top-right corner. The employee does not need to sign in to the Academy or find the test in a course. They can open the tests directly by selecting the button in the invitation email. What does the employee need to do? 1. Open the email with the subject Test invitation. 2. Click Start. 3. If needed, choose a language in the top-right corner of the test page. 4. Read the instructions carefully. 5. Click Start testing. 6. Answer every question in the current test. 7. If several tests were assigned, continue through them in sequence. The system shows how many tests remain. 8. Continue until the Testing completed! message appears. Points to explain to the employee - After clicking ANSWER, the employee cannot change the answer or return to the previous question. - The ANSWER button becomes available only after an answer has been provided. - If the test has a timer, it ends automatically when the allotted time expires. - The system shows how many tests remain. Once the current test is complete, the employee cannot return to it or change their answers; the next test starts immediately. - The question counter applies to the current test and updates when the next test begins. - If the internet connection drops, the employee can reopen the personal link and return to the interrupted test. They do not need to repeat tests already completed, but they must restart the last test if it was not completed before the connection was lost. - For a file, audio or video answer, the employee must wait for the upload to finish before moving to the next question. Where a question allows several answers, they cannot select more options than the question permits. - If a test from Test Builder contains an Upload file, Video answer or Audio answer question, the employee may need to: - allow the browser to use the camera or microphone; - record an answer in the browser or select an existing file; - keep within the 500 MB file-size limit. How do you assign the test again? Sending tests to the same employee again creates a new personal invitation, a new email and a separate entry in the reports. Before sending the tests again: 1. ask the employee to check whether the previous email went to Spam; 2. check the email address in the employee’s record; 3. make sure the old link genuinely does not work; 4. in Reports on testing, delete the empty report created for the previous invitation. Common issues and how to resolve them | Issue | What to check | | -------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Select employees is unavailable | Select at least one test to send to employees. | | The system asks you to buy a testing package | There is no active Testing subscription, and there are not enough invitations for the number of selected employees. Reduce the selection or buy a package of invitations. | | A company test is missing from the form | Make sure the test is active in Test Builder. | | The select-all checkbox did not select every employee in the company | This is expected: it applies only to the current page. Move to the next page and add those employees to the same selection. | | An employee did not receive the email | Check the email address in their record and ask them to check Spam. If many invitations were sent at once, the email may not arrive immediately. | | The page says that the attempt limit has been reached | Check Attempt limit in the test settings and the employee’s completed-attempt history. | FAQ Can you assign several tests in one email? Yes. Select all the required tests before opening the employee list. Each employee receives one email and takes the tests in sequence. Does each test use a separate invitation? No. Each selected employee uses one invitation, even when several tests are assigned. Can you select every employee in the company with one click? No. The select-all checkbox covers only the current page. Move through the other pages and add the employees you need; your previous selections are retained. Does an employee need Academy access to take manually assigned tests? No. For manually assigned tests, the employee uses the personal link in the email. Academy access is required only for tests within learning courses. Can an employee return to the previous question? No. Once an answer has been submitted, the employee cannot go back and change it. Does an entry in the reports confirm that the email was delivered? No. The entry confirms that the invitation was created in the system. Check the employee’s mailbox to confirm delivery. Can this process be used for tests in courses? No. For tests linked to learning courses, use Academy assignments and reports.
How to send tests to candidates
In Smart Way, you can send a candidate one invitation containing one or more tests. The candidate receives an email with a Start button, opens the tests in a browser without signing in to the LMS and completes each selected test in turn. Related guides: - How to assign tests to employees - How to view test reports How many tests and invitations can you send? The number of tests in an email is not the same as the number of invitations available: | What is counted | How it works | | --------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------- | | Tests in one invitation | Select at least one test. There is no separate limit: you can add as many available built-in and active company tests as you need. | | Invitations | One invitation is used for each candidate, regardless of the number of tests selected. | | TESTING package | Up to 500 candidates per month. If you need to test more people, contact Smart Way to discuss a tailored plan. | | Free candidate testing | You can test three candidates free of charge, using any number of professional tests. | Package features and limits may change. Check the current terms on the Smart Way Pricing page. If your company does not