> ## Documentation Index
> Fetch the complete documentation index at: https://docs.rapidcert.co.nz/llms.txt
> Use this file to discover all available pages before exploring further.
# Managing Evaluations
> How to manage contractor/supplier evaluations in RapidCert
# Managing Evaluations
This guide covers how to view, filter, and manage evaluations in the admin dashboard.
## Evaluations List
Navigate to **Evaluations** to see all evaluations. The list is organised into three tabs based on the current stage of each evaluation.
### Tabs
| Tab | Statuses shown |
| ---------------------- | -------------------------------------------------------------------------- |
| **Actionable** | Submitted, Pending Review, In Review, Pending Reassessment, Review Request |
| **Pending Contractor** | Draft, Needs Work |
| **Finalised** | Approved, Rejected, Withdrawn, Abandoned |
### 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
### Filtering
Filter evaluations by:
| Filter | Options | Available on |
| ---------- | ------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------ |
| Status | Draft, Submitted, Pending Review, In Review, Needs Work, Reassessment, Approved, Rejected, Review Request, Withdrawn, Abandoned | All tabs |
| Assignee | Filter by assigned assessor | All tabs |
| Date range | Submitted between dates | Pending Contractor and Finalised tabs only |
### Searching
Search evaluations by:
* Company name
* Evaluation ID
* Evaluation title
* Template name
## Evaluation Statuses
The following table describes all possible statuses in the evaluation lifecycle:
| Status | Description | Next actions |
| -------------------- | ------------------------------------------------------------------------ | ------------------------------------------ |
| Draft | In progress by contractor/supplier, not yet submitted | N/A (contractor/supplier action) |
| Submitted | Awaiting review | Assign assessor, begin review |
| Pending Review | Queued for assessment after initial submission check | Assign assessor |
| In Review | Being actively assessed | Continue assessment, complete review |
| Needs Work | Assessor has identified issues requiring contractor/supplier attention | Contractor/supplier updates responses |
| Pending Reassessment | Contractor/supplier has resubmitted after Needs Work; awaiting re-review | Resume assessment |
| Review Request | A score review request has been raised | Assessor reviews and responds |
| Approved | Passed assessment | Certification record created |
| Rejected | Did not meet requirements | Contractor/supplier notified with feedback |
| Withdrawn | Contractor/supplier withdrew the submission | No further action |
| Abandoned | Submission inactive for an extended period; automatically closed | No further action |
"Expired" is not a status — it is a display state shown for approved evaluations whose certification period has lapsed. The underlying status remains Approved.
### Visibility and permissions by status
| Status | Contractor/supplier sees | Contractor/supplier can edit | Assessor/admin sees | Assessor/admin can edit |
| -------------------- | --------------------------- | ---------------------------- | ------------------- | ------------------------------------------------------------- |
| Draft | All questions | Yes | All questions | No |
| Submitted | All questions | No | All questions | Yes |
| Pending Review | All questions | No | All questions | Yes |
| In Review | All questions | No | All questions | Yes |
| Needs Work | Only questions with actions | Yes — action questions only | All questions | No |
| Pending Reassessment | All questions | No | All questions | Yes |
| Approved | All questions | No | All questions | Admin only — can edit question parameters and override scores |
| Rejected | All questions | No | All questions | No |
| Withdrawn | All questions | No | All questions | No |
| Abandoned | All questions | No | All questions | No |
| Review Request | All questions | No | All questions | Yes (assigned assessor) |
When an evaluation is in **Needs Work** status, the contractor/supplier only sees questions the assessor has flagged with action items. All other questions are hidden so they can focus on what needs to change. Assessors and admins always see all questions regardless of status.
On approved evaluations, administrators can edit question parameters (max score, scoring type, allow N/A, max attachments) and override scores. See [Editing question parameters](#editing-question-parameters) for details.
## Assigning Evaluations
### Manual assignment
1. Open the evaluation
2. Click **Assign**
3. Choose an assessor from the list
4. Confirm the assignment
### 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.
Bulk assignment is separate from reassignment. To reassign an evaluation that already has an assessor, open it individually and use **Reassign**.
## 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.
## Common Tasks
### Reassigning
To reassign an evaluation:
1. Open the evaluation
2. Click **Reassign**
3. Select the new assessor from the list
4. Confirm
### Adding notes and comments
During assessment, you can add two types of per-question feedback:
| Type | Visibility | Included on report |
| -------------------- | ------------------------------------------------------- | ------------------ |
| **Internal note** | Assessors only — not visible to the contractor/supplier | No |
| **Assessor comment** | Visible to the contractor/supplier | Yes |
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
Both internal notes and assessor comments are captured per question, not at the evaluation level. Use internal notes for assessor-only reasoning and assessor comments for feedback the contractor/supplier should see.
