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Managing Evaluations

This guide covers how to view, filter, and manage evaluations in the admin dashboard.

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Evaluations List

Navigate to Evaluations to see all evaluations. The list is organised into three tabs based on the current stage of each evaluation.

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Tabs

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Columns (Actionable tab)

Each row in the Actionable tab shows:

• Checkbox (for bulk selection)
• Company name
• Client
• Evaluation
• Status
• Files (number of attachments)
• Assignee
• Submitted date
• Expiry date
• Priority
• Actions

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Filtering

Filter evaluations by:

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Searching

Search evaluations by:

• Company name
• Evaluation ID
• Evaluation title
• Template name

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Evaluation Statuses

The following table describes all possible statuses in the evaluation lifecycle:

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Visibility and permissions by status

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Assigning Evaluations

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Manual assignment

1. Open the evaluation
2. Click Assign
3. Choose an assessor from the list
4. Confirm the assignment

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Bulk assignment

You can assign multiple evaluations to a single assessor in one operation:

1. Select the evaluations you want to assign
2. Click Bulk Assign
3. Choose the assessor from the list
4. Confirm

The system assigns all selected evaluations to the chosen assessor and returns a count of successful assignments. Evaluations that are already assigned to the selected assessor or that cannot be assigned (e.g. already finalised) are skipped.

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Evaluation Details

Clicking an evaluation opens the assessment page — a single-page view with sections, sidebar navigation, and a score summary. There are no separate tabs; all content is accessible by scrolling or using the sidebar.

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Common Tasks

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Reassigning

To reassign an evaluation:

1. Open the evaluation
2. Click Reassign
3. Select the new assessor from the list
4. Confirm

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Adding notes and comments

During assessment, you can add two types of per-question feedback: To add either type:

1. Open the evaluation
2. Navigate to the question
3. Enter your text in the Internal Comment (Assessor Only) or Assessor comment field
4. Save

See Assessment Workflow — Question assessment for more detail on using these fields during assessment.

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Requesting contractor/supplier action (Needs Work)

When an assessor identifies issues that require the contractor/supplier to update their responses, the evaluation is set to Needs Work. The assessor creates action items on specific questions to communicate what needs to be addressed. The contractor/supplier receives a notification, addresses the action items, and resubmits. The evaluation then moves to Pending Reassessment for re-review. See Assessment Workflow for details on creating action items during assessment.

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Checking whether a contractor/supplier has addressed their actions

Contractors/suppliers do not separately “close out” action items. Instead, they mark the affected questions as answered and resubmit the evaluation. The status change is the signal:

• Needs Work — the contractor/supplier has not yet resubmitted. The evaluation appears in the Pending Contractor tab.
• Pending Reassessment — the contractor/supplier has resubmitted. The evaluation moves to the Actionable tab and is ready for re-review.

To monitor outstanding actions, filter the Pending Contractor tab by Needs Work status. Once a contractor/supplier resubmits, the evaluation automatically moves to Pending Reassessment in the Actionable tab — this confirms they have addressed the feedback.

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Handling score review requests

When a contractor/supplier requests a score review, the evaluation moves to Review Request status and appears in the Actionable tab. A score review is a formal reassessment triggered and paid for by the contractor/supplier when they believe their evaluation score does not accurately reflect their submission.

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How score reviews differ from standard assessments

• The evaluation must be assigned to a different assessor than the one who performed the original assessment
• The new assessor reviews the evaluation independently — they should form their own judgement without being influenced by the original assessment
• The updated score replaces the original, whether it is higher, lower, or the same

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Processing a score review

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Manage evaluation (delete and refund)

The Manage Evaluation dialog lets you delete evaluations, remove certifications, and issue refunds in a single action. Only administrators can access this.

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Opening the manage evaluation dialog

The dialog shows the evaluation title, status, associated company, certification, and payment information.

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Actions

The dialog provides three independent actions that you can combine in a single operation. You must select at least one action and provide a reason.

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Delete evaluation

Checking Delete evaluation removes the evaluation record. This is typically used when an evaluation was created in error or the contractor/supplier needs to start over with a different evaluation type.

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Delete certification

Checking Delete certification removes the certification linked to the evaluation. This option is only available when a certification exists for the evaluation.

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Issue refund

Check Issue refund to process a refund through Stripe. Refunds are only available when the payment status is Paid or Partially Refunded. You can choose between two refund types:

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Common scenarios

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Reason and notes

Every action requires a Reason (up to 500 characters) for the audit trail. You can optionally add Notes (up to 2,000 characters) with additional context. These are logged internally and are not visible to the contractor/supplier.

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After the action

• Refunds are processed through Stripe and typically appear on the contractor/supplier’s statement within 5-10 business days
• Deleted evaluations move to the Finalised tab with a Deleted status
• Deleted certifications are removed from the company’s certification record
• All actions are logged in the audit trail with the reason you provided

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Regenerating evaluations

You can regenerate a DRAFT evaluation to recreate it from the current template version. This is useful when:

• The template has been updated and you want the evaluation to reflect the latest questions
• An evaluation was created from an outdated template version
• You need to reset an evaluation to start fresh with the current template

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How to regenerate

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What happens during regeneration

1. All existing responses are permanently deleted
2. All attachments are removed from the evaluation
3. The evaluation is recreated using the current template version
4. The evaluation remains in DRAFT status
5. The contractor/supplier can begin filling out the regenerated evaluation

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Editing expiry and issue dates

You can update the expiry date and issue date on approved evaluations. This is useful when you need to extend a certification period or correct a date that was set incorrectly during approval. Only administrators can edit these dates. The evaluation must have an Approved status.

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What you can change

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What happens when you change the expiry date

The certification’s displayed status updates automatically based on the new expiry date: No other action is needed — the status shown in lists and dashboards reflects the updated date immediately.

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After updating dates

If you change the expiry or issue date on an approved evaluation, you should regenerate the report and certificate PDFs manually so they reflect the updated dates. See Reports and certificates below.

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Editing finalised evaluations

Administrators can edit certain fields on finalised evaluations (Approved, Rejected, Withdrawn, Abandoned). In the admin dashboard, only administrators see and can use these edit controls. Assessors and viewers do not have access to these dashboard controls.

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Editing custom fields and conclusions

On finalised evaluations, administrators can update custom fields and the assessment conclusion without changing the evaluation status or scores. This is useful for correcting administrative details or updating metadata after approval. This is separate from the normal assessment workflow. When an evaluation is actively assigned and under review, the assigned assessor can complete custom fields and the conclusion as part of the assessment itself. The controls documented here are the additional post-finalisation edit controls shown only to administrators. To edit custom fields or the conclusion on a finalised evaluation:

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Editing question parameters

Administrators can edit question parameters on evaluations, including changing scores on approved evaluations. Only administrators can use this function.

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Parameters you can edit

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Audit trail

Every parameter change requires a Reason (up to 500 characters). All changes are recorded in the evaluation’s history as a parameter update entry, showing the previous and new values for each field changed.

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Reports and certificates

After an evaluation is approved, you can generate, download, and regenerate PDF reports and certificates.

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Reports

A report is a detailed PDF document containing the full evaluation results: company details, overall score, section-by-section question responses, scores, assessor conclusion, and any custom fields.

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Certificates

A certificate is a one-page PDF summarising the certification. Certificates are not generated automatically — they must be generated manually. Admins, assessors, contractors/suppliers, and viewers can all generate a certificate. Full PDF reports can only be generated by an admin or assessor. Regeneration of both reports and certificates can only be done by an admin or assessor.

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Next Steps