Marketplace

Automate project assignment to linguists

Automated linguist assignment | Smartcat Help Center Automated assignment of tasks such as editing of AI automatic translation significantly reduces the time it would usually take to search for and hire human linguists. Automate your search with Smartcat AI best matching. How does Automated Assignment work? Smartcat automatically searches for the most suitable linguists for your needs in seconds. The Smartcat Marketplace Delivery team handles any and all issues with human linguists. You can select types of linguists, including your own in-house translators, pinned freelancers, and Marketplace freelancers not saved in My Team. You can also organize them by priority. 5 simple steps to automatic task assignment You can automate task assignment via a button called Run project. This is available for workspace admins, project managers, and users with custom roles who have access levels to create projects and hire freelancers. The Run project button is available if there is at least one task without linguist assignment. Step 1: Create a project Add your project workflow stages, source and target languages, upload files, adjust the linguistic assets, and pre-translation rules if needed. Smartcat automatically links the most suitable translation memory (TM) and sets up pre-translation rules when creating a new project. However, before activating the automated assignment feature, we recommend that the project manager verify that these settings are correct. Step 2: Activate automated assignment Once project settings are set up, you can activate automated assignment by clicking on the Run project button on the Overview page. As a reminder:The Run project button is available if there is at least one task without assignments. The button is not active when: - linguists are already invited to all tasks- project has a document where volume is not specified- project statistics are being calculated- project has one workflow stage – Automatic Translation – if translations are confirmed after pre-translation Step 3: Smartcat finds linguists in seconds Once you click the Run project button, Smartcat begins searching immediately for best-match linguists for your task at hand. When matching linguists are identified, Smartcat displays a pop-up with your project task details and a list of linguists for consideration. Target effective words : total words in all language pairs calculated after TMs are applied Estimated completion date: Smartcat automatically calculates date of task completion taking into account the word volume and the industry average per-word work completion rate. In the event that the estimated completion date exceeds your project deadline, Smartcat displays a message to inform you that the deadline will be updated in line with the estimated completion date. Total cost: total cost of all tasks. To invite identified linguists to work on your task, click Run project. Step 4: Linguists are invited and start working After clicking Run project, Smartcat sends an automatic invitation to work on your task to the top best-match linguist. If this linguist does not respond, declines, or is unavailable, Smartcat then invites up to ten other best-match linguists. Each linguist receives an email notification with the project details and the date when they can start working on it. Step 5: Manager tracks the project progress The new Overview page shows the project progress all in one place, helping you to keep track of how your translation is coming along. Once the translation is complete, you can finalize your project by clicking on the Done button in the editor. What if a linguist wasn’t found or declines the invitation? First of all, Smartcat invites one linguist per task - this is the best match linguist of all returned results. If this linguist declines the invitation or doesn’t respond, Smartcat sends a new invitation to up to 10 different linguists and the first who accepts is assigned the task. A quick recap of the AI Matching workflowSmartcat invites the top best-match linguist If the freelancer doesn’t accept the invitation within 24 hours, the invitation expires Smartcat then automatically sends another invitation to up to 10 other best-match linguists If no one accepts the invitation within 24 hours, Smartcat informs you via a message that no linguists agreed to your translation task and that the task remains unassigned Smartcat will then suggest two options: one, hire linguists by yourself or contact the Smartcat Marketplace delivery team for further assistance Additionally, a message will be sent to the Slack channel #service-delivery-team-events to inform the Smartcat team. Manage settings for suggestions on automatic project management Smartcat empowers you to manage suggestions both for automatic project management and all regular projects. You can choose from in-house linguists, pinned freelancers, and Smartcat Marketplace freelancers. To access your settings for suggestions, follow the steps below: 1. On the Home page, click Workspace settings 2. Select AI assignments in the menu dropdown list 3. Choose the type of linguists that you prefer to hire. You can also drag and drop the translator types to set a priority. Just find the best one: our default AI Matching algorithm (See more in Sourcing of linguists ) Translators invited to Team members only: * in-house translators saved in My Team in the workspace * (This option is only available on the paid plans) Favorite Marketplace translators only: pinned freelancers, i.e. Marketplace freelancers saved in My Team in the workspace Marketplace translators only: Marketplace freelancers not added to My Team Hire only unique translators: “Unique” translator refers to an individual professional human translator. With this option, you assign a different translator for each task in your project. This means that automatic assignment will not invite the same translator for different tasks belonging to the same overall translation project. Your Marketplace Delivery team is on hand to help Your Smartcat Marketplace Delivery team handles issues with automatic project management. The following events will be automatically sent to Slack channel # service-delivery-team-events:When Marketplace suppliers do not accept the invitation on timeWhen Marketplace suppliers do not start working on a task Marketplace Delivery team works on resolving issues with Marketplace linguists in order to prevent possible workflow bottlenecks and ensure the highest quality Smartcat Marketplace experience for you and your team. To ensure the highest-quality service, the Smartcat Marketplace Delivery team responds to client complaints on a case-by-case basis. How does automatic assignment work with prepayment? After clicking the Auto management button, Smartcat displays a pop-up with the project details and a list of suitable linguists. This pop-up also shows a Proceed to checkout button that will redirect you to the checkout page to close out the prepayment. If you have not yet added billing details, Smartcat will prompt you to do so before payment. Once prepayment is made, the Run project button will become available. With auto management, the prepayment logic for inviting linguists will be the same as when you invite linguists yourself. If Smartcat invites several linguists to a task – using the 🚀First who accepted mode – prepayment is calculated based on the rates of the most expensive linguist. If the total cost is less than the prepayment amount, the difference will be returned to your Smartcat balance.