See [Assessment Workflow — Question assessment](/guides/admins/assessment-workflow#question-assessment) for more detail on using these fields during assessment.
### 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](/guides/admins/assessment-workflow) for details on creating action items during assessment.
### 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.
During reassessment, use [Previous responses](/guides/admins/assessment-workflow#previous-response-history) to compare the contractor/supplier's updated answers against their earlier submission and verify that the feedback was addressed.
### 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.
#### 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
#### Processing a score review
Filter the Evaluations list by **Review Request** status, or look for evaluations marked as Review Request in the Actionable tab.
Open the evaluation and click **Assign**. Select an assessor who was **not** involved in the original assessment. This is critical to ensure the review is independent.
The assigned assessor follows the standard [Assessment Workflow](/guides/admins/assessment-workflow#score-review-assessments) — reviewing responses, scoring questions, and making a final decision.
Once the assessor completes their review, the evaluation moves to **Approved** or **Rejected** status. The new score replaces the original. The contractor/supplier receives an email notification with the outcome.
Always assign a score review to a different assessor than the original. Assigning the same assessor undermines the independence of the review process.
The score review fee paid by the contractor/supplier is non-refundable regardless of the outcome. Refunds for score reviews are not processed through the standard manage evaluation flow.
## 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.
### Opening the manage evaluation dialog
Go to **Companies** and open the company profile.
Under the **Accreditations** tab, locate the evaluation you need to manage.
Click the **three-dot menu** (⋯) next to the evaluation and select **Manage Evaluation**.
The dialog shows the evaluation title, status, associated company, certification, and payment information.
### 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.
#### 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.
Deleting an evaluation is permanent. If the contractor/supplier has started filling out the evaluation, **all their progress and submitted data will be lost** and cannot be recovered. Confirm with the contractor/supplier before proceeding if they have begun work on the evaluation.
#### Delete certification
Checking **Delete certification** removes the certification linked to the evaluation. This option is only available when a certification exists for the evaluation.
You can delete the certification without deleting the evaluation, or delete both together. Deleting only the evaluation leaves any issued certification in place.
#### 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:
| Refund type | Description |
| ------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **Full refund** | Refunds the entire remaining refundable amount. If a partial refund was previously issued, the full refund processes the remaining balance. |
| **Partial refund** | Refunds either a specific dollar **amount** or a **percentage** of the original payment — the admin chooses via a toggle. The amount cannot exceed the remaining refundable balance. |
You can issue a refund without deleting the evaluation or certification. This is useful for partial refunds where the contractor/supplier retains their evaluation or certification.
### Common scenarios
| Scenario | Actions to select |
| --------------------------------------------------------------------------------- | ------------------------------------------------------------------------ |
| Contractor/supplier purchased the wrong evaluation and hasn't started | Delete evaluation + Full refund |
| Contractor/supplier purchased the wrong evaluation and has started filling it out | Delete evaluation + Full refund (contractor/supplier loses all progress) |
| Duplicate evaluation created by mistake (unpaid) | Delete evaluation only |
### 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.
### 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
If a contractor/supplier has started the wrong evaluation and you delete it, they will lose all data entered so far. There is no way to recover this information. Advise the contractor/supplier to save any important information before you proceed with the deletion.
## 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
Regenerating an evaluation permanently deletes all existing responses and attachments. The evaluation is recreated from scratch using the current template version. This action cannot be undone.
### How to regenerate
Go to **Companies** and open the company profile.
Under the **Accreditations** tab, locate the DRAFT evaluation you need to regenerate.
Click the **three-dot menu** (⋯) next to the evaluation and select **Regenerate Evaluation**.
Read the warning carefully, then type **REGENERATE** in the confirmation field to enable the button.
Click **Regenerate**. The system recreates the evaluation and displays the number of questions generated from the current template version.
### 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
Only DRAFT evaluations can be regenerated. Submitted, approved, or other non-draft evaluations cannot be regenerated through this action.
## Editing the evaluation category
Administrators with permission can change the category and subcategory on the **current approved evaluation** for a company. This can correct a categorisation error after approval.
Category editing is only available for the current evaluation with an **Approved** status and a live accreditation. It is not available for DRAFT, submitted, rejected, withdrawn, abandoned, historical, superseded, archived, revoked, or deleted evaluations.
Assessors cannot edit evaluation categories. The **Edit** control is shown on the approved current certification summary in the company's **Accreditations** tab only for users with permission to make this change.
### How to change the category
Go to **Companies** and open the company profile.
Select the **Accreditations** tab and find the current approved certification summary.
