These instructions detail the steps to follow when adding a Candidate. Click here for instructions on adding all other types of user.
Users with the following roles can add candidates, subject to creation permissions:
Assessor
Internal Verifier
Learning Support Administrator
Quality Assurer
1. From your "Dashboard" select the "Candidates" tab then "Candidate Search".
2. Then select the ’Add Candidate’ button at the bottom of the screen. You will now be able to enter in your Candidate’s details:
Personal Details
Please note: All fields in bold are mandatory. If you do not have the required information, insert the word ‘Unknown’ or ‘N/A’ in the space provided. All dates must be entered in the following format DD/MM/YYYY.
Contact Emails and phone numbers: Click the 'More' button then enter in the contact details. The description field enables you to state the type of email or phone number i.e. Work or Home. All fields in bold are mandatory. The information entered into these fields can be viewed on the ‘View Candidate’ and ‘Edit User’ pages for Workplace related users.
Training Arrangements - The following fields are mandatory:
User’s Workplace: Using the drop down box choose the Candidate’s workplace. Only workplaces entered by your Centre can be chosen. Choose your company name if the workplace you wish to use is not available. Your Centre can then add it later, and you can come back and update the record.
User’s Centre: This will be pre-selected to your Centre. If you have more than one Centre you will be able to choose which Centre the Candidate is registered to.
Feature Status: You have the following options depending on how your candidate will be using the system
- LMS – Enables you to manage the Candidates’ information and Unit completion on Ecordia. No Evidence or Plans can be added to this Portfolio.
- Normal – Selecting this option will allow Evidence and Plans to be added to the portfolio, and Candidates will be prompted to digitally sign Plans and Feedback.
- Offline - Selecting this option will allow Evidence and Plans to be added to the portfolio, but Candidates will not be prompted to digitally sign Plans, Feedback and Unit Completion Declarations. Any evidence added to the portfolio will be held by the assessor, and the candidate will not be able to prepare or upload evidence into the portfolio.
Primary Assessor: Select the Candidate’s Assessor.
Internal Verifier: This will pre-select to the Primary Assessor’s IV but can be changed if necessary.
Account Settings
User Name: You must enter your Candidate’s User name here. The user name must be unique, but is NOT case sensitive. On saving you will be warned if you choose a User name which is already in use, you will need to change it before you can save. For added security we recommend you include the name of the Training Centre when creating a username i.e. joe.bloggs@abc
Password: If no email has been provided, you must enter a password for your Candidate here. Passwords are case sensitive, but on first login the Candidate will be asked to change the password to something of their choice.
If an email has been provided, on saving the account, the Ecordia system will generate a password. Further details on this feature can be found in step 3 below.
Enabled: Ensure this box is ticked or the Candidate will not be able to access their account even with the correct details.
User must change password: Ensure this is ticked so that the Candidate is prompted to change their password when they log in for the first time.
User cannot be messaged: Only tick this box if you do not want the Candidate to be able to receive messages through Ecordia. If ticked no Users will be able to message the Candidate.
User work item forward to: Do not change this field, leave this set as ‘No forwarding’.
Save - On clicking 'Save', the Primary Assessor for this Candidate will have an item for their attention added to their "Dashboard" titled ‘Portfolio Awaiting Setup’. This link can be used to complete the Skills Scan, select Optional Units, and complete the Individual Learning Plan. Depending on your user roles and centre settings, you can now ‘Modify’ or ‘Delete ’ the record, or click the "Candidates" tab to return to step 2 and add another Candidate.
Alternatively, you can continue to set-up the Portfolio: Set-up Portfolio
2. Upload files (Optional)
New files: Once a candidate account has been created/saved, you can attach files to the Candidate, such as pictures, video, documents etc, by clicking 'Upload Files'. Multiple files can be uploaded from a folder at a time, and any files uploaded here can be accessed by the candidate via their My Account/Downloads page. Candidates cannot remove any files you upload here, but they can remove any files they upload via their Downloads page.
To remove a file, click on 'Upload Files' and click on the X next to the file to be deleted.
To add files to a candidate
2.1 Go to Candidates/Search Candidates
2.2 Locate your candidate, and click 'View Candidate'
2.3 Click on 'Upload Files', to select and add one or more files
3. Issuing the Username and Password
Send - click this and send the login details to the candidate via Ecordia email, or
Not Now - click this if you would prefer to come back and generate the password at a later date.
Alternatively, you could read out the information to your candidate.
If you have not provided an email, you can click here to email username information to your candidate, or copy and paste the follow message and fill in the blanks.
The following account has been created for you on Ecordia: Username: Please click on the link below to log onto Ecordia: 1. Enter your username |
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