Help Centre
Getting Started with Staffmify
Everything you need to understand how Staffmify works and get the most out of your workforce intelligence platform.
Quick Start Guide
1
👥Add your employees
Go to Employees and add your team manually or upload a CSV file. Each employee gets a unique Staff ID automatically.
Go there →2
📋Create an assessment
Go to Assessments and create your first assessment. Choose a context, add questions or use a template.
Go there →3
🔗Share the link
Go to View and Send on your assessment. Copy the link and share it with participants along with their Staff IDs.
Go there →4
📊View intelligence
Once participants complete the assessment, go to Intelligence Reports to see scores, decisions, and AI explanations.
Go there →Glossary of Terms
Plain English explanations of every term you will encounter on Staffmify.
Fit Score
A number from 0 to 100 that shows how well a participant performed on an assessment. 80 and above is strong performance, 60 to 79 needs development, and below 60 needs immediate attention.
Intelligence Pillar
The five assessment contexts Staffmify supports: Hiring, Internal Workforce, Knowledge Check, Onboarding, and Offboarding. Each pillar is designed for a different purpose and produces different decision outputs.
Decision Recommendation
Staffmify's AI-powered recommendation based on the participant's score and the assessment context. For example Hire or Pass for hiring, Promote or Train for internal assessments. Use this as a guide alongside your own professional judgement.
Assessment Context
The purpose of an assessment. When you create an assessment you choose a context — Hiring, Internal, Knowledge, Onboarding, or Offboarding. The context determines what decision recommendations the system produces.
Staff ID
A unique identifier automatically assigned to every employee you add to Staffmify. It looks like SF-0001. Participants use their registered email address and Staff ID together to verify their identity before taking an assessment.
Retake Control
A setting on the Send Assessment page that controls how many times a participant can attempt an assessment. You can set it to 1, 2, 3, or unlimited attempts.
Results Visibility
A setting that controls whether participants see their score after completing an assessment. Private means they only see a confirmation message. Show Score means they see an animated score counter.
AI Explanation
A detailed written analysis generated by Staffmify's AI after each assessment. For standard assessments it is a 3-sentence summary. For Onboarding and Offboarding it is a full 3-4 paragraph intelligence report that reads the participant's actual answers.
Executive Summary
A one-sentence version of the AI Explanation. Click the Summarise button on any intelligence report to get a quick summary for fast review.
Benchmark Comparison
A comparison of a participant's score against the organisation average and the top performer for all assessments taken so far. Helps you understand performance in context rather than in isolation.
Access Document
A PDF you can download from the Send Assessment page that lists all participants with their Staff IDs and the assessment link. Distribute this to participants so they have everything they need to access the assessment.
Institutional Knowledge
The undocumented processes, relationships, and expertise that an employee holds. Offboarding assessments are designed to capture this knowledge before an employee leaves so it is not lost.
Knowledge Transfer Risk
The risk that important knowledge will be lost when an employee exits. Staffmify's Offboarding Intelligence produces a Low, Medium, or High Risk rating based on the employee's responses.
Plan Limits
Each Staffmify subscription plan has limits. The Starter plan allows 10 employees and 2 assessments per month. Growth allows 100 employees and unlimited assessments. Enterprise allows unlimited everything.
Custom Branding
An Enterprise feature that lets you replace Staffmify's logo and colours with your own on the assessment portal. Participants see your organisation name and brand instead of Staffmify.
The Five Intelligence Pillars
Understanding which assessment context to use for each situation.
🎯
Hiring Intelligence
When to use
Use when evaluating external candidates before making a hiring decision.
Decision output
Hire or Pass
Score threshold
70% and above = Hire
📈
Internal Workforce Intelligence
When to use
Use when assessing existing employees for promotion, development planning, or performance reviews.
Decision output
Promote, Train, or Monitor
Score threshold
80%+ = Promote, 60-79% = Train, below 60% = Monitor
🧠
Knowledge Check
When to use
Use for compliance tests, regulatory assessments, quarterly knowledge reviews, or any situation where you need to verify what employees know.
Decision output
Certified, Review, or Retrain
Score threshold
80%+ = Certified, 60-79% = Review, below 60% = Retrain
🌱
Onboarding Intelligence
When to use
Use when a new employee joins to verify they understand company policies, their role, and organisational expectations before working independently.
Decision output
Ready or Needs Induction
Score threshold
70% and above = Ready
🚪
Offboarding Intelligence
When to use
Use when an employee is leaving to capture institutional knowledge, identify risks, and ensure smooth knowledge transfer before their last day.
Decision output
Low, Medium, or High Risk
Score threshold
80%+ = Low Risk, 50-79% = Medium Risk, below 50% = High Risk
Frequently Asked Questions
Can participants retake an assessment?
Yes if you allow it. On the Send Assessment page you can set Retake Control to 1, 2, 3, or unlimited attempts. By default it is set to 1 attempt.
Will participants see their score?
Only if you allow it. On the Send Assessment page set Results Visibility to Show Score. If set to Private, participants only see a confirmation message.
How do participants access the assessment?
You share a single assessment link with all participants. They enter their registered email address and Staff ID to verify their identity before accessing the assessment.
What is a Staff ID and where do participants get it?
A Staff ID is a unique code like SF-0001 automatically assigned when you add an employee. Download the Access Document PDF from the Send Assessment page to get a list of all participants with their Staff IDs to distribute to them.
Can I add my own instructions before the assessment starts?
Yes. On the Send Assessment page scroll to Custom Instructions and type your own instructions. Participants will see these on the instruction page before they start.
What happens if a participant runs out of time?
If you set a time limit, the assessment auto-submits when the timer reaches zero. Participants see a countdown timer during the assessment and are warned when 5 minutes remain.
How does the AI explanation work?
After each submission Staffmify's AI reads the participant's actual questions and answers to generate a personalised explanation. For Onboarding and Offboarding it produces a detailed 3-4 paragraph intelligence report. The explanation is saved and does not regenerate on subsequent views.
Can I block a participant from taking an assessment?
Yes. On the Send Assessment page under Participant Access Control you can block or unblock any participant individually. You can also reset their attempt count to allow a retake.
Still need help?
Our team is available to answer any questions you have about using Staffmify.
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