Click **Edit** next to the category. The editor loads the client's active categories and subcategories.
Select an active top-level category. If it has active subcategories, select one as well. A category without active subcategories does not require a subcategory.
Click **Save**. The category is updated and the change is recorded in the audit trail.
Existing report and certificate PDFs are **not regenerated automatically**. Regenerate them manually if they need to show the new category. See [Reports and certificates](#reports-and-certificates) below.
## 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.
### What you can change
| Field | Description |
| ---------------------------- | ----------------------------------------------------------------------------------- |
| **Expiry date** (validUntil) | The date the certification expires. Required. |
| **Issue date** | The date the certification was issued. Optional. Must not be after the expiry date. |
### What happens when you change the expiry date
The certification's displayed status updates automatically based on the new expiry date:
| New expiry date | Certification displays as |
| ---------------------- | ------------------------- |
| In the past | Expired |
| Within 30 days | Expiring soon |
| More than 30 days away | Active |
No other action is needed — the status shown in lists and dashboards reflects the updated date immediately.
### 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](#reports-and-certificates) below.
## 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.
### 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:
Navigate to the **Finalised** tab and open the evaluation.
Custom fields and the conclusion appear at the bottom of the assessment page.
Click the pencil icon next to **Custom Fields** or **Assessment Conclusion** to enter edit mode.
Update the field values or conclusion text. Changes to custom fields save immediately. Changes to the conclusion auto-save after 2 seconds.
Click the checkmark icon (for custom fields) or the X icon (for conclusion) to exit edit mode.
Custom field changes save immediately when you select a new value. Conclusion changes auto-save after 2 seconds of inactivity. Clicking the X icon on the conclusion editor cancels any unsaved changes and reverts to the last saved value.
Editing custom fields or the conclusion on a finalised evaluation does not regenerate the report or certificate PDFs. If you need the PDFs to reflect the updated values, regenerate them manually after making your changes. See [Reports and certificates](#reports-and-certificates) below.
## Editing question parameters
Administrators can edit question parameters on evaluations, including changing scores on approved evaluations. Only administrators can use this function.
### Parameters you can edit
| Parameter | Description | When editable |
| ------------------- | -------------------------------------------- | ----------------------------- |
| **Max score** | Maximum score for the question (0–1,000) | Any evaluation status |
| **Scoring type** | Numeric, Pass/Fail, or Non-scoring | Any evaluation status |
| **Allow N/A** | Whether N/A is permitted for the question | Any evaluation status |
| **Max attachments** | Maximum number of attachments allowed (0–20) | Any evaluation status |
| **Score** | The actual score awarded | **Approved evaluations only** |
| **N/A status** | Mark the question as N/A | **Approved evaluations only** |
Changing the score or N/A status on an approved evaluation will affect the overall evaluation score. The system recalculates the score summary automatically. Use this only when a correction is genuinely needed.
### 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.
## Reports and certificates
After an evaluation is approved, you can generate, download, and regenerate PDF reports and certificates.
### 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.
| Action | Who can do it | Description |
| --------------------- | -------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Generate report** | Admin, Assessor only | Creates a PDF report from the evaluation data. The evaluation must be approved. |
| **Download report** | Admin, Assessor, Contractor/Supplier, Viewer | Downloads the most recently generated report PDF. Contractors/suppliers and viewers can only download reports that have already been generated by an admin or assessor. Viewer access requires the client's evaluation viewing setting to be enabled. |
| **Regenerate report** | Admin, Assessor only | Deletes the existing report and generates a new one from the current evaluation data. Use this after updating dates, scores, or other evaluation details. |
| **Delete report** | Admin, Assessor only | Removes the report PDF entirely. |
**Imported (Legacy) evaluations** do not support full PDF reports. Because imported evaluations are migrated from outside RapidCert, they do not have the saved question responses required to generate a report. The **Generate Report** button is disabled for these evaluations, and the report section shows a message explaining why. Certificates can still be generated, downloaded, and regenerated as normal.
### 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.
| Action | Who can do it | Description |
| -------------------------- | -------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Generate certificate** | Admin, Assessor, Contractor/Supplier, Viewer | Creates a certificate PDF for an approved evaluation. |
| **Download certificate** | Admin, Assessor, Contractor/Supplier, Viewer | Downloads the most recently generated certificate PDF. |
| **Regenerate certificate** | Admin, Assessor only | Generates a new certificate, then deletes the old one. Use this after updating expiry dates, issue dates, or other details that appear on the certificate. |
When you update expiry or issue dates, the report and certificate PDFs are not automatically regenerated. You need to manually regenerate them to ensure the PDFs reflect the updated dates.
## Next Steps
Learn the detailed assessment process