Add Candidate

This guide explains how to add a candidate. To add any other type of user, see Add a User.

Users with the following roles can add candidates, subject to their creation permissions:

• Assessor
• Internal Verifier
• Learning Support Administrator
• Quality Assurer

1. Open the Add Candidate form

1. From your Dashboard, select the Candidates tab, then Candidate Search.
2. Select Add Candidate at the bottom of the screen.

2. Personal Details

Fields in bold are mandatory. If you don't have the information, enter Unknown or N/A. Enter all dates as DD/MM/YYYY.

Contact emails and phone numbers: Select More to enter contact details. Use the Description field to say what type of email or number it is, e.g. Work or Home. Workplace-related users can see these details on the View Candidate and Edit User pages.

3. Training Arrangements

All fields in this section are mandatory.

• User's Workplace: Choose the candidate's workplace from the drop-down. Only workplaces your centre has added are listed. If the workplace isn't there, choose your company name for now. Once your centre has added the workplace, you can come back and update the record.
• User's Centre: This is pre-selected to your centre. If you have more than one centre, choose the one the candidate is registered to.
• Feature Status:Choose how the candidate will use the system:
  • LMS: Manage the candidate's information and unit completion only. Evidence and plans can't be added to the portfolio.
  • Normal: Evidence and plans can be added to the portfolio, and the candidate is prompted to digitally sign plans and feedback.
  • Offline: Evidence and plans can be added, but the candidate isn't prompted to sign plans, feedback or unit completion declarations. The assessor holds all evidence, and the candidate can't prepare or upload evidence themselves.
• Primary Assessor: Select the candidate's assessor.
• Internal Verifier: This defaults to the Primary Assessor's IV but can be changed if needed.

Note: If Offline Candidate control on portfolio front page is enabled on the course, administrators and assessment and verification users can switch a candidate between Normal and Offline using the Make Offline or Make Online button on the Portfolio Front Page.

4. Account Settings

• User Name (required): Must be unique but is not case-sensitive. If the username is already taken, you'll be warned on saving and will need to choose another. For added security, we recommend including your centre's name, e.g. joe.bloggs@abc.
• Password:
  • If you've entered an email address, leave this blank. Ecordia will generate a password when you save (see step 6).
  • If there's no email address, you must enter a password. Passwords are case-sensitive, and the candidate will be asked to choose their own when they first log in.
• Enabled: Make sure this is ticked, otherwise the candidate won't be able to log in, even with the correct details.
• User must change password: Make sure this is ticked so the candidate is prompted to set a new password on first login.
• User cannot be messaged: Only tick this if the candidate should not receive messages in Ecordia. When ticked, no one will be able to message them.
• User work item forward to: Leave this set to No forwarding.

5. Save the candidate

Select Save. A Portfolio Awaiting Setup item will be added to the Primary Assessor's Dashboard. They can use it to complete the Skills Scan, select optional units and complete the Individual Learning Plan.

Depending on your role and centre settings, you can then:

• Modify or Delete the record
• Select the Candidates tab to add another candidate
• Continue to Set Up the Portfolio

6. Issue the login details

If you entered an email address, a pop-up will show the candidate's login details when you save. Choose:

• Send to email the details to the candidate through Ecordia, or
• Not Now to generate the password later.

You can also read the details out to the candidate.

If you didn't enter an email address, you can email the username information to the candidate, or copy and complete the message below.

[Message template]

7. Upload files (optional)

Once the candidate has been saved, you can attach files to their account, such as images, videos or documents.

1. Go to Candidates > Candidate Search.
2. Find the candidate and select View Candidate.
3. Select Upload Files and choose one or more files. You can upload several files from a folder at once.

The candidate can view these files under My Account > Downloads.

To remove a file, select Upload Files, then select the X next to the file.

Note: Candidates can't remove files you upload, but they can remove files they've uploaded themselves.