Add services and rates on the Client Portal

Adding services and rates | Smartcat Help Center When all the preparations for the portal launch are done, the next step is to add services and rates for these services to make the portal operable. Let's take a look at what should be done. Please note that the portal page will be blank until you add a service to your account in Smartcat. Service addition All services provided by the company are located in the Services tab of the Clients section. The plus sign will trigger opening the form for adding a new service, to which you need to specify general information about the service:Service name and description;Workflow stages;Unit type for calculating the cost and relevant subjects. Don't forget to save the service at the end (4). After adding the very first service, the plus button disappears, and hence all new services will be ordered in the list. The add service button will also move at the top left of the page. Service rates We're not yet done here because a service has to have the rate and language pair to come into view on the portal page. Let’s quickly overview of how we can add rates and languages. The next tab to go is Custom Rates, where the system displays rates already added and where new ones can be set. Here are available fields in the form for adding rates:Name of a service already added;Language pair (there may be several target languages);Currency and rate per unit. The process is pretty straightforward and thus easy to follow in case you are planning to add a dozen rates. The rate per unit field (3) is not mandatory for filling. This will do the job if you don't need to bill a particular client.In case you want to set up a specific rate for some client from your list, create the rate and specify the client in the form. Bulk import of services and rates Smartcat also supports an option for importing services and rates in bulk. It is worth noting that you should follow a two-step order — first import services and only then rates related to the services. There's a template in the Service tab to facilitate the import. The template extension is the.csv format that has several fields, including the following:Service name;Service description;Workflow stages (you can specify several stages separated by commas);Subject (you can specify several separated by commas);Unit type. Excellent! We have already added services, so the next step is to download the template with rates in the corresponding tab where we are heading right now. The filter panel conceals the rate import settings and therefore needs to get closed. There you will find a template for rates that resembles the one used for services, which we already covered. Filling in the template, you need to put in the following data:1. Service name that you've added or imported earlier;A specific client's name or All clients, if you're planning to apply the rate for all your clients;Source language code;4. Target language code;5. Rate per unit, a valid separator is the point;6. Currency code of the rate. This is a more convenient way to add services and rates if you plan to add dozens of services with different rates. Operable portal After adding services, the portal page will automatically update and show the services previously set in your Smartcat account. Now your customers can place an order from this page following the step-by-step workflow.You can find a more detailed description of this workflow in the article on how to use the client portal. Corporate profile Besides the portal, added services and rates about your services will be visible in your corporate profile, thus being available to customers who search for suppliers using the Smartcat Marketplace. Also, here you can edit company details, including description, company history, contacts, reviews, etc.

Use search filters on the Marketplace

Marketplace search filters | Smartcat Help Center More than 250,000 linguists fluent in different languages with specializations in different fields are registered in Smartcat. To find the freelancers you need, you can search the Marketplace and explore each freelancer’s profile. Using search filters So how to narrow down the search looking for the right candidate on the Smartcat Marketplace? The first thing to do is to select the source and the target language. If you need an editor, a proofreader, or a post-editor instead of a translator, then change the service type. If you want to be more specific, you can use any of the following search criteria: Native language. Freelancers who translate into their native language usually deliver better quality. However, that does not imply that a native Spanish speaker who is qualified enough cannot deliver high-quality translations into English. Keep in mind, though, that native speakers often charge higher rates.Specializations. Specialization matters a lot. It is generally not a good idea to order a legal translation from a medical expert, so it’s best to look for someone with expertise in the areas relevant to your needs to ensure the highest quality.Test passed. Translators who have successfully passed one or more tests have confirmed their expertise in relevant fields. Tests are either reviewed by translation agencies or Smartcat’s own quality assurance experts. (See How to Test a Translator).Online now. This box will significantly help with the search in cases when you need to start working on a project right now.Portfolio. Portfolios usually contain samples of previous work, training certificates, résumés and other evidence of the translator’s experience and qualifications.Daytime. If you’re in a hurry, select this option to filter out the translators who are most likely unavailable due to the late hour in their time zones.Search by all dialects. Selecting this option allows you to expand your search results to include all translators who translate into the target language you specified regardless of the dialect.Rate per word. Specify a minimum and a maximum rate per word to filter the candidates who fit your budget. When estimating the cost, make sure you take discounts for fuzzy matches and repetitions into account. Sending out invitations To start working with a freelancer (or multiple freelancers), invite them to your project. Press “Assign” on the project page.Check the assignment settings, such as the number of documents that need to be translated and their word count.Set the deadline.Select linguists from your team, invite someone who isn’t signed up in Smartcat yet to your account, or hire freelancers from the Marketplace.You can either assign the whole document or only its selected parts. The candidates you selected will receive invitations to your project and will be able to preview the documents you assigned to them. Keep in mind that the assignees may want to check with you regarding the details of the project.Confirm assignments for those who accept your invitation. After that, the assignees will be able to start working on their tasks. You can follow their progress on the project page under the Team tab. Hint: Invite more than one translator to ensure successful and timely project completion.

