Take-home Activities

take home activities are one of several docid\ u2vf0kytmmlpie5n6zwn7 supported in ashby this guide covers take home functionality in more detail take home overview if your interview process involves candidates completing a take home project or assignment (for example, a case study), the take home activity will allow you to define the details of the assignment including reviewer and candidate instructions, who the assigned reviewer is, and how the candidate should submit their assignment we would recommend setting up at least one email template to use for take home assignments setup a take home activity a take home activity can be added to the corresponding stage of a job’s interview plan see below for step by step setup instructions create a shared take home activity if you’d like to use a take home across multiple interview plan stages and jobs, then you can do this in admin > interviews & scheduling > https //app ashbyhq com/admin/interview/take home assignments click + new , then add a title you will then be able to amend the take home settings overview the assignment title, and if feedback is required notes for reviewers any information that would be helpful for those reviewing the take home submission assignment the assignment details for the candidate (if added this enables self submission) feedback form the feedback form that reviewers will be asked to complete for the take home submission add the take home activity to your interview plan first, navigate to your job, then to the interview plan tab scroll to the stage you’d like to add your take home activity to and click the add activity to option click + add activity select take home from here, you can opt to create a new take home or add a shared take home that you’ve already configured assign one or more reviewers you can assign your reviewers by clicking the add reviewer button you can then select the reviewers using the drop down options much like interviewers on a schedule interview activity, you can add multiple reviewers to one slot to create a round robin, or add multiple reviewer slots, so multiple people review an assignment promoting a custom take home activity to shared to turn an existing take home assignment into a shared take home assignment, head to the interview plan section of your job, then click into the take home activity from there, click on the title of the take home activity within the take home configuration section from here, you’ll have the promote to shared option click this to switch the take home over to a shared take home assignment that can be used across multiple stages and jobs if you’d like to switch out the assignment to a shared one you’ve already configured, click delete & link to shared to replace the existing assignment setting up email templates now that you’ve configured the take home activity, you can configure an to streamline sending instructions to the candidate email template for self submission (recommended) with self submission, you’ll embed the take home submission link token in the email template if you create an email template with a self submission link, this template can be specified in the communications tab of your take home activity then when the activity is generated on the candidate profile, you can quickly generate an email and send it out using the specified template please note the email template must have a take home submission link substitution token in the template in order for it to show in the email template dropdown if your email template isn’t listed, please ensure that this substitution token is added more on these at email template with attachment you can also opt to attach a document directly to an email template if you’d prefer to send the details out to the candidate via that route the candidate will then send over their submission directly via email (referred to as direct submission) collect candidate submissions the two options for capturing candidate submissions are self submission and direct submission self submission sends feedback directly to reviewers once the candidate submits it, while direct submission gives admins more control by having them complete the upload themselves when clicking collect submission on the take home activity on the candidate’s profile, you’ll get the option to send the submission out via email (for self submission), or submit the assignment directly on behalf of the candidate (for direct submission) self submission (recommended) with self submission, the candidate will access the assignment through the take home submission link the candidate will use the linked landing page to review the assignment details and submit their responses as notes and/or file attachments once submitted, the reviewer will automatically be notified to review the assignment candidates can only submit via this portal once per assignment direct submission with direct submission, you’ll gather the details from the candidate via email and upload their responses to the take home activity on their candidate profile once the submission is uploaded, the reviewer will be prompted to review the candidate’s submission email sync doesn’t currently support file attachments, these will need to be retrieved from your email automation for take home assessments take home assessments created in ashby can now also be automated on the interview plan for the role in question, click + add activity in the stage you’d like to add the take home assessment to, then select the take home option when setting up your take home, you can opt to select an email from your email templates to be sent out as part of the automation on the communication tab on the automation tab, you can then check the automate on stage entry? checkbox, then select the user that the take home email should be sent on behalf of when a candidate is moved to the stage that your automation has been added to, you’ll see a note that the automated activity is being started you will also have the option to undo this please note that this automation route cannot be used to schedule the take home activity email the email will be sent when the candidate is moved to the stage the take home activity is assigned to notify and collect feedback from reviewers reviewer notifications when a submission is complete, reviewers will be notified via email or slack that they have a take home that is ready to be reviewed take home assignment briefing reviewers will receive a take home assignment briefing that is similar to an interview briefing, but contains a tab to download the candidate’s submission faq w hy didn’t my automated take home activity send? automated take home activities require the assignment section in the take home settings to be filled out this field is required for candidates to self submit their work if the assignment section is blank when a candidate is moved into the stage that triggers the automation, the take home email will fail to send to resolve this go to your take home settings, either via the activity on the interview plan of the job in question or by heading to admin > interviews & scheduling > https //app ashbyhq com/admin/interview/take home assignments if you're amending a shared take home add text to the field on the assignment tab re trigger the automation or manually