📋 Evaluations
Evaluations are the core of evaluate worx. This is where you bring together organizations, competencies, exercises, talents, and evaluators to conduct comprehensive evaluations.
How to create an evaluation:
Click on Evaluations in the left menu under Products.
Click the blue + Evaluation button.
In the form that appear enter:
- Name of the evaluation
- Report name
- Organization
- Language of the evaluation process
- Project manager for the evaluation
- Competency model (select from available models in the organization)
- Rating scale (select the rating systems to use)
- Mandate clarification (optional) – any additional contexts or requirementsClick Save or Create.
Your evaluation is now created, but you’ll need to configure additional settings before it’s ready to launch.
Configure Evaluation Settings
After creating the evaluation, you can refine its settings and configure how it operates.
How to configure evaluation settings:
Go to the Settings tab.
Configure the following options:
- Type of evaluation (select from available types)
- Availability of PRE-Tasks (enable if talents should complete preparation exercises)
- How ratings should be consolidated (choose consolidation method)
- Enable privacy data deletion (toggle on/off)
- Combine observation sheets (toggle on/off)
- Schedule is locked (toggle on/off to prevent changes)Click Save to apply your settings.
💡 Tip: Lock the schedule only when you're confident all times are final. Once locked, changes become more difficult and may require unlocking first.
🧩Evaluation Configuration Tabs
Once your evaluation is created, you'll use several tabs to configure all aspects of the assessment. Let's walk through each tab.
Matrix Tab: Link Competencies and Exercises
The Matrix tab is where you define which competencies are evaluated in which exercises. This creates a structured evaluation plan.
How to configure the matrix:
Open your evaluation and navigate to the Matrix tab.
Add competencies:
- Click +Add Competency to select competencies from the chosen competency framework.
- Select all competencies you want to assess in this evaluation.Add exercises:
- Click + Exercise or select from existing exercises.
- Choose all exercises that will be part of this evaluation.Map competencies to exercises:
- Use the matrix grid to check which competencies are assessed in which exercises.
- Click on the intersections to mark which exercise measures which competency.
- For each intersection choose the available indicators for each exercise.Click Save when complete.
Your assessment matrix is now configured, providing a clear structure for assessors to follow.
Previously completed third party tools
when third party tools are completed in advance, and you are using the results in your EP, you have to do the following:
Add the third party tools into the evaluation
Set the needed parameters
Map the exercises to the competencies
DO NOT PLAN THEM INTO THE PROGRAMM
Allocate the assessor to the exercise
💡Tip: A well-designed matrix ensures comprehensive coverage. Make sure each competency is assessed in multiple exercises for reliable results.
Allocation Tab: Assign Talents and Evaluators
The Allocation tab is where you assign participants to the evaluation – both talents being evaluated and evaluators conducting the evaluation.
How to allocate participants:
Navigate to the Allocation tab.
Assign talents:
- Click + Talent.
- Select the talent(s) from the user list or enter their details.
- Talents will receive access to their assigned evaluation.Assign assessors:
- Click + Assessor.
- Select the assessor(s) from the user list.
- Assessors will be able to observe and evaluate the assigned talents.Click Save.
All participants are now assigned and will receive appropriate access to the evaluation.
Schedule Tab: Create the Assessment Timeline
The Schedule tab allows you to organize when each exercise takes place during the assessment event.
How to create a schedule:
Navigate to the Schedule tab.
You can schedule exercises in two ways:
Method 1: Drag and drop
Drag time blocks from the right panel into the desired timeline slots.
Position each exercise at its scheduled time.
Method 2: Manual entry
Click on individual blocks on the right.
Enter the specific time, date, and duration manually.
Save each block.
3. Review the complete schedule to ensure no conflicts.
4.Click Save when your schedule is complete.
Your assessment now has a clear timeline that participants can follow.
Uploads Tab: Add Supporting Documents
The Uploads tab allows you to add mandate clarifications, briefing materials, or any other documents related to the evaluation.
How to upload documents
Navigate to the Uploads tab.
You can:
- View mandate clarification: See any clarification text entered during evaluation creation.
- Enter text: Add additional context or instructions.
- Upload documents: Click Upload or drag files to add PDFs, presentations, or other materials.All uploaded documents will be available to relevant participants.
Reset Tab: Start Fresh if Needed
The Reset tab allows you to reset the evaluation process if something goes wrong or if you need to restart.
How to reset an evaluation:
Navigate to the Reset tab.
Review the reset options available for the evaluation.
Choose if you want to reset your answers only or reset both the time and delete the answers.
⚠️ Warning: Resetting an evaluation may delete participant data and progress. Use this feature carefully and only when necessary.
Report Tab: Customize Report Appearance
The Report tab lets you customize how the final assessment report looks, including branding and structure.
How to configure the report:
Navigate to the Report tab.
Add logo:
- Upload your organization’s logo to appear on the report.Configure report sections by scrolling down:
- Cover: Choose cover design and information to display.
- Intro: Select introductory content and format.
- Body: Configure how assessment results are presented.
- Credits: Include assessor information and acknowledgments.Click Save to apply your report settings.
Your evaluation reports will now reflect your chosen branding and structure.
Notifications Tab: Manage Communication
The Notifications tab is your central hub for communicating with all evaluation participants – clients, evaluators, and talents.
Available notification options:
For Clients:
Freeze and release report to client: Make the final report available to the client.
Send notification: Notify the client about report availability.
For Evaluators:
Send invitation: Invite assessors to participate in the evaluation.
For Talents:
Feedback survey URL: Add a link to a feedback survey for talents.
Send invitation: Invite talents to access their evaluation.
Send report to talent(s): Share the report with evaluated talents.
Send feedback request: Request feedback from talents about their experience.
History:
View all notifications that have been sent for this evaluation.
💡Tip: Send invitations well in advance of the evaluation date to give participants time to prepare and ensure they can access the platform.
Content Manager Best Practices
Before Creating an Evaluation:
✅ Ensure the organization exists and has a competency model if required
✅Create or verify exercises are ready and complete
✅Set up rating scales appropriate for the assessment
✅Confirm all users (talents and evaluators) are created in the system
When Configuring an Evaluation:
✅ Complete the matrix carefully - ensure comprehensive competency coverage
✅ Double-check talent assignments
✅ Build buffer time into the schedule for smooth transitions
✅ Upload all necessary documents before sending invitations
✅ Review notification settings before launching
Communication Tips:
✅Send invitations well in advance (at least 1 week before assessment)
✅Provide clear instructions in all communications
✅Follow up with participants who haven't confirmed
✅Monitor the History section to track all notifications sent
Data Management:
⚠️Be cautious when modifying organizations already in use
⚠️Avoid editing exercises during active evaluations unless necessary
⚠️Regularly review and archive completed evaluations
⚠️Maintain consistent naming conventions for easy searching