FAQ REPOSITORY

Getting Started

  • Lesson 1: Overview

    TABLE OF CONTENTS


    What is Wamly

    Wamly is a one-way video interview platform that aims to replace the convoluted processes people face with traditional face to face interviews.


    Wamly is not your turnkey HR solution but rather seeks to replace one critical function of the HR process, that being the actual face to face interviews with your candidates. 

    Roles

    • System Manager

    The system manager is the top-level role that has unrestricted access to the organization & functions within the Wamly application. They can manage the organization details, invite or remove users, create or manage projects, add or remove raters, view candidates submissions & more.

    • Administrator

    The administrator role is the next level role & has limited access to the organization & functions within the Wamly application. They can create or manage projects, add or remove raters & view candidate's submissions.

    • Raters

    The rater role is the next level role & has extremely limited access to the organization & functions within the Wamly application. They can only view & rate candidates submissions on projects to which they have been invited.

    • Candidates

    The candidate role is given to any user that is invited to a project or uses the self-register link for an active project. These users will only be able to see their personal details & interviews with which they are registered.


    Modules

    • Dashboard

    This module is intended to provide the Wamly system manager with a quick overview of what's going on in their organisation.

    • Projects

    This module is intended to provide a space to manage projects. A project is essentially the job position/title for which you require candidates to be interviewed i.e. you may be hiring for Financial Manager & Marketing Manager positions, in this scenario you would have two separate projects to which you can invite candidates. In projects you can specify the questions to be asked, the time frame in which they have to complete each question as well as the date by which the interview needs to be completed. You also add raters to this project so they can review the candidate's submissions. Finally, you can add the candidates if you already have their details, if not the project will generate a self-register link once saved. This can then be used to invite candidates after the project has been created.

    • Interview Guides

    This module allows you to save predefined questions & their time frames that can be re-used in projects later on. I.e. If you are often hiring sales reps, you may have a list of predefined questions that are used in every sales rep interview. To save time you can create a sales rep interview guide and then when you create a new project you can select the relevant guide & the project will be populated with the questions you previously saved.

    • Users

    This module allows you to add or remove users from your Wamly system. You will have the ability to specify roles for each user as well as specifying one or more departments to which that user belongs.

    • My Organisation

    This module allows you to manage your company information as well as the departments within your organisation. The company information stored here is used in various parts of the system. For example, we use this information to generate your monthly invoice, we use this information to display your Company name or support details to candidates before their interview. It is important to keep this information up to date as and when changes occur. You are also able to create or modify departments in this module.

    • My Profile

    This module allows you to update your personal information such as your name, email address & mobile number. You can also update your password here.


    System Navigation

    • Side Menu

    The System Menu is situated on the far left of the screen and provides useful links to all the modules within the Wamly system. This menu can be expanded or collapsed by selecting the ☰ (burger icon).

    • Top Menu

    The Top Menu as the name suggests is situated on the top of the screen and provides quick access to switch organizations, edit your profile, or log out from the Wamly system.

    • Switch Organisation

    There are instances where you may have multiple organisations linked to your Wamly account. You can switch organisations by selecting the drop-down in the top menu, where your current organisation name appears.

    • Signed in User

    You are able to view the currently logged-in user profile in the Top Menu. You can click on the logged-in user's name to quickly edit the profile details.

    • Signing out of Wamly

    The last item in the Top Menu is the sign-out icon, which as the name suggests, will sign you out of the wamly system.



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  • Lesson 2: My Profile

    TABLE OF CONTENTS


    Video Guide




    Updating Profile Details

    In the event that you need to update your personal information. You can navigate to the My Profile module in the Side Menu or alternatively click on your name in the Top Menu and proceed to update the available fields as defined below:


    • First Name - Your first name as it appears on your ID
    • Last Name - Your last name as it appears on your ID
    • Email - Your email address used to login to Wamly and for communication from Wamly
    • Mobile Number - Your mobile contact number


    Change Password

    If you would like to update your current password and you are currently able to login into the Wamly system. You can navigate to the My Profile module in the Side Menu or alternatively click on your name in the Top Menu and proceed to update your password. This will require you to enter your existing password as a security measure.


    Forgot Password

    If you have forgotten your password, or if your password no longer works, you can perform a password reset. Navigate to the forgot password page, enter your email address and click on the "Send Code" button. If this is a valid Wamly account, we will send you a one-time-pin (OTP) to the email address supplied. You will also be presented with the following message:

      A verification code has been sent to your mailbox. Please click here to complete your reset password.


