Feature: Pre-Assessment / Killer Questions, Scored Assessment Forms, Panel Shortlisting

For: Superusers, Recruiters

Overview

Pass/fail logic can be configured to automatically update application statuses based on a score achieved in an assessment or shortlisting form.

Jobtrain automatically rejects or moves the candidate to Recommend Interview (or another status you choose).

This configuration is only available for:

• Pre-assessment (Killer Questions)
• Scored assessment forms
• Panel shortlisting forms

⚠️ Not supported for: Screening forms, non-panel Shortlisting Forms or Multi-Panel Shortlisting

Add pass/fail to an assessment form

To configure pass/fail logic at the assessment form level:

ℹ️ Once added to an Assessment Form, these values copy to any jobs where the assessment form is used.  The values can also be adjusted per job.

System-wide defaults for pass/fail

In Settings > System Customisation:

Default pass/fail statuses and emails are configured.  This setup will copy over to any jobs where an assessment form with a % pass mark is enabled.

What happens when a candidate passes or fails?

If enabled:

• Jobtrain updates the candidate’s status automatically.
• If configured, a pass/fail email to the candidate is sent (optionally, users can delay the email from being sent for up to 3 days)

Where pass/fail automation is configured for killer question / pre-assessment forms, the application status will immediately update to pass/fail based on the configuration as soon as the candidate submits their application.
 
We recommend adding a delay to the pass/fail email in these scenarios.

Override pass/fail setup on a job

If your assessment or panel shortlisting form includes pass/fail settings, these settings will copy to the job. To adjust:

1. Navigate to the job’s shortlisting settings
2. Click the (Cog) icon next to the form name
3. Update the following:

How scoring is calculated

Jobtrain calculates scores as follows:

• Total Score = Sum of all question scores
• Pass Mark = Minimum score to pass
• % Pass Mark = (Pass Mark ÷ Total Score) × 100

Limitations

• Changes to form scores after application or shortlisting is complete will not recalculate pass/fail outcomes.
• System will not reassess or re-trigger emails.
• Multi-panel and Screening form or non-panel shortlisting forms are not supported.

FAQs

Can I manually override a pass or fail result?

Yes. Go to the Application à Change Candidate Status.  Choose the new status and, if needed, send a customised email. Every override appears in the audit trail.

What if a candidate edits their application or a shortlister later updates the form?

Pass/Fail Logic fires only on the first submitted application, or as soon as all panel shortlisting scores are completed.  To update the score / status after this point, you must review the new score manually and update the candidate’s status yourself.

Does pass/fail work on candidates we bulk-import?

No. Bulk imports skip assessment logic altogether. After import, you can run the assessment manually or change statuses in bulk from the search grid.

Can I disable pass/fail on one job without changing the form template?
 

Yes. In the job, open Assessment setup, click the cog next to the assessment form, and toggle Check Status to Off. The form will still score, but automatic status changes and emails will not occur.

Will the system recalculate results if I change the pass mark after scoring?

No. Changing scores or pass marks after candidates are graded does not trigger a new check.

Can the “Pass” status be something other than “Recommend Interview”?

Yes. Both Pass Status and Fail Status pickers list every status in your workflow, so you can choose any that matches your process.

Is there a way to send only the fail email, not the pass one?

Yes. Pass-and-fail automations are configured separately. If you want email to go out only to failing candidates, leave the Pass status, Pass email, and Delay pass email fields blank. Set the fail equivalents as normal and only the fail message will be sent.

How do I report on assessments across all jobs?
 

Go to Reports → Initial Sift Report to view scores and pass/fail outcomes for the applicants who have completed a particular assessment / shortlisting form.

Does Pass/Fail support multi-panel shortlisting?

No. When a form is used in multi-panel mode, automatic status changes and emails are disabled to avoid conflicting panel decisions.