If your company wants to send applicants the OutMatch assessment as part of your hiring process, the first step is contacting CareerPlug Support so that we can add that ability to your account. Please provide us the OutMatch credentials — user ID and password — that were given to you by OutMatch so that we can enable the integration successfully.
In this article:
- Setting up the OutMatch assessment
- Adding the OutMatch assessment to jobs
- Inviting applicants to take the OutMatch assessment
- Editing the OutMatch assessment reminder email template that is sent to applicants
- Reviewing OutMatch scores
- Next steps after the applicant completes the OutMatch assessment
Setting up the OutMatch assessment
Once we have enabled the integration, an administrator on your account will need to create a new form and select OutMatch Assessment Integration as the type.
Navigate to Settings > Hiring Tools > Forms.
Click the Create New Form button.
Select the OutMatch Assessment Integration form type.
On the following page, give the form a name (you can simply use "OutMatch assessment"), type any instructions for the applicant, and select the step of your hiring process during which an applicant should take this assessment.
If you choose the Review step, then applicants will be automatically be directed to complete the OutMatch assessment after they submit their application. If you associate this assessment with any other hiring step, you’ll have to manually email your applicants to complete it. You can do this quickly from within CareerPlug (see final step below).
Adding the OutMatch assessment to jobs
The next thing you’ll need to do is add the OutMatch Assessment to your jobs. A way to save time is to add your OutMatch job codes to your job templates. This way, any future jobs posted from the templates will include the job code, and thus you only need to do the setup once.
Adding the OutMatch assessment to job templates (saves time)
You should add the OutMatch assessment to a job template if you want to have the option to send the assessment to the people who apply to jobs posted from that template.
To add the assessment to a job template, navigate to Settings > Templates > Job Templates.
Click the Edit link next to any job template to which you want to add the assessment.
Scroll down to the "Add Required Forms to the Application Process" section and check the box next to the OutMatch Form that you just created. When you select this checkbox, you’ll be asked to provide an OutMatch Job Code, which will be provided to you from OutMatch. Make sure to Save the job template when you are finished.
CareerPlug jobs are connected to the correct OutMatch assessments via OutMatch Job Codes. Job Codes are provided by OutMatch during the assessment launch process, but if/when you want to add a new job to your list of jobs associated with Job Codes, you can do this from your Manage Job Codes page within your OutMatch account at any time (see below).
When you save each job template in CareerPlug with the correct OutMatch job code, you might see a pop-up asking you if you want to apply the changes you just made (that is, adding the OutMatch assessment) to any jobs that you have currently posted from this template. If you choose to do this, note that any existing customization of your job could be deleted. We recommend not selecting this checkbox, and instead following the instructions below to manually add the OutMatch assessment to each of your active jobs.
Adding the OutMatch assessment to active jobs
You should add the assessment to any active job if you want to have the option to send the OutMatch assessment to the people who apply to that job.
To add the assessment to a job, click the Edit button to edit a job.
Click the Hiring Settings tab and, under the "Forms" heading, locate the OutMatch Form that you've created. Turn the toggle on to add this form to the job.
Below the form names, you’ll see an OutMatch Job Code for you to fill in. The OutMatch job code will be provided to you from OutMatch.
Click Update Job Post when you are finished, and repeat this process with any other jobs, using the appropriate OutMatch code for each job.
Inviting applicants to take the OutMatch assessment
If your OutMatch assessment is associated with the Review step of your hiring process, applicants will automatically be directed to complete it.
However, you may want to remind an applicant to complete the assessment who has not, or if you need to send the applicant the assessment in the first place (that is, if the assessment is not associated with the Review step of your hiring process).
To do so, click the applicant's name. Then locate the step in the hiring process with which the OutMatch assessment is associated. Click the Send Reminder button.
This will open up an email template that you can then send to the applicant. If you want to customize this email template, see below.
Editing The OutMatch assessment reminder email template that is sent to applicants
To edit this email, navigate to Settings > Templates > General Messages.
Locate the "App Form Invite" message heading.
Click the Edit button to the right of the "Required Form Instructions" message template to create a copy that you can customize.
Give the message template a distinctive title, such as "OutMatch Assessment Invitation." Confirm that the category of the message is "Required Form Instructions," and confirm that the APP_FORM_LINK code is in the body of the email.
Save the message template.
Now, notice that when you send the applicant a reminder to complete this assessment, you have the option to select the email template you just created.
When you want to send an applicant the reminder, don’t forget to click Send Email at the bottom to actually send the reminder.
Here's what the email could look like to an applicant.
Reviewing OutMatch scores
When the applicant receives the reminder email you sent, they’ll be able to follow the link in the email to complete the assessment. When they finish the assessment, their results will be visible in CareerPlug.
You’ll know an applicant has at least started the assessment because they will have a View button next to the OutMatch assessment in their hiring process. Click on the View button to view the applicant’s score report.
If the applicant has completed the assessment, their score will be visible.
To view more detailed results, click the Candidate Report Page button. This will link you to the OutMatch website so you can view more in-depth assessment results.
It is possible that your applicant has a View button next to their OutMatch assessment link but has not finished the assessment. If this is the case, you will note that their Assessment Status is "In Progress."
Don’t worry if this happens. CareerPlug automatically sends the applicant a link to their OutMatch assessment as soon as they start it. That way, they have the link in their email so they can come back and finish their assessment if they are interrupted.
You can also click the Send Continue Link to Applicant button if you wish.
Next steps after the applicant completes the OutMatch assessment
After an applicant completes the assessment, you have some good information (along with their resume and prescreen score) to help you decide whether to move them to the next step in your hiring process or to reject them.
If you choose to reject the applicant, Deactivate them. If you don't see the Deactivate button on the Applicants page, click the three-dots icon and then click Deactivate.
You’ll then have the option to send them a rejection email (which we recommend doing).