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Coordinators need to invite candidates to an exam. In Talview, you can invite candidates directly from the step’s candidate list without leaving the page. In this article, you will explore how to invite candidates to a workflow step either manually or by uploading a template.

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Step-by-Step Guide

1. Open the workflow step
  • Navigate to the exam or workflow.
  • Open the step where you want to invite candidates.
  • Click Invite in the top-right corner of the candidate list.
A side panel opens on the right. 2. Review the invite panel
  • The Invite panel is pre-filled with the current workflow and step.
FieldDescription
WorkflowShows the current workflow or exam (read-only).
StepShows the current step (read-only).
TimezoneDefaults to your timezone. You can change it.
Notify CandidatesEnabled by default to send notifications.
  • Below these fields is a table where candidate details appear.
  • Columns include:
    • Full Name
    • External ID
    • Email Address
    • Phone Number
3. Option One: add candidates manually
  • Click Add Candidate.
  • Enter the candidate details in the row.
FieldRequirement
Full NameOptional
External IDOptional
Email AddressRequired and must be valid
Phone NumberOptional
  • You can add more rows using Add Candidate.
  • Use the remove icon to delete a row if needed.
4. Option Two: upload candidates in bulk
  • Click Download Template.
  • Fill in the candidate details in the .xlsx file.
  • Click Upload and select the file.
  • Valid rows are added to the table.
  • Rows are skipped if the email is missing, invalid, duplicated, or already invited/in progress for the same step.
  • A summary appears if any rows are skipped.
5. Review invite settings
  • Adjust Timezone if needed.
  • Uncheck Notify Candidates if you don’t want to send notifications.
6. Send invitations
  • Review the candidates in the table.
  • Click Invite.
The panel closes and the candidate list refreshes with the newly invited candidates.
Additional Tips
  • The Invite button stays disabled until at least one valid candidate is added.
  • Duplicate invitations are prevented if a candidate is already invited or in progress for the same step.
  • If a candidate already exists in the system, their existing record is reused.
  • If you close the panel after adding candidates, you’ll be asked to confirm before discarding the changes.