Set up a freelancer account

Freelancer account setup | Smartcat Help Center With Smartcat, freelancers can focus on translation and not waste time on non-productive chores. Here’s a short guide to get you started. Step 1. Fill in your profile In Smartcat, each translator is the master of their profile. You choose your language pairs, services, and rates. Here, it is customers who find you and not the other way round. Here’s how it looks for a customer: In theory, having a completed profile is enough to start getting orders. In practice, with 150,000 translators registered on the platform, getting to the top of the search results is not that easy. But not too hard either. Step 2. Import assets from other CAT tools If you have already worked in other CAT tools, you can import all your projects and resources from them.From SDL Studio Trados: SDLXLIFF projects, SDLPPX packages, SDLTM translation memories.From MemoQ: MQXLIFF projects, TMX translation memories.From other CAT tools: XLIFF projects, TMX translation memories.Glossaries from Excel spreadsheets. If you have no previous experience with CAT tools — don’t worry, Smartcat is easy to use even for a beginner. Step 3. Translate your documents in Smartcat We use various parameters to order the list of translators in each pair, but one of the main ones is the number of words they have translated in Smartcat. Why? Because it means that the translator (a) has enough work, so it is more likely that they provide good quality, and (b) knows how to use the platform. So how do you increase this number without new orders coming? Is it a chicken-and-egg problem? Not at all, because you can use Smartcat — for free — for translating texts you receive outside the platform. Just take any document and create a project based on it. Open the document in the Editor. See how Smartcat has split all the text into sentences and put them in a bilingual grid? This makes it easier to work with any document. In addition, Smartcat saves all your translations to the project’s translation memory, so you can reuse them in future projects. Getting paid for jobs done out of Smartcat Besides helping with managing translation, Smartcat allows you to receive payments for work done outside the platform — DTP, interpreting, and so on. To do this, fill out the payment request form in the Payouts section. Your client will receive a link to pay for your work by bank card or wire transfer. Then you will get the payment according to the method selected, that is, via a bank card, wire transfer, or some other methods that depends on the country specified on your profile page. By the way, if the client stays in Smartcat and hires you for future work right here on the platform, this will further increase your chances to get to the top of the search results. Good luck and on to exciting translation projects!

Collaborate with other freelancers

Collaborative work | Smartcat Help Center In the corporate version of Smartcat, several users assigned to the same or different workflow stages can work with one document at the same time. This enables users to see the document and its translation, and exchange comments on the document or about specific segments. The assignees can work sequentially, or simultaneously. Their access to segments will depend on the type of assignment. Collaboration of assignees at the same stage When a large document needs to be processed quickly, a manager can assign several translators to the various stages. The manager can distribute the text into separate segment ranges, or give all assignees equal access to the entire document and make an arrangement outside the system delineating who translates which part. Giving assignees equal access can speed up the assignment process but it requires the project manager to communicate clearly with the team to prevent translators from duplicating work that will not be included in their fees. If a manager has distributed the segments among the assignees, then every one of them will have access only to those segments to which they have been assigned, while the rest will be locked. Even though the user is prevented from editing the locked segment, they will still be able to view the work being done by the other assignee and add comments to these segments. Moreover, repetitions beyond the assigned range are counted to an assignee who has confirmed a repetition that triggered confirmation for segments that were out of the assignee's range. If a manager has assigned a group of users without dividing the segments among them, the assignees will have equal access to all segments in a document. In such cases, the system prevents different users from editing the same segment simultaneously and interfering with each other's work. Once a user clicks on the Target field in a segment, other users are then blocked from accessing that segment, as well as the segments adjacent to it. When the first user finishes translating the segment, it becomes available to other users, and the lock icon disappears. Once a segment has been marked as Done for a specific stage, changes to this segment made by other assignees will not be recorded as paid words. Only the first assignee will get credit for the work done. Collaboration of assignees at different stages Managers may opt to include the editing and proofreading stages to the translation process, especially if the aim is to ensure a high quality translation (which is especially important for texts with complicated terminology, as well as for marketing materials or publications). If this is the case, each segment in the document must pass through every stage. Until this is done, the project will not be completed. As soon as the translator confirms a segment, it becomes available to the editor, even if the translator is still working with other segments. As soon as the editor confirms the segment, the translator is blocked from accessing it. In this way, each segment passes through all the stages included in a project. If a segment is locked, it is marked by a lock symbol. Thus, users assigned to different tasks can work with a document simultaneously without disturbing each other. Reverting a segment to the previous stage If necessary, an editor can return a segment to the previous stage by selecting a segment and pressing the button in the toolbar. The segment status will change to Translation and a lock symbol will appear. This means that the segment has reverted to the translation stage and the editor is blocked from accessing it. By the same token, a segment can be returned to the previous stage by a proofreader. Note: Project managers can revert to any stages at any time.

