Candidates

The Candidates screen can be divided into four main sections: 

Main Menu

IMPORT ERAS FILE (Button)

RezRATE allows you to easily upload new candidate information using files derived from ERAS and automatically create candidate profiles. 

If you need assistance exporting files with candidate information from ERAS, click HERE to access the ERAS DATA EXPORT GUIDE.

Once you have the ERAS file, follow these steps to upload it: 

Screenshot with Import ERAS File button circled in red.

(1) Click the Import ERAS File button. 

(2) Click the Choose File button. A window will pop up that will allow you to navigate the folders on your computer in order to search for your ERAS file. 

(3) Once you have found the file you want to upload, select it and click the Import button.

SCORES & AWARDS (Button)

When you click on this button, a window will open up displaying two columns. 

screenshot of scores and awards button

On the left-side column, there will be a list of prospective candidate criteria fields that can be imported from ERAS. 

Use the blue Arrow button to select a specific criteria field. Selecting a specific criteria field means that field will be displayed on every candidate’s profile page. 

Use the red Minus button to remove a field from the right-side list.

Changing List Order:

Click the numbered button located to the right of the red minus buttons to open up a drop down menu with a list of numbers. Select a new position number; the field will move to that position. 

Custom Fields:

Click the green Custom Type button to create a new candidate criteria field. A window will pop up asking you to enter a title for your new field. Type the name into the box and click the blue OK button. If you no longer wish to create a new field, click the Cancel button.This will close the window. 

Creating a custom field will automatically add that field to the bottom of the list. The word “Custom” will appear in green text next on any custom fields. 

After the field has been added to the list, you can further specify what type of field it is.

Underneath the field’s name, there will be a series of buttons: 

Number: Clicking this button will create a free text field next to the criterion name. Within that field, the user can write anything they wish. There are no character limits to this field. 

Yes/No: Clicking this button will create a Yes/No radio button next to the candidate criterion name. This button is appropriate for straightforward characteristics that can be indicated by the user clicking “Yes” or clicking “No.” The button prevents users from clicking more than one answer at a time. 

Text: Clicking this button will create a free text field next to the criterion name. Within that field, the user can write anything they wish. There are no character limits to this field.

Note: Score and awards can also be managed by visiting the Evaluation Template tab.

DOCUMENT TYPES (Button)

Clicking on this button will open up the Document Types window. 

Users can add a new document field by clicking on the empty field that says, in lighter text: “Add Document Type.” Click into the field and write the name of the document you wish to include. When you are done, click anywhere outside the field; the new document field will appear at the end of the list. 

Edit any field by clicking into it and making your desired changes. Delete any field by clicking on the red trashcan button located to the left of the field name. 

Click the red “X” button to close the Document Types window.

DELETE CANDIDATE (Button)

Click this red button to delete the candidate from the RezRATE system. After you have clicked the button, a pop-up window will appear asking you to confirm your choice.

screenshot of delete candidate pop up warning

To delete the candidate, click the grey Delete button. If you would like the profile to remain in the RezRATE system, click the blue Cancel button.

NEW CANDIDATE (Button)

Click the green New Candidate button to add a new candidate to the RezRATE system. After clicking it, all the fields in the Candidate Profile will empty. 

Click into the empty fields and add your candidate’s information. 

screenshot of new candidate fields

To add the candidate’s photo, click into the empty square on the left side of the candidate profile that says: “Click to insert photo.” A window with a heading that says “Insert” will appear. Click the Choose File button. After you have found and selected your file, click Upload to upload the photo. 

You can also drag the file directly into the square instead. 

To add documents, click into the empty square on the right side of the candidate profile that says: “Click to add attachment.” A window with a heading that says “Insert” will appear. Click the Choose File button. After you have found and selected your file, click Upload to upload the document.

You can also drag the file directly into the square instead. 

 

Candidates

The list of candidates can be organized in several ways. To open up the menu with your options, click on the gray bar at the top that says “(Click to Filter Candidates).”

Screenshot of candidate list sort menu.

Click on one of the dates at the top of the menu to see only the candidates who are scheduled for that particular day. You can also use one of these options:

Show Unscheduled: Lists all unscheduled candidates.

Show Waitlisted: Lists all waitlisted candidates.

Show Unresponsive: Lists all candidates who have not responded to communication.

Show All Sorted by Name: List candidate alphabetically by last name.

Show All Sorted by Date: Lists all candidates alphabetically according to scheduled date.

Candidate Profile

The Candidate Profile section can be divided up into three major parts: the Candidate Tab, the Additional Details Tab, and the Waitlist & Communications tab.

You can click on any of the tabs to toggle between their displayed content.

CANDIDATE TAB

The Candidate Tab contains four main sections. Most of these areas are likely to be populated with the relevant details when you import information from ERAS, but if there are custom fields that need to be created or pressing updates that must be made to a candidate’s information, you can easily manage those changes here.

