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:

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:

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:

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.