Test and assess freelancers

Assessing freelancers | Smartcat Help Center You’re more likely to receive professional-level translation services in Smartcat than anywhere else. Freelancers who work in Smartcat take their clients’ assignments very seriously as they expect to earn not only money but also good reviews. Here are a few tips to help you find the best candidate for your project:Good reviews from other clients, education, and experience matter equally. Add extra points to the translators who have passed tests.If there is enough time, you may test your candidate’s skills yourself before hiring them (see Testing Translators).Add an experienced editor to your project who will ensure the translation is consistent and error-free. This is especially relevant when multiple translators are involved in a project.Make use of a glossary. A terminology database, or glossary, contains a list of terms specific to a particular field and their translations. Glossaries are widely used by companies, especially in large-scale translation projects, as this is a proven tool to increase the quality of translations (see Glossaries)Brief a freelancer you’re hiring via the Chat or leave a comment to your project. If creating a glossary is not required, simply give a freelancer some details about the assignment by specifying required translations of personal names, company names, or any specific terms within the text. Testing freelancers You don’t have to compromise quality in urgent projects. Simply test freelancers in a quick and reliable way:Submit a request by sending us an email or by completing the form. Make sure you specify how many translators you need, how much you’re willing to pay, the topic of your content, and provide any other details you believe can help us find the best candidates for your project. We also recommend you attach a sample of the text you need to be translated.We will find freelancers who fit your requirements in our database and invite them to complete the test based on your text sample right in Smartcat.Once the first applications start rolling in, you will receive a notification email with a link to the page where you can check out the applicants’ profiles and review their test results.Select the best candidates by marking their translations as Excellent (★) — those freelancers will be added to your Team. In Smartcat, freelancers do not get paid for completing tests. Instead, they are rewarded with the Test Passed badge, which will be shown in their profiles, if the customer marks their translation as Excellent (★) or Acceptable (✔). Marking the translation as Rejected (Ø) will not affect an applicant in any way. Need help? You may ask for a hand with searching for a freelancer who fits your project requirements by submitting a request right on the Marketplace page. Our specialists will help you line freelancers up for the project.

Add vendors

Adding vendors | Smartcat Help Center Most Smartcat corporate users are implementing a model where some projects are split between internal team members, freelancers, and other LSPs. Smartcat is making it easy to build projects around this model. Internal team members and freelancers can be added to the My Team section but now vendors can also be added to an account and assigned tasks to projects. Adding a vendor to a client’s account can be done in two different ways. If a potential vendor is already listed in the Smartcat vendor marketplace, the client can simply go to the Find a vendor tab and search for the vendor there. Once the vendor has been located, clicking on the Learn more option on the vendor card will open the profile page. There the user can click on Add as Vendor in the description section of the profile to add the vendor to the Smartcat account: The vendor will then be automatically added to the My vendor page. Once a vendor has been added, the option becomes Remove vendor allowing you to remove a vendor from the account if you don’t plan on working with that vendor again. Note: In order for a vendor to be added to the account, both accounts need to be hosted on the same server location. For example, if a client’s account is hosted on the USA server, it will not be possible to add a vendor which account is hosted on the European server. An easy solution would be for one of the parties to create another Smartcat account located on the appropriate server and link the accounts then. A vendor added to the vendor list of a client can get assigned to individual tasks in projects. See the article about Assigning tasks for more information. When a vendor is added to the My vendor list, it becomes possible to add additional information about the company: Depending on the relationship with the vendor, the client may grant greater access rights to linguistic assets. The client can also add contact information and if payments to the vendor will be made using Smartcat, the billing email is used for processing payments to the vendor corporate balance in Smartcat.

Manage freelancer capacity

Freelancer capacity management | Smartcat Help Center It is common knowledge that Smartcat makes it easy to assign freelancers to a task in a project. It might, however, get tricky if you do not know in advance whether the freelancer is ready to take on a new task, and whether they are able to complete it on time. Smartcat relieves project managers of this difficulty by calculating freelancer capacity in advance and presenting it in a clear and accessible way. To enable Smartcat to assess capacity correctly, freelancers are requested to update their profile with the pertinent information. This information includes the following:Average daily performance in words per day. This parameter should be set for every service offered by the freelancer. Indication whether the freelancer is open for work, that is whether they are ready to take on a new project; what are their working days during the week, and what days they will be unavailable on. This information is entered into the Availability section in the freelancer profile. Providing these parameters makes capacity assessment significantly more accurate. If they are not indicated, Smartcat will go by industry-average productivity and typical work week. When looking for the supplier for a specific task, the project manager navigates to the Tasks tab in the project settings, opens the required task and clicks Find suppliers. Smartcat then sifts through the suitable suppliers, assesses their capacity and productivity, and displays those suppliers in a list sorted by their availability: Hovering over the Estimated completion date for a specific freelancer shows what this calculation is based on. Note, however, that Smartcat also takes into account the tasks currently assigned to the freelancer. Consider, for example, a freelancer who works five days a week with the Daily performance of 1,500 words per day. This freelancer is currently assigned with two tasks of 3,000 words each. Therefore, when calculating this freelancer's availability, Smartcat will factor in the four days that the freelancer needs to have completed the outstanding tasks before taking on a new one. If the task deadline is specified, Smartcat evaluates whether it will be met according the the estimated completion date. If yes, the clock icon next to the date will be green; if not, it will be red. If the deadline is not specified, the clock icon will remain grey. Unavailable freelancers are displayed after the available ones and their status is set to Busy. There are various reasons for Smartcat to determine that the freelancer is not available. In addition to the obvious cases when the freelancer's profile indicates that they are currently not available, freelancers who do not log in to Smartcat for over 2 weeks will be automatically assigned with Busy status.