(1) PHOTO

To add or change a candidate’s photo, click on the current photo (or the empty space that says: “Click to insert photo.”) 

A window will pop up asking you to confirm if you want to delete or replace the file.

If you click the Replace button, a window with a heading that says “Insert” will pop up .

Click the Choose File button to navigate the folders on your computer in order and search for the new photo. After your new photo has been selected, click the Upload button to upload it to the profile.

 

(2) CANDIDATE INFORMATION

The candidate information fields include:

Interview: This field contains the candidate’s interview date. To add or change an interview date, click into the field. A drop-down menu will open with all the available interview dates. Click whichever date you prefer; the date will appear in the field.

First: Candidate’s first name

Middle: Candidate’s middle name

Last: Candidate’s last name

School: Medical school from which the candidate graduated

Degree: Medical degree designation the candidate obtained

These last five elements can be edited by clicking into their associated fields. After you have finished, click outside the field to commit your changes.

 

Screenshot of scores and awards from profile

(3) SCORES AND AWARDS

To adjust the scores and awards information that is displayed in each candidate’s profile, click the blue Scores & Awards button above the candidate profile. You can use that tool to adjust which fields are listed in your candidates’ tabs and the order in which they appear.

(4) SUPPORTING DOCUMENTS

The documents column contains the CV and letters of recommendation that are associated with a specific candidate. Although these documents are available in ERAS, they will not automatically upload to RezRATE. In order to access them, it will be necessary for you to add these documents manually.

Screenshot of supporting documents section of profile

Adding Documents

To add a document, click one of the empty boxes that says: “Click or drag to add attachment.” 

A window with a heading that says “Insert” will appear.

Click the Choose File button. A window will pop up that will allow you to navigate the folders on your computer in order to search for your desired file. Once you have found the file you want to upload, select it and double click. You can also choose to select the file and click the Open button instead. The name of the file you selected should appear next to the Choose File button. After your file has been chosen, click the Upload button to upload the document. 

To abort the task and exit the window, click the blue Cancel button.

NOTE: Only JPG and PDF files can be added using this tool.

Viewing and Managing Documents

When a document has been uploaded, it will appear in one of the boxes located in the Documents Column along with two buttons.

Click on the green eye button to view the document. You will be taken to the Document Viewer Page.

Click on the red trashcan button to delete the document. You will be asked to confirm your decision before the deletion occurs. Click the grey Delete button to confirm your choice. Click the blue Cancel button to exit the window.

Hovering over the blue ‘i’ icon will show you the full file name of the uploaded document.

Click anywhere within the box and a new window will pop up asking if you wish to view or replace the associated document:

After you click the Replace button, a window with a heading that says “Insert” will appear. Click the Choose File button. A window will pop up that will allow you to navigate the folders on your computer in order to search for your desired file. Once you have found the file you want to upload, select it and double click. You can also choose to select the file and click the Open button instead.

The name of the file you selected should appear next to the Choose File button.

After you click the View button, you will be take to the Document Viewer page.

To exit the window, click the blue Cancel button.

ADDITIONAL DETAILS TAB

screenshot of additional details overview tab

The Additional Details tab is divided into five sections:

(1) CANDIDATE INFORMATION 

This section contains the candidate’s relevant contact information and ID numbers.

(2) EVALUATION COUNT 

The total number of evaluations that your evaluators have completed for this candidate will appear to the right of the candidate’s photo. The names of those evaluators will also appear inside the field. If no evaluations have been completed for the candidate, the field will remain empty. 

(3) COMMUNICATIONS 

The Communications section will list all the communications that have been sent to the candidate.

(4) HOBBIES AND INTERESTS 

The hobbies and interests your candidate listed in ERAS will be imported into this field. If you need to add or edit them, you can do so by clicking into the white field. 

(5) LANGUAGES 

Any languages that your candidate listed in ERAS will be imported into this field. 

(6) DO NOT RANK 

The total number of “DO NOT RANK” designations that your evaluators have completed for this candidate will appear at the top of this field. The names of those evaluators will appear inside the field. 

If no evaluations have been completed for the candidate, the field will remain empty.

WAITLIST & COMMUNICATIONS TAB

(1) Manage Waitlist

The Waitlist will be populated with the date selections the candidate has made according to their preferred order. From this tab, you can manage the waitlist by changing the choice order, removing selected dates, and adding selected dates.

To change the candidate’s choice order, click on the arrow buttons located on the right side of the dates. 

To remove a date from the list of selections, click the red minus button. The date will remain on the list, but the highlighting will be removed and a blue plus symbol button will appear where the red minus used to be.

To add a date back to the list of selections, click the blue plus button.

(2) Communications

A list detailing the communications that have been sent out (or are scheduled to be sent out) to the candidate using will appear in this column. It will include the date and time the message was sent along with the message heading.

Candidate List (Coming Soon)

Tabs

All Candidates

Imported Only

Marked for Invitation

Marked for Prescreen

Removed Candidates