have an active TESTING subscription, the form shows the Number of available invitations to send. Each invitation you send reduces the balance by one, regardless of how many tests it contains. Who can send tests to candidates? Candidate testing is available to platform administrators. A department manager cannot send tests to candidates. See the test reports guide for details of who can view results. Which tests are available? The form includes: - Smart Way’s built-in professional assessments; - active tests created by your company in Test Builder. Tests created in Test Builder appear in the list only after they have been activated. If a test is missing, open Test Builder, activate it, then return to the invitation form. Six main built-in assessments are available: | Test | When to use it | Approximate completion time | | -------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------- | ------------------------------- | | Personality Type | A broad assessment of a candidate’s strengths, weaknesses, behaviour as a team member or manager, motivation and development areas. | 20–30 minutes | | Cattell's 16 Personality Factors | A detailed assessment of a candidate’s personality traits. It complements the Personality Type results. | 25–35 minutes | | Type of Professional Motivation | Helps identify what motivates and demotivates the candidate. | 10–15 minutes | | Level of Organisational and Communication Skills | Useful for management, customer-facing and other roles that involve frequent communication. | 10–15 minutes | | Conflict Behaviour Type | Useful for roles that involve negotiation, challenging customers or frequent high-pressure situations. | 10–15 minutes | | Level of Professional Burnout | Helps assess the candidate’s level of professional burnout. | 15–20 minutes | How should you choose a set of tests? Start with the decision you need to make about the vacancy, rather than with the list of available tests. 1. List the key candidate requirements or create a role profile. 2. Decide which tests will help you assess those requirements. 3. Explain why the assessment is needed and how the results will be used. 4. Avoid overloading the candidate: select only the tests that are genuinely useful for the assessment. Example combinations: | Scenario | Possible combination | Approximate time | | ------------------------------------------------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ---------------------------- | | Senior managers and heads of department | Personality Type + Cattell's 16 Personality Factors + Type of Professional Motivation + Level of Organisational and Communication Skills + Level of Professional Burnout | 80–110 minutes | | Office staff | Personality Type + Type of Professional Motivation + Level of Organisational and Communication Skills + Level of Professional Burnout + Conflict Behaviour Type | 65–90 minutes | | Customer-facing roles, such as sales staff and waiting staff | Level of Organisational and Communication Skills + Conflict Behaviour Type + Level of Professional Burnout + Type of Professional Motivation | 45–60 minutes | | Assessing professional knowledge | Built-in tests relevant to the role + an active Test Builder test that assesses professional knowledge | Depends on the test settings | These combinations are examples, not Smart Way limits. Do not send every available test ‘just in case’: an unnecessarily long assessment can tire the candidate without helping you make a better decision. What should you prepare before sending an invitation? Before opening the form, check: - the spelling of the candidate’s first name and surname; - the email address for errors or extra spaces; - which tests are needed for the vacancy; - whether you need a copy of the invitation sent to your email address. The automated email includes a button that opens the tests, but it does not explain the purpose of the assessment, the deadline or the total time required. Send the candidate a separate message with these details beforehand. For example: We will send you an email with the subject line ‘Testing invitation’. It will contain a Start button. The tests should take about 40 minutes. Please complete them by 18:00 on 12 August in a quiet place with a stable internet connection. Once you submit an answer, you cannot change it or return to the previous question. How do you send a candidate an invitation? 1. Sign in to Smart Way. 2. From the Testing menu, open Candidate testing. 3. If needed, open Description of the test methodology to check the purpose and completion time of the built-in tests. 4. Select at least one test under Select which tests need to be taken. 5. If needed, select one or more active tests under Test Builder. 6. Complete the required fields: - Name; - Surname; - Email; - the candidate’s gender. 7. If needed, select Send a copy of the letter to my email. 8. Check the email address and selected tests again. 9. Click Send. 10. Wait for the message The invitation to test has been sent!. The Send button remains inactive if a required field is empty, the email address is in an invalid format or no test has been selected. After you send the invitation, Smart Way creates a unique link and adds the candidate to Reports on testing. The form clears and Send a copy of the letter to my email switches off. You cannot change the selection of tests in an invitation once it has been created. Which language will the invitation use? Smart Way selects the language of the email and test page according to the company’s country: - Ukrainian for companies in Ukraine; - Russian for companies in Kazakhstan; - English for companies in all other countries. After opening the test page, the candidate can change the language in the top-right corner. What will the candidate receive? The candidate receives an automated email: - the English subject line is Testing invitation; - the sender is Testing <testing@smartway.pro>; - the email includes a Start button; - the candidate does not need to reply because the message is sent from an automated address. The button opens a unique link to the tests. The candidate does not need a Smart Way account, password or prior registration. The tests can be completed in a browser on a computer, tablet or phone. There is no need to install a separate mobile app. If you selected Send a copy of the letter to my email, a blind copy of the same invitation is sent to your address. You can use it to check the subject line, language and link. Do not share the unique link with anyone other than the intended candidate. What does the candidate need to do? 1. Open the Testing invitation email. 