Get client reviews

Getting client reviews | Smartcat Help Center Getting reviews from clients is crucial to keeping your Smartcat profile up-to-date, professional-looking and eye-catching to other potential customers looking to hire linguists for their projects. Scoring at least three positive reviews is a good start. A customer review consists of three parts. The customer is expected to:Rate the quality of your services.Rate the interaction they’ve had with you.Write a free-form comment about their overall experience with you. Unsurprisingly, reviews with comments stand out more, so we recommend getting in touch with the customer using the built-in chat function and asking them whether they enjoyed working with you. If they did, suggest that they add a few words in the Comments field. How do I get my first review? There are three ways you can get a nice, shiny review on your profile. From a Smartcat customer The most obvious and effortless one is by accepting an invitation from a Smartcat customer and making sure you do your best to provide top-notch services. After your work is accepted by the client, they will be prompted to rate your services and add a few comments below. If after a few days you still can’t see the review on your profile, don’t hesitate to contact the client using the built-in chat function to remind them about the rating and the comments you’d like to receive. For the next job you get outside of Smartcat Don’t worry, if you haven’t yet landed any job opportunities in Smartcat. Simply suggest the next client who offers you a job try Smartcat to assign it to you. They’ll need to sign up, create a project using the docs they need you to translate, assign the task to you and, ultimately, leave a review. If you’ve already had some experience with that customer, they will probably write you a good one. This is not to mention that if the customer ends up happy with their experience interacting with you via Smartcat, it’d become easier for you to work on their projects. Along with a payment made via Smartcat Have any non-Smartcat clients who owe you money? Suggest they pay via Smartcat and also give you a review ( How it works ). In this case, the job doesn’t even need to be completed using Smartcat’s editor, it might be a small editing task that didn’t take any tools to get done. Once you receive the payment, ask your customer to rate the quality of your services and the interaction they’ve had with you a rating of between 1 and 3 stars, and summarize their experience with you. Once you get your hands on the feedback, send it to support@smartcat.ai with “Customer review” in the subject line providing the payment date and the project name in the email body so we can add the review to your profile. FAQ What if I disagree with the client’s feedback? Using the chat function, provide the client with a detailed and substantiated explanation of why you think their feedback is unfair. If the client agrees to remove the review, send an email with a screenshot of their consent to us at support@smartcat.ai.If the client refuses to withdraw the review or fails to respond, let us know by sending an email to the same address. We will assess your situation and come up with relevant solutions. What if the client still hasn’t provided feedback on a project I’ve completed recently? Try contacting the client via chat and ask them for feedback. When they reply, send us a screenshot of their response to support@smartcat.ai.Another way the client can leave a review about your work is by sending an email to support@smartcat.ai — we will be sure to add it to your profile. The email must include: The email address of the manager who wrote the review; The company’s name;The language pair;The subject matter;The review itself.

Set up your translation company profile

Agency profile setup | Smartcat Help Center Setting up your translation agency profile is a fairly straightforward task which makes a big difference to your company’s presence on the Smartcat Marketplace. To set up your profile, go to the Clients section and then click on Corporate Profile tab: Here we can update each section of your profile by hovering over the section we wish to edit and then clicking the pencil in the top right corner: The most important aspects of your profile are your logo, services offered, and your contact information. It's worth noting that only a translation agency's account may set the profile. Therefore, an end customer cannot do it due to there's no need for an end customer's profile to be shown on the Smartcat Marketplace for the lack of offered translation services. In the first section, you can add a logo, change your company’s display name, add a description of your company (limited to 500 characters), change the banner color to match the colors of your logo, set whether you want the profile to be shown in the Smartcat vendor search. The next section you can edit is your About section. Here you can select your Country, Business Hours, and the year the company was founded. Some information displayed in this section will be added automatically — how long this account has been active on Smartcat for, as well as when you have logged into the system for the last time. Once you have added information about the services that you provide, most popular services will appear here as well. In the Reviews and Success Stories section, you are also able to add a portfolio to highlight successful projects that you have completed for major clients. The Services section is also important but will also be explained in a different article. However, you should know that services that are set in the Clients section for All clients will be shown here. The next section that you should fill out at this stage is your contact information. The main pieces of information that you should add here are your website, your phone number, and an email address: Once your profile has been created, we can continue with getting your account setup. The next step is to add information about your clients that will be used to organize your data.

