Send and manage invitations

An invitation gives one person, identified by their email address, the right to take one assessment template before a deadline. The candidate can only accept it and start while signed in with that address.

Prerequisites:

• be a Recruiter or an admin in an organization on a business contract;
• have at least one assessment template (see Create and edit assessment templates).

Send an invitation

1. Open Assess, then Invitations, and click Invite candidate.

2. Under Candidate, fill in:

   • Full name: 2 to 100 characters;
   • Email address: the address the candidate will sign in with.

3. Under Assessment, open Template (Search and select an assessment), type a few letters to filter, then pick the template. Archived templates are not offered.

4. Set the Expiry date: click 7 days, 14 days or 30 days, or pick an exact date and time. The date must be in the future.

5. Under Session settings, choose the authorization mode:

   • Auto approval (the default): the candidate starts immediately;
   • Manual approval: you confirm before the session starts.

6. Turn on Require webcam if you want to tell the candidate the assessment is webcam-proctored (see Webcam and proctoring).

7. Click Send invitation.

The “Invitation sent — Sent to …” message confirms it. The candidate immediately receives an email with a link to their invitation and how long they have. The email differs depending on whether the candidate already has a Klastro account. What they see next is described in Accept an invitation.

Reset clears the form without sending anything.

Manual approval

With Manual approval, a candidate who starts lands on the “Waiting for Authorization” screen, and their scenarios are only prepared once you approve. The dashboard has no button to approve: approval is given through the Klastro MCP integration. If you don’t use that integration, choose Auto approval.

Understand the statuses

Status	Meaning
Created	The invitation exists and the email has gone out. The candidate has not responded yet.
Sent	You resent the email with Resend email. The candidate has not responded yet.
Accepted	The candidate accepted the invitation. They can start the assessment.
Revoked	You cancelled the invitation. The candidate can no longer accept it.
Expired	The expiry date passed without the invitation being used.

Once the run has begun, the lifecycle card on the invitation page (Track Status Lifecycle) extends this path with the assessment’s state (Active, Completed, Timed out, Reviewed), then PASSED or FAILED.

Note

The status changes to Expired when someone tries to use the invitation after the deadline. Until then, the Expires date shows in red on the invitation page.

Caution

The expiry still applies after acceptance: a candidate who accepted but did not start before the expiry date can no longer start. Pick a window that leaves them time to book a slot.

Resend the email

Useful when the candidate cannot find the message.

1. Open Assess, then Invitations, and click the invitation’s row.

2. Click Resend email.

The “Invitation email resent successfully” message confirms it, and the status changes to Sent. The button only appears for a Created or Sent invitation. An invitation past its expiry date cannot be resent: create a new one.

Revoke an invitation

1. Open the invitation page and click Revoke.

2. In the Revoke invitation? window, click Revoke invitation.

Danger

Revoking is permanent: the candidate can no longer accept this invitation. To invite them again, send them a new invitation.

You can only revoke a Created or Sent invitation. An Accepted invitation can no longer be revoked.

Find an invitation

The Invitations page shows three counters (Pending, Accepted, Expired) and the All invitations table, 10 rows per page.

To filter the table, use:

• Status: one of the five statuses above, or All statuses;
• Assessment: a template, or All assessments;
• two dates bounding the creation date (Created from date, Created to date).

Clear filters removes them all.

An invitation page groups:

Card	Content
Candidate	Name and email.
Assessment	Template name and ID.
Settings	Authorization mode (Automatic or Manual approval) and Webcam required.
Timeline	Created and Expires.
Track Status Lifecycle	The path described above.
Assessment Result	Once the candidate has started: status, score, passing score, result, dates and duration.

When the assessment is over, the View report button opens the candidate’s report (see Read a candidate report).

See also

• Invitation problems
• Supervise a run live