    Click the "here" in this message and enter the OTP code that was sent via email. You will now be able to update your password.


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  • Lesson 3: My Organisation

    TABLE OF CONTENTS


    Video Guide




    Updating Organisation Details

    In the event that you need to update your organisation's details, for example, changes to your billing information or the inclusion of your VAT number. You can navigate to the My Organisation module in the Side Menu and update the available fields as defined below:


    • Organisation Name - Your company name that is displayed to candidates and used for billing
    • Registered Name - Your registered company name i.e. Company A (Pty) Ltd
    • Phone Number - A contact number for your organisation
    • Email address for candidate communication - Email address to be used when sending invitations to candidates, any responses from candidates will be sent back to the address specified here.
    • Email address for invoicing - Emails address to which we will send your monthly invoice
    • VAT Number - This will be displayed on your invoice
    • Physical Address - Physical address of the organisation
    • Postal Address - Postal address of the organisation


    Managing Departments

    You are able to set up departments in Wamly to better reflect your organization's structures, this will enable you to silo users into one or multiple organisational units. When creating a project for a particular department, only the users allocated to that department will be selectable as project raters. You can navigate to the My Organisation module in the Side Menu and select the Departments tab where you can create or modify Departments as you require.

      PRO TIP!  All users are allocated to a "Default" department. When creating a project for the "Default" department, all users will be selectable as project raters.



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  • Lesson 4: Users

    TABLE OF CONTENTS


    Video Guide




    Managing Users

    In this module, you are able to modify existing users or invite additional users to perform tasks within your Wamly system. Simply navigate to the Users module in the Side Menu and select the "Create New User" button and complete the fields as defined below:


    • First Name - The invited user's First Name
    • Last Name - The invited user's Last Name
    • Email - The invited user's email address to where the invitation will be sent, will also become their login to Wamly
    • Mobile Number - User's mobile contact number
    • Role - You can specify the rater, administrator, or system manager role
    • Department -You can allocate this user to one or more departments

    Once you have completed the required fields, click the "Create" button. This will complete the add user process and the invited user will receive an email with further instructions on how to sign in to Wamly.


    To edit a user or to deactivate a user, navigate back to the Users module in the Side Menu, and select the  ☰ (burger icon) to access the required action. Please note some of the information is only editable by the user themselves, such as the email address.




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  • Lesson 5: Interview Guides

    TABLE OF CONTENTS


    Video Guide




    Managing Interview Guides

    Interview guides allow you to set up a template of questions that are commonly asked when interviewing for a particular position. For example, you may have a list of questions that you often ask potential candidates looking to fill a Financial Manager vacancy. By setting up a template with these predefined questions and time frames, you will save yourself time when creating new projects for the same or similar job position. Selecting an interview guide during project creation will prepopulate the project with all the questions from the selected interview guide. Simply navigate to the Interview Guides module in the Side Menu, click the "Add New" button, and complete the required fields as defined below:


    Settings Tab

    • Name - Provide a name that easily identifies this template amongst others
    • Description - Provide additional information for this interview guide to assist administrators when making use of this template


    Questions Tab

    • Question - Enter the question to be displayed to the candidate
    • Prep Time - Specify the amount of time the candidate has to prepare before providing an answer, after having seen the question
    • Answer Time - Specify the amount of time the candidate has to answer the question


      PRO TIP!  The prep and answer time is denoted in units of seconds i.e. enter "60" if you would like the time to be one minute


    Additional Actions

    Once you have set up your first Interview Guide, you will be able to modify, duplicate, or deactivate it by returning to the Interview Guides module in the Side Menu. Identify the Interview Guide that you would like to action and select the ☰ (burger icon) to access additional options as defined below:

    • Duplicate - Make a copy of this guide
    • Edit - Modify this guide
    • Deactivate - Deactivate this guide (make this unavailable for selection when setting up projects)


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Daily Operations

  • Lesson 6: Manage Projects

    TABLE OF CONTENTS

     

    Video Guide

     

     

    Projects Overview

    Projects are what we refer to as the name for any positions or job postings that you are looking to fill. You will therefore have to set up a project per unique job posting i.e. You may have two positions available, one in marketing and the other in finance, for this you will require the setup of two independent projects. The Projects module is comprised of two main tasks, the first being the creation/editing of the project and all its relevant settings and the second being the review of submissions made by candidates to this project.

     

    For the purpose of this training, we have split these functions across the next two modules. In this training guide, we will cover the creation and editing (management) of these projects, in the next lesson we will cover the review of candidates' submissions.