2. Click Start. 3. Change the language in the top-right corner if needed. 4. Read the instructions on the opening page. 5. Click Start testing. 6. Answer every question in each assigned test in turn. 7. Wait for the message Testing completed!. While taking the tests: - the system shows how many tests remain; - a submitted answer cannot be changed; - the candidate cannot return to the previous question; - the answer button becomes active only after an answer has been selected; - for a multiple-choice question, the candidate cannot select more answers than allowed; - if a test has a timer, it ends automatically when the time runs out; - the system opens the tests one at a time. If a Test Builder test contains an Upload file, Video answer or Audio answer question, the candidate may need to: - allow the browser to use their camera or microphone; - record an answer in the browser or select an existing file; - bear in mind that an answer file can be no larger than 500 MB. What happens if the internet connection drops? Once the connection is restored, the candidate should open the same link again. Results from completed tests will be saved, and the candidate will return to the test they did not finish. The candidate should avoid closing the browser tab part-way through a question. If the test has a timer, how it counts down and ends depends on the test settings. When do the results appear? The candidate appears in Reports on testing as soon as the invitation is created. A report becomes available when the candidate completes at least one test, and further results are added as they complete the remaining tests. For example, if you send five tests and the candidate completes one, the report will already contain the result of that test. The other results will be added to the same report later. The candidate does not automatically receive the detailed HR report. The guide How to view test reports explains how to check progress, find a result in Candidates view, open a PDF, download an Excel file and interpret the data. What should you do if the email does not arrive? 1. Check the email address on the invitation. 2. Ask the candidate to check their spam and promotions folders, as well as any corporate email quarantine. 3. If you requested a copy, check your own inbox. 4. Make sure the company’s email filter is not blocking messages from testing@smartway.pro. 5. If needed, send the candidate the same unique link from your copy. Share it only with the person for whom the invitation was created. There is no separate resend button in the reports table. If the original link is unavailable or the email address is wrong, create a new invitation. Smart Way counts it separately and adds a new row to the reports. What should you know about sending another invitation? - A new invitation creates a new unique link and a separate entry in the reports. - Another invitation is counted separately, even when it is sent to the same candidate. - Do not delete an incomplete invitation if the candidate still needs to use its link. See the test reports guide for the rules on deleting an entry and its related data. HR checklist Before sending - Only the tests needed for the vacancy have been selected. - The candidate’s name and email address have been checked. - A copy of the invitation will be sent to the recruiter if needed. - The candidate knows what to expect and how to complete the tests. After sending - The confirmation message has appeared. - The candidate knows the email subject line and the completion deadline. - If the email has not arrived, the candidate has checked their spam folder, and you have checked email filters and your copy of the invitation. After the tests - The candidate has seen the final Testing completed! screen. - The result has been checked in Candidates view by following the test reports guide. Frequently asked questions Can you send several tests to a candidate in one email? Yes. Select one or more available tests in the form. Smart Way creates one invitation with one link for that candidate. Is there a limit on the number of tests in one invitation? No. The form does not set a separate limit on the number of tests. You can select all visible built-in and active Test Builder tests, although it is better to include only those needed for the vacancy so that you do not overload the candidate. Does each test use a separate invitation? No. One invitation is used for each candidate, regardless of the number of tests it contains. Does the candidate need a Smart Way account? No. The candidate follows the unique link in the email and completes the tests without signing in to the LMS. Can the candidate change an answer after submitting it? No. After submitting an answer, the candidate cannot change their selection or return to the previous question. Will the candidate see the detailed PDF report? No. When the candidate has completed the tests, they see only the Testing completed! message. The detailed PDF report is available to users with the appropriate permission. See the test reports guide for instructions.