Complete a test

Test completion | Smartcat Help Center 1. You received an email inviting you to participate in a project but first complete a test.2. Carefully read the contents of the email including the project details. If you are not interested in participating in the project, ignore the email. If you do want to participate, you have to complete a test.3. Start the test by clicking the “Complete the test” button: 4. The test will open in Smartcat’s Editor. Complete it by translating each segment. 5. After you have finished translating and saved all the segments, click “Done”: 6. You will see the “Completed” label in place of the “Finish” button. This means that you have finished completing the test. 7. The results of the test will be automatically saved in Smartcat. The client will review the results directly on the platform and evaluate your work. You will receive an email with the test results. FAQ Will I get paid for a test assignment I have completed? Test translations are not paid in Smartcat. Should you be invited to complete a test, you will receive an email notification containing details of the assignment. Such assignments are marked as Test Tasks in your workspace. Please report any cases when a customer asks you to perform tasks in Smartcat for free. Where should I send the completed test? The test should be completed using the built-in Smartcat Editor (CAT tool). When you’re finished, just press the green “Done” button. The results will be saved in the system and sent to the client. How and when will I receive the test results? After the client reviews your work, you will receive an email notification. If you’re testing for a specific project, you will know the results within two weeks.If the project description indicates that the testing procedure will be running for a prolonged period, it’s likely that the client has no end date for the search and needs specialists in the specified language pair and subject matter on a constant basis.It’s possible that the client quickly reviews the tests from some of the candidates applying for the current project and will consider the remaining candidates later when the need arises again. In this case, you will be notified about the results of the current testing in a month or two.If you haven’t received your test results within two weeks and the test was not long-term, then the client has most likely already found all the candidates they needed and will not review the rest of the tests. The link to the testing page is not accessible Most likely, this means that the recruitment of candidates for the project has finished or the deadline for passing the test has expired. What is the deadline for completing the test? If the description does not indicate a specific period, it is recommended to complete the test within three days. Usually, during this time, clients get enough applications and close the testing session. I was invited to complete a test, but I am not interested in the project It’s up to you to decide which tests to participate in. The invitation email you received is meant to simply notify you of the opportunity, but if you are not interested, ignore the email. What if the client uses the testing procedure to get translations for free? Our supplier testing procedure is designed so that its results cannot be used for commercial purposes.Clients cannot upload different content to be used for testing. The maximum text size is 250 words (one standard page). Smartcat will automatically generate tests from a file provided by the client for the required number of linguists. The client will receive different translations of the same content from each applicant.We manually review each client request for testing and remove anything that violates our Terms of Use from the description and testing materials. If any client wants to run several tests with similar texts in the same language pair and subject matter, we will make sure to prevent that. Will the test be paid/reviewed? Completed tests are not used for commercial purposes, neither are they reviewed or paid for. Corrected results or samples of correctly completed tests are not provided. Test results are not discussed and are not subject to review. The sole purpose of a test is to determine your language level and translation skills. What happens if I don’t pass the test or do the job poorly? After being tested, you get the opportunity to participate in the project you’re interested in. There are no sanctions for poor quality results. However, remember the following:Do not use AI translation. There’s a system in place to prevent that. If it turns out that you used an online translator tool, the results will not be handed over to the client.If you opened a test job and realized that you cannot deliver a high quality translation, you probably shouldn’t participate in the project. Usually, testing materials are an extract from the project or a related text. If you’re having a hard time passing the test, it means that you will have difficulties working on the project too, even if you manage to pass the test successfully. Perhaps another project will suit your skills and subject matter expertise better, so you will be able to provide excellent quality results.

Promote your translation company on Marketplace

Translation company promotion | Smartcat Help Center Setting up your translation company profile is a fairly straightforward task which makes a big difference to the company’s presence on the Smartcat Marketplace. This article explains the best practices for setting up your company profile to increase its appeal and visibility for potential clients. For starters, navigate to the Clients section, open the Corporate Profile tab and choose your company's contact person. This person will be the recipient of all incoming messages from clients. To do this:Start editing the Corporate Profile tab and make the required selection in the Choose the contact person field.Enable the option Show in search results for translation companies. Specify the services your company provides so that we can automatically calculate their cost for the client. Proceed as follows: Open the Services tab and start editing the Add service tab.Add the relevant services and select only one workflow stage for each service, as shown in the table below. ServiceWorkflow stageUnit typeSubjectsAI Review and EditingAI Post EditingwordsoptionalTranslationTranslationwordsoptionalEditingEditingwordsoptionalProofreadingProofreadingwordsoptionaletc. Now open the Custom Rates tab and create the rate for each service specified. To do this, click Add rate and specify the service, language pair, and cost. Alternatively, you can upload client data in a spreadsheet using the template referred to in the right-side panel.