    Add New Project

    To add a new project simply navigate to the Projects module in the Side Menu and click the "Add New" button. You will be prompted to complete the fields across all tabs as defined below:


    Settings Tab

    In this tab, we configure the fields responsible for the parameters of this project.

    • Name - Give this project a name that is logical and easily identifies this among other projects
    • Open Project - An open project means there is no end date for this project. When this is enabled candidates will be able to submit interviews for this project for as long as the project is active
    • Start Date - This needs to be set for every project, candidates will not be able to submit interviews for this project, prior to this date
    • End Date - An alternative to the open project, this allows you to specify an end date for the project. Candidates will no longer be allowed to submit interviews to this project once this date has passed
    • Email Notifications -  Specify whether you would like all invited raters to receive a notification via email when a candidate has completed their interview
    • Department - Specify a department to which this project is associated. Only raters who belong to the same department will be available for selection. You can also set this to default which would make all users available for selection as a rater.
    • Email address for candidate correspondence - Specify what email address should be used when sending out invites to candidates. This will allow candidates to respond directly to you. By default, this is populated from the My Organization module


    Raters Tab

    In this tab, we manage the raters who have access to this project.

    • Available Raters - On the left-hand portion of the screen, a list of "Available Raters" will be displayed. Simply select the grab icon and drag the rater to the right-hand portion of the screen known as the "Raters active on this project". The available agents that are displayed here are dependant on the department selected on the settings tab
    • Raters active on this project - On the right-hand portion of the screen you will see a list of the current raters who have been added to this project. As you added raters you can also remove rater via the same grab and drag method


    Candidates Tab

    In this tab, we can add candidates to the project if we know who we would like to invite before making the project active. If you do not know the candidates beforehand you can always come back to add more or alternatively you can make use of the project link.

    • First Name - The candidates first name
    • Last Name - The candidates last name
    • Email - The candidate's email address
    • Mobile Number - The candidate's mobile contact number


    Questions Tab

    In this tab, we specify the questions that we would like to ask the candidates. You can select questions from an existing template, create new questions on the fly, or both.

    • Create own - Here you are able to specify questions on the fly. Complete the fields as defined below:

    Question - Enter the question to be displayed to the candidate

    Prep Time - Specify the amount of time the candidate has to prepare before providing an answer, after having seen the question

    Answer Time - Specify the amount of time the candidate has to answer the question

    • Select an interview guide - If you have already set up your Interview Guides, you can select them from here and it will populate the project with all the questions set in the Interview Guide. You can add additional questions or edit, remove questions as per your requirement for this particular project.  If you make changes here it will not affect the original interview guide template.


    Additional Actions

    This refers to additional actions that can be performed when creating or editing a project. Once in a project, you will see these options just below the Top Menu.

    • Save as Draft - If you are not yet ready to make this project live, you can save it as a draft. This will not invite any candidates. This status is no longer available once the project has been activated
    • Activate - Once you are happy for the project to go live, you can select the "activate" button. This will send out emails to the candidates you have added


    Manage Project's

    To manage a project simply navigate to the Projects module in the Side Menu. Here you will see a listing of all existing projects with the following visible and/or actionable fields:

    • Project Name - The user-defined name given during project creation
    • Start Date -  Start date of the project
    • End Date - End date of the project or "Open Project" if no end date specified
    • Candidates - Number of candidates invited to the project. NB if a user completes their details via the project link, only then will they appear as an invited candidate 
    • Interviews - Number of completed interviews
    • Project Link- A link where candidates can complete their details and self-register for the project. Ideal for when you don't have any predefined candidates to invite to the project upon creation. Clicking the "COPY-PROJECT-LINK" button in the table will copy the URL to your clipboard. Simply right-click and paste where the link is required i.e. sending an email from your own email account. You can also use this link when you have bulk candidates and you do not want to add each one to the project manually i.e. sending one bulk email to multiple candidates with this link on the email
    • Status  - Defined as per below:

    Draft - The project is not yet live and no invites have been sent out. The project link will be accessible but the interview will not be available

    Active - This project is live and invites have been sent out to added candidates. Candidates can also access the interview via the project link

    Inactive - This project is no longer live, no further submissions can be received and this no longer counts towards your package limits

    • Burger Icon () - Perform additional actions such as editing, activating, deactivating, or viewing candidate submissions


    Edit a Project

    To deactivate a project simply navigate to the Projects module in the Side Menu, click the ☰ (burger icon) in the table and select "Edit". You can edit any of the fields provided certain exceptions have not been met as defined below:

    • You cannot edit any questions once a candidate has submitted an interview
    • You cannot remove a rater once they have rated a candidates interview
    • You cannot edit the department once a candidate has submitted an interview
      Pro Tip! If you add another candidate while the project is active, they will receive an email invitation


    Activate a Project

    To activate a project simply navigate to the Projects module in the Side Menu, click the ☰ (burger icon) in the table and select "Activate". This is available to inactive projects, for drafts, edit the draft and activate it from below the top menu.