send the take home if needed once the assignment section is completed, the automation should send successfully moving forward can i make take home assignments anonymous for my reviewers? in admin > interviews & scheduling > https //app ashbyhq com/admin/organizational settings/take home assignments you can check a box to set take homes to anonymous when checked, reviewers will see a pseudonym instead of the candidate’s name please note that this is an account wide setting i'm getting an error missing value for take home submission link why? you may see this error when trying to email out a take home with a take home submission link substitution token (more about these at docid\ p8ax 2lzye5qh7grothr6 ) take homes must have an assignment and reviewers configured before they can be sent out (reviewers can be changed at any point, but must be present) if you use an email template with a take home submission link token, and you email a candidate via the normal email button, this can result in a missing link error in your email template we would recommend using the collect submission button on the take home activity on the candidate’s profile instead how do i change the reviewers on a take home assignment? when you click collect submission and then either send via email or submit directly on the activity generated for the take home, the reviewers will be listed on the pop ups that follow you can click on the trash can icon beside a reviewer to remove them from this particular assignment, and click add reviewer slot to add additional reviewers if the candidate has already submitted, click the three dots to the right of the view submission button and select edit from here you can replace the submission or change the reviewers do take home links ever expire? the links are active for as long as the activity is active if the activity is cancelled, the take home link will no longer allow submissions can i copy an existing activity from an interview plan stage on one job to an interview plan stage on another? you can, yes! when you are on a job’s interview plan and click add activity to… on an interview plan stage you’ll see the option to add a new activity and a copy activities option click copy activities , then select the job, interview plan, interview stage you’d like to copy activities from choose the activities you’d like to copy the selected activities will be copied into the original stage you chose once an activity is copied over, if the activity uses a shared interview type or feedback form (more on those at docid\ ujnxokxgs1 rq1udzxxta ), then those will be reference in the copy any custom interview types or feedback forms will be copied over and can be amended without impacting the original activity that was copied who receives notifications when the take home assignment is submitted? only the reviewers will be notified by default when a candidate submits their take home assignment if additional users need to be notified, you could opt to create a custom list report and configure an alert (more on these at docid\ fckr kkhnmjz6vuu3krvw ) to send out notifications immediately when additional records are added to the report in your custom list report, you could opt to set up filters to only pull job considerations in your take home stage (or stage group) and with the activity status waiting on feedback this will ensure that only candidates awaiting feedback in your take home stages will be listed in the report can i allow interviewers who aren’t reviewing the take home access to view the candidate’s submission? if you’d like other interviewers to view a take home submission, you can add the interviewers as reviewers on the take home but not set feedback to be required to do this navigate to your job from the jobs > jobs page head to the interview plan tab of your job click on the take home activity within your interview plan on the take home tab, click on the name of the assignment you have configured this is shown beneath take home configuration and above the reviewers assigned to the assessment set is feedback required by default? to no add additional reviewers using the add reviewer button, then assign the reviewers to the reviewer slots h ow can i schedule a take home activity email? as the docid\ mtfnbycncvnb4mtdsgeqb option will trigger activities to run once the candidate has landed in the stage the activity is in, we would recommend instead opting to schedule the email manually for the candidate instead within the candidate’s profile, click collect submission on the take home submission activity click send via email and confirm the take home assignment details and reviewers click draft email to pull up a draft to send the assignment out to the candidate when drafting your email, use the send dropdown to amend when the email will be sent out to the candidate the email can be sent immediately, at a specific time on a specific day, or after a certain amount of time has passed once you’ve drafted up your email, click schedule you’ll then see a record of the scheduled email under current activities on the candidate’s profile up until the email is sent you’ll then be able to view the email sent to the candidate in the emails section of the feed on the candidate profile how do i edit the take home assignment information on the interview activity? if you need to make edits to the take home information, head to the interview plan section of your job, then click on the take home activity within your interview plan to edit the assignment information, click on the take home title underneath take home configuration on the take home tab of the activity you can use the tabs to edit the following overview amend the internal and external assessment title and set whether feedback is requested or required notes for reviewers any information reviewers may need when completing feedback for the submission assignment the information provided to the candidate about the take home feedback form the form reviewers should complete can i create a one off or ad hoc take home assignment for a specific candidate? take home activities must be set up as activities within the interview plan there currently isn’t a route to add ad hoc take home assignments from a candidate’s profile i s it possible to amend or remove the notes field on the self submission page of the assignment? no, the notes field is currently a fixed field on the self submission page something went wrong with the upload process for the take home can the candidate re submit their take home submission via the link? you can now reset the take home candidate submission link click the three dots on the take home activity on the candidate’s profile from here click the reset the submission link option please note this will remove any already provided answers and files from the activity this option is only available for take homes that both require and request reviewer feedback if feedback isn’t set as requested or required within the take home settings, then the activity will no longer show on the candidate’s profile once the assignment has been submitted can i configure auto reject rules for take home assignments? no, this isn’t currently possible auto reject rules are configured for the application process more on this at docid\ pdgw wrubwyfnzhka9ota