Rolling Deadlines for Applicants

With our new rolling applicant deadlines feature, you can choose how long your applicants have to complete their async assessments. Once an applicant's individual deadline passes, they won't be allowed to complete Kira. You can also extend deadlines at your discretion.

We hope this process will improve consistency for your applicants in Kira, and encourage them to complete their assessments in a timely manner.

Enabling the feature

You can enable rolling applicant deadlines in the 'Settings' tab of your Assessment Builder. Please see this group of articles for more information about navigating the Builder.

Once you toggle rolling applicant deadlines on, you'll be prompted to enter two fields - 1) deadline interval and 2) time zone. 

Deadline interval is the amount of time that each applicant will have to complete the Kira assessment (after being invited). The interval can be set in days, weeks, or months. It cannot be greater than the equivalent of 180 days, and cannot be set to come after an interview close date.

Time zone should reflect the location of your school. We share deadlines in your school's time zone in all applicant email communication. When choosing a time zone, we recommend using a relevant “Country-City” option to ensure daylight savings are accounted for.

While enabling the feature, please keep in mind:

  • Rolling applicant deadlines can be used independently of interview start and close dates
  • Disabling rolling deadlines after applicants are already invited will delete all applicant deadlines
  • Enabling rolling deadlines again will only set deadlines for new applicants

*Important Note about Deadline Times*

Applicant deadlines are always set to 23:59:59 in the interview’s time zone, which means every applicant has until midnight on their deadline to complete Kira.

Modifying Deadline Dates

The assessment's deadline interval can be changed in the Builder after applicants are invited. However, the new interval will only be used for new applicants moving forward.

You can modify an existing applicant’s deadline in Kira in three places:

  • On the applicant’s row on the assessment’s page
  • In Universal Search results
  • When allowing a retake

Wherever you see deadline information, click on the deadline date to open a modal. In the modal, you’ll see the applicant’s current deadline date, and a calendar dropdown to select a new date. (Remember, the time is set to midnight in the interview's time zone and cannot be changed.

This calendar dropdown will also be shown in the retake confirmation modal.

When modifying deadline dates, please keep in mind:

  • Deadlines cannot be set in the past
  • Deadlines cannot be set later than the interview’s close date
  • Upon deadline modification, invitation emails are not resent automatically. Please re-send the applicant's invitation manually if you wish to alert them about their new deadline.
  • However, if a deadline is modified while confirming a retake, the new deadline date will be sent to the applicant automatically in their retake email

Where to see deadline dates:

  • On the applicant list per assessment and in Universal Search results
    • In both places, deadlines are only shown for incomplete applicants - it’s replaced by a completion date once the applicant completes their assessment.
  • In the Applicant Details CSV
    • Two new columns appear at the end of the CSV if interviews have rolling deadlines enabled. 
    • The ‘Deadline’ column states the deadline in the interview’s time zone (all other date/times are in UTC). 
    • The ‘Days until deadline’ states the number of days until the applicant’s deadline, always rounded down to the nearest whole number. It will show:
      • ‘0’ if the deadline is within 24 hours
      • ‘Completed’ if the applicant has completed the assessment
      • ‘Expired’ if the applicant’s deadline has passed and they did not complete the interview
  • The ‘Expired’ column in the Applicant Pipeline graph
    • This column only appears for interviews with rolling deadlines enabled, and contains only incomplete applicants with deadlines in the past
    • You cannot remind applicants with ‘Expired’ deadlines, and they are excluded from all bulk reminder actions

Applicant Experience

When rolling applicant deadlines are enabled, an applicant's deadline will be included in every email they receive from Kira. This includes their invitation, reminder, registration confirmation, and retake request email.

Applicants also see their deadline on their assessment’s landing page and on their assessment step card’s left panel, both converted into the applicant’s local time.

Once an applicant’s deadline has passed, they cannot complete the assessment. They see a "This assessment is closed" message on the landing page.