How to Automatically Send Assessments to Applicants

Auto Send is a powerful automation feature that automatically sends pre-employment assessments to candidates as soon as they apply for a job. This eliminates manual assessment distribution and ensures every candidate is evaluated consistently from the moment they enter your pipeline.

What Is Auto Send?

When Auto Send is enabled for a job, the selected assessments are automatically sent to every candidate who applies for that position. This means:

• No manual intervention required — assessments go out immediately upon application
• Consistent evaluation — every candidate receives the same assessments
• Faster time-to-insight — assessment results start arriving sooner
• Reduced recruiter workload — no need to manually select and send assessments for each applicant

Configuring Auto Send

Accessing the Settings

1. Navigate to your Jobs list.
2. Click on a specific job to open the Job Summary.
3. Scroll to the Job Assessments section.

Step-by-Step Configuration

1. Assign Assessments

Use the Assigned Assessments search field to select which assessments should be sent for this job:

• Type to search across your active assessments
• Click on assessments to add them — each one is displayed with a checkbox
• Each assessment shows its title and description for easy identification
• You can assign multiple assessments to a single job
• Only active assessments appear in the selection list

2. Enable Auto Send

Once at least one assessment is assigned:

• The Auto send assessments toggle becomes available
• Toggle it On (green indicator) to enable automatic sending
• Toggle it Off to disable (assessments remain assigned but won't be sent automatically)

Note: The toggle is disabled and defaults to Off if no assessments are assigned. You must select at least one assessment before you can enable Auto Send.

3. Save

Changes are saved automatically when you:

• Add or remove an assessment from the assigned list
• Toggle the Auto Send switch on or off

If the save fails, SmoothHiring automatically refetches the current settings from the server to ensure your view is accurate.

Auto Send Behavior

When Auto Send Is On

When Auto Send Is Off

• Assessments are still assigned to the job but are not sent automatically
• Recruiters can manually send assessments to individual candidates from the applicant profile
• This is useful when you want to pre-screen candidates before investing assessment credits

Important Notes

Credit Consumption

Each auto-sent assessment consumes one credit per candidate. If you assign 3 assessments to a job with Auto Send enabled, each new applicant will consume 3 credits.

Important: If your credit balance reaches zero, Auto Send will stop working. Assessment sending is disabled across the platform until credits are replenished. A "Limit Reached" notification will appear when you try to send assessments manually.

Assessment Types

Auto Send works with all assessment types:

• Multi-Format Assessments — standard question-based assessments
• Video Assessments — candidates receive an invitation to record video responses
• Simulation Assessments — interactive task-based assessments
• Predictive Survey Assessments — personality and trait measurements (note: these must be linked to a job role)
• Culture Fit Assessments — organizational alignment assessments

Multiple Assessments

When multiple assessments are assigned to a job:

• All assessments are sent together in one email invitation
• The candidate receives links to complete each assessment
• Each assessment consumes a separate credit
• Assessments can be completed in any order

Auto Send vs. Pipeline Actions

SmoothHiring offers two ways to automate assessment delivery:

Pipeline Assessment Actions

For stage-based assessment delivery, see the Custom Hiring Pipeline settings:

1. Navigate to Settings → Tools & Automation → Custom Hiring Pipeline.
2. Select a pipeline and stage.
3. Add an Assessment Action to the stage.
4. In the Assessment Action Dialog, configure:
   • Action Name — descriptive name for the action (e.g., "Technical Assessment")
   • Description — what the action does
   • Select assessment(s) — choose one or more assessments (grouped by Video and Multi-Format)
   • Email configuration — pre-configured invitation message including candidate name, job title, company name, and assessment link

When a candidate enters the configured stage, the selected assessments are automatically sent.

Tip: Use Auto Send for initial screening (low-cost, quick assessments) and Pipeline Actions for in-depth assessments (reserved for candidates who pass earlier stages). This optimizes credit usage.

Monitoring Auto Send

Job Summary View

The Job Summary assessments section shows:

• Which assessments are currently assigned
• Whether Auto Send is On or Off
• The saving status when changes are being applied

Assessment Insights

The Assessment Insights dashboard tracks:

• Total assessments sent (including auto-sent)
• Completion rates by job
• Conversion funnel from invitation to completion
• Per-job assessment performance

Credit Usage

Monitor credit consumption on the Credits page:

• The Usage & Analytics tab shows each credit usage event with the job name, candidate, and assessment
• The Forecast metric estimates how long your balance will last at the current rate

Troubleshooting

Related Pages

• My Assessments
• Purchase Credits
• Assessment Library
• Assessment Insights
• Job Fit & Assessments