Receive orders in Smartcat via personal button

Order receiving via personal button | Smartcat Help Center We have figured out a way to help you get more orders from clients! Now you can place the Hire me button on your professional website, in your email signature, and on forums: When someone clicks this button, they will be sent to your Smartcat profile page. From there, they will be able to create and assign you to a project straight away, and you will be able to accept the order and get started. Use the following HTML code to make the button work: For the light button, use the following: In order to add the button Hire me to your email signature, these steps should be followed:Copy and save HTML code into a txt file;Change the format of the file to html;Open the html file via any web browser;Copy the button from the browser to your email signature. Instead of {Smartcat ProfileURL}, paste the link to your Smartcat profile, for example: https://www.smartcat.ai/marketplace/user/doronin-pavel. If you don’t have your own website, you can post the button on your social media pages. We have created instructions explaining how to set up the Hire me button on Facebook and LinkedIn.

Hire a linguist at Smartcat Marketplace

How to hire a linguist at Smartcat Marketplace Find out how to easily hire a qualified linguist to assist with your translation needs. There will be times when you need a human professional to do the translation or editing for you. Smartcat hosts the industry's largest database of vetted linguists and translation agencies. There are two ways you can hire a freelancer for your task. Using Smartcat AI to hire a linguistClick the Invite in tasks button on the Overview tab. Smartcat will send the invitation to review your translation to the first linguist seleceted by the Smarcat AI based on your language pair. Our algorithm is capable of finding the best rated professional at the lowest cost for your language pair. 2. The selected linguist will accept the invitation and do the work. You'll be able to track the progress on the Translation overview page. 3. As soon as the translation is finished you'll find the invoice on the Payments page. For more information about paying freelancers via Smartcat, refer to this article. Hiring a professional from your project page 1. Go to Find Freelancers tab of the Team page and use different criteria (shown on the right side of the page) to screen freelancers. 2. Explore the list of freelancers. Use additional filters such as subject matter or pricing if needed. Click on a freelancer profile to get the detailed information such as the number of words and projects translated in Smartcat, productivity, availability, and so on. You can choose to post a job on the Smartcat board and wait for freelancers to offer their services to you or offer them a small test assignment to make sure they are competent enough for your project. 3. Invite the selected freelancer to a project by clicking the corresponding button, selecting the project and the files/segments to assign. You can also add freelancers to your team for long-term collaboration. FAQ If one of my translators is already in the Marketplace, do I have to pay them via Smartcat? If a company invites a freelancer to an account using the My Team email invitation, they can pay this freelancer outside the Smartcat system even if the freelancer is already registered on the marketplace. If tasks are completed in Smartcat and jobs are added to the Payment page, they can be deleted and payment made using previous methods.

Navigate the freelancer rating system

New freelancer rating system | Smartcat Help Center Smartcat includes a rating system for freelance suppliers. Ratings are displayed on supplier profiles in the Marketplace and help clients make informed hiring decisions. The rating popup looks as follows: The following attributes are now considered when calculating the rating:Customer Satisfaction is the assessment of the freelancer's work quality provided by customers. A customer enters a value from 1 to 5 and can leave a review.Responsiveness indicates how quickly the freelancer responds to an invitation to work on a task. The values are represented in per cent and range from 0 to 100, where 0 means the request was ignored and 100 means it was accepted or denied in the first 5 minutes.On-time delivery indicates how often the freelancer meets the task deadline. The values are represented in per cent and range from 0 to 100. For example, if the task is overdue by more than 10 hours, then the score will be 0. The value is calculated based on the last 100 tasks. How to use it For clients: leave a review for a supplier Go to the completed projectLocate the task and the supplier who worked on itSelect the option to rate or review the supplier. This is available after the project is set to Manager review or CompletedSubmit your rating and any written feedbackYour review is added to the supplier's Marketplace profile and contributes to their overall rating. For freelancers: understand your rating Your Smartcat rating is calculated based on feedback from clients you have worked with. It appears on your Marketplace profile and affects how visible you are to potential clients.Ratings typically reflect:Quality of translation outputAdherence to deadlinesCommunication and responsivenessTo maintain a strong rating:Deliver work on time and to the agreed quality standardsCommunicate proactively about any issues or delaysRespond promptly to revision requests Requirements and limitations Ratings can only be submitted by clients who have worked with the supplier on a completed projectRating criteria and weighting are determined by Smartcat. Individual score breakdowns may not be visible to suppliers FAQ How can I improve my search engine ranking and position on the Smartcat Marketplace? The following factors affect your search engine ranking and position:The quality of your services (as evaluated by clients);Compliance with deadlines (as evaluated by clients);The number of words translated on the platform;The number of projects completed on the platform;Your on-platform activity index;Positive client feedback. Can I dispute a rating I believe was left unfairly? Freelancers can dispute ratings by contacting support@smartcat.ai with the project details. How many reviews do I need before a rating appears on my profile? The minimum threshold to display ratings on your profile is one. Does a low rating affect which projects I am invited to? A single negative rating does not have much effect on a profile, but if a supplier's on-time delivery rating is low, they appear further down on the list of search results and may not receive many invitations.