    Deactivate a Project

    To deactivate a project simply navigate to the Projects module in the Side Menu, click the ☰ (burger icon) in the table and select "Deactivate". This will block all further candidate submissions and will no longer count towards your package limits.


    View Interviews

    To view candidate interviews on a project, simply navigate to the Projects module in the Side Menu, click the ☰ (burger icon) in the table, and select "View Interviews". We will go through this section in the next lesson.

     

     

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  • Lesson 7: Reviewing Candidate Interviews

    TABLE OF CONTENTS


    Video Guide




    Overview

    This section is a continuation of the previous lesson and puts particular emphasis on the process of reviewing candidate interviews that have been submitted. This is one of the core benefits of using Wamly as it allows you and your raters the leisure of reviewing candidates when the time suits you best.


    Access Interviews

    To view candidate interviews on a particular project, simply navigate to the Projects module in the Side Menu, click the ☰ (burger icon) on the intended project, and select "View Interviews". You will be presented with a project dashboard that provides vital information about the project as well as providing a list of all candidates, their details, status, and rating as defined below:


    Project Dashboard

    • Top Left Tile - This tile displays pertinent information about the project such as the Status, Start Date, End Date & Raters added to the project
    • Top Right Tile - This tile shows you an overview of invited candidates vs completed interviews
    • Bottom Tile - This tile shows the following information as defined below:

    Name - Candidates name

    Progress - A Progress bar to indicate how many questions the candidate has completed in relation to the total amount of questions in the interview

    Raters - This is an Indication of the raters who have completed their review of a candidate

    Status - This indicates the current status of the candidate which can be complete or incomplete

    Average Rating - The combined average rating of all raters who have completed reviews. This average is based on each rater's final rating and not each individual question.

    Burger Icon (☰) - Perform additional tasks such as viewing the interview or resending an invitation to a candidate as defined below:


    View Interview

    To get into the actual review process and view the candidate video submissions, navigate to the project dashboard, select the Burger Icon (☰) on any candidate, and click the "Go to interview" option. You will be presented with a candidate review screen as defined below:

    • Left Panel - List of all candidates on this project which allows you to easily navigate through other candidate submissions. You can also filter the candidates on this list by status, you can do this by changing the drop-down option at the top of this panel. The available options are:

    All - All candidates regardless of rating

    Yes - Candidates where raters gave a "Yes" rating

    No - Candidates where raters gave a "No" rating

    Maybe - Candidates where raters gave a "Maybe" rating 

    • Center Panel - This panel shows each of the questions completed by the candidate for this particular project. Each question is represented as a bubble below the video feed. Selecting a new bubble will change the video feed to that particular question. This serves as your tool to navigate through candidate questions.
    • Right Panel - This is split into three sections

    Candidate Info 

    Mobile Number - Candidate mobile contact number

    Email - Candidate email address 

    First Name - Candidate first name 

    Last Name - Candidate last name 

    Date of Birth - Candidate date of birth

    Gender  - Candidate gender

    Home Language - Candidate preferred home language 

    Race - Candidate ethnic race


    Rating 

    In this section, you will have the ability to rate the current question that is being reviewed in the center panel. You can specify a rating as well as provide a comment for this particular question. The ratings are defined below:

    Yes - Represented by the green emoticon and means you rated the candidate in a favorable manner

    No - Represented by the red emoticon and means you rated the candidate in an unfavorable manner 

    Maybe - Represented by the yellow emoticon and means you neither rated the candidate in a favorable or unfavorable manner


    Final Rating & Comment 

    This relates to your overall rating for this candidate as well as your final comments. It is up to the rater's discretion as to what final rating to give i.e. The rater might have given a "No" on 3 out of 4 questions but that final question might have been enough to give the candidate a final rating of "Yes". It is important to note that the final ratings of all raters are averaged and displayed on the project dashboard.


    Resend Reminder

    In the event that a candidate has not received the invitation to a project, you are able to resend the invitation. To resend an invitation simply navigate to the project dashboard, select the Burger Icon (☰) on any candidate, and click the "Send Reminder" option. This will resend an invitation to the candidate.


    This concludes the Wamly training.


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