How to view test reports
The Reports on testing section contains the results of candidate and employee testing. Here you can check whether testing has been completed, find the report you need, open or download a PDF, and export selected results to Excel. Platform administrators can also delete reports that are no longer needed. Related guides: - How to assign tests to employees - How to send tests to candidates Who can view test result reports? Access depends on the user's role: | Role | Available reports | | ------------------------------------- | --------------------------------------------------------------------------------------------------------------------- | | Admin access — Own invitations only | Reports for candidates and employees to whom this administrator sent invitations. | | Admin access — No restrictions | Reports for all candidates and employees in the company. | | Department manager | Test result reports for their direct reports. They can view PDFs and download Excel files, but cannot delete entries. | How do I select the right report view? 1. Open Reports on testing from the Testing menu. 2. Select a view: - Employees — to see employee test reports; - Candidates — to see candidate test reports; - All — to see both groups. 3. If necessary, use Search by name or the filter in the Report column heading. The Employees view also shows Department and Job title. Users with the Department manager role can see only this view and cannot change it. What do the columns and statuses mean? | Column | What to check | | ------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Status | A green icon means that a report is available with the result of at least one completed test. A red icon means that no tests have been completed and a report is not yet available. | | Full Name | The name of the candidate or employee who received the invitation. | | Test sent date | When the invitation was sent. | | Date of test completion | The date of the most recently completed test in this invitation. A blank field means that no results are available yet. | | Sent tests | The tests included in the personal invitation. | | Department, Job title | Employee details; shown in the Employees view. | | Report | Options to open or download the PDF and delete the entry. | The entry appears in the table as soon as the invitation is sent, before testing has been completed. How do I find a report by name? 1. Select the appropriate view: Employees, Candidates or All. 2. Enter a first name or surname in Search by name. 3. Wait for the table to refresh. 4. To return to the full list, select Clear search. The search covers the whole list available to you, not only the current page. It also determines which reports are included in the Excel file. How do I apply a filter? Open the filter from the Report column heading. You can filter by: - Completed or Not started status; - the date sent or a date range; - one or more tests; - employee departments and job titles; - whether to group results when generating the Excel file. After making your selections, choose OK. The filter is saved for your account and remains active when you reload the page. Cancel clears the saved conditions; it does not simply close the menu. If the report you need is missing, clear the main search, select Cancel in the filter and choose the appropriate view again. The search boxes within the test, department and job title lists help you find options. To apply those options to the table, select the relevant values and choose OK. How do I open or download a PDF report? As soon as a candidate or employee completes at least one test, two actions become available in the Report column: - the PDF icon opens the report in a new window; - the download icon saves the report to your computer. If the status is red and there is no completion date, the PDF is unavailable. Ask the candidate or employee to complete at least one test, then refresh the page. Results from the remaining tests are added to the same PDF automatically. To obtain the full report, they must complete every test in the invitation. The contents of the PDF depend on the assigned tests and may include: - results and interpretations for built-in assessments; - answers and results for tests created in Test Builder; - completion time, if tracking is enabled; - links to file, video or audio responses. For tests created in Test Builder, the PDF identifies selected incorrect answers. If a question has more than one correct answer and the person selects only some of them, the report may also show the correct answers they did not select. Attached .csv and .mov files can be downloaded, but cannot be previewed. How do I download a summary Excel report? An Excel file is useful when you need to analyse a group of results. Before downloading it: 1. Go to the first page of the table. 2. Select the appropriate view: Employees, Candidates or All. 3. Clear or adjust the main search. 4. Check the active filter. 5. Select the Excel download button in the bottom-right corner. The Excel file includes the reports on the current page after the selected view, search and filter have been applied. Its language and available data depend on the interface settings and the user's permissions. Do not reload or close the tab while the file is being generated. To work in other sections, open Smart Way in a new tab. When should I group results? Group results when exporting to Excel combines repeat attempts into one row and shows the number of attempts and the highest score. It applies only to tests taken as part of training courses, not to tests sent manually to candidates or employees. How do I delete an entry? The button with the x icon deletes the invitation and its related data; it does not simply hide the row. Before deleting an entry: 1. Make sure the incomplete invitation is no longer needed: the personal link will stop working after deletion. 2. If your organisation's internal rules for personal data require you to keep the report, download the PDF first. 3. Check whether any files were uploaded with the responses: these will also be deleted with the report. What should I do if a report is not displayed? | Situation | What to check | | ------------------------------------------------------------------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------- | | The person is not listed | Select the correct view, then clear the search and active filter. | | An administrator with access to their own invitations only cannot see an entry | Check who sent the invitation. This administrator can see only their own invitations. | | A Department manager cannot see an employee's report | Check that the employee belongs to the manager's department and is recorded as their direct report in the system. | | There is an entry, but the status is red | No tests have been completed yet. | | The PDF buttons are unavailable | Wait until at least one test has been completed, then refresh the page. | | The PDF does not contain a result you need | Check Sent tests. If the test was included, ask the candidate or employee to complete it. The result will then appear in the report automatically. | | Some rows are missing from Excel | Check the view, search, filter and current page. Only reports shown on the current page are included in the Excel file. | | A test column is missing from Excel | Check whether the selected reports contain data for that test. Empty columns are not added to the file. | | The link says that testing has not been assigned or has been cancelled | The corresponding entry has been deleted. Create a new invitation if necessary. | Frequently asked questions When can I open the PDF? When the candidate or employee completes at least one test, the status turns green and Date of test completion appears. Does an entry in the reports confirm that the email was delivered? No. The entry confirms that an invitation was created in the system. To confirm delivery, ask the candidate or employee to check their inbox. Does the candidate or employee receive the detailed PDF automatically? No. After manual testing, the person sees a completion message. A user with permission to view results can open the PDF in Reports on testing. What is the difference between PDF and Excel? The PDF contains the available test results from one invitation. Excel contains summary data from the reports on the current page. The file contents depend on the selected view, search, filter, interface language and access rights.