Set up your freelancer profile

Freelancer profile setup | Smartcat Help Center Any customer wants to receive high-quality services. At Smartcat, potential clients carefully review translators’ profiles to ensure that the candidate has the required skills and sufficient experience.Read on for suggestions on how to make sure your profile attracts potential customers and land exciting jobs on a regular basis. Name and photo Be sure to use your real name. For a potential client, anonymity means lack of accountability. Experienced translators work hard to make a name for themselves, which, in turn, helps them get new clients.According to our statistics, profiles with a photo get 14 times more views. Go for a portrait photo that looks professional. Services Specify the services you provide, the language pairs you work in, and your per-word rate. Once you do that, your profile will become visible in the search results. You will also be able to apply to job offers and receive invitations to participate in tests. The four basic language services provided in Smartcat are:Translation. A translator reproduces the source text written in one language by means of another language.Editing. An editor reviews the adequacy and literacy of the translation, as well as the consistency of terminology, checks if the translation is in line with the source text, and corrects stylistic errors.Proofreading. A proofreader checks if the translation is complete and eliminates spelling and punctuation errors.Post-editing. A post-editor edits AI translation output and ensures it is in line with the required quality level, correcting incorrectly rendered words and coordination errors. We also recommend that you add additional services if you’re confident that you will be able to ensure high-quality performance of such tasks. Often, clients are urgently looking for suppliers of additional services. This may be your chance to get your first order. Language pairs Specify which language pairs you work in. You can specify a language version as well, such as “Spanish (Mexico)” or “Spanish (Argentina)”. Don’t specify language pairs in which you are not able to provide high quality results. If you only translate in one direction, for example, from English to Spanish, specify only that language pair. If you have experience translating from Spanish to English as well, you can also add a separate service for that direction. Rates Enter your rate per word in local currency. If you are unsure about your rate, browse the profiles of other specialists working with the same language pairs and subjects as you. This way, you will be able to determine how much you should charge for your services on average. Subjects Define up to five subjects in which you specialize. Selecting all available topics is not a good idea and is unlikely to bring you more work. Adding too many subjects may cause you to be seen as less trustworthy as a specialist. Try to make sure that the subjects you add align with each other in a logical way. Personal details Location and time zone “Smartcat has helped us to achieve the consistency and scalability we were looking for. It’s been a game-changer for our team at expondo, and I would recommend it to any company looking to expand their global reach.” Julia Emge Head of Translations, Expondo Explore case study It is important for clients to know where in the world you are located and in what time zone you work in order to understand when they can expect a response and the result from you. Your location can also make a difference if the client needs a specialist with a native level of the target language. Native language By filling in this field, you will let potential clients know that you are a native speaker of the target language you work with. Some clients need translators that come from a particular culture, understand its subtleties, and are able to reproduce them accurately. Work experience Specify how long you have worked in the language industry. For some clients, this information is important in order to determine your level of proficiency. About me Describe the services you provide in a free-form manner. This is the information potential clients will see in a pop-up window that appears when they hover over your name in the search results. We recommend that you specify here the main language pair you work in, as well as the specialization and types of projects you are most competent in. Contacts Your contact details can only be seen by you and our technical support specialists. They are not available to Smartcat customers. Clients and suppliers should communicate only in the project chat within the platform. However, be sure to provide your email address or phone number in order to receive notifications about invitations to projects. Education Actually, not all good translators have a degree related to translation or linguistics. Many professionals have gained skills and experience through work in other fields.However, some jobs require special knowledge such as medicine or engineering. If you have a specialized education, and you use this knowledge in your work as a translator, please indicate this. Work experience The most sought-after translators are those who have expert knowledge in a particular field. If you specified in the “Services” section that you specialize in, for example, technical or engineering translations, it is assumed that in this section you will describe the relevant experience in order to confirm your knowledge in the subject matter. Be sure to only add the previous positions and experiences that are related to the services you provide. If you are unable to disclose the names of any companies you worked at, describe your experience in general terms, for example: “English-to-Spanish translator in a large oil & gas company” or “Legal translations”. Your rate is expected to be in line with your experience. If you are a beginner, set a lower rate for now. Sooner or later, a client will invite you to participate in some small, simple project, you will get a good review thus securing a higher position in the search results and later will be able to score a larger, more profitable project. If you are a top-quality expert and your rate is above the market rate, be sure to provide evidence here. Portfolio Examples of your previous work should correspond to the language pairs and subjects you have specified in the “Services” section. Be sure to remove any confidential and personal information from the samples or replace them with pseudonyms, such as “Company X” or “Person Z”. You can also upload any diplomas and certificates you have. Reviews After you have delivered a project to the client, they will be asked to review your work. Clients can rate suppliers based on two parameters: quality of work and compliance with deadlines. In addition, the client can add a free-form comment to the rating.Three stars — “Recommended”. The client was satisfied.Two stars — “Satisfactory”. There were some issues.One star — “Not recommended”. The client was not satisfied. Rankings Your rankings and position in the search results are composed of the following indicators:Quality of services based on client ratingsCompliance with deadlines based on client ratingsNumber of words translated on the platformNumber of projects completed on the platformActivity index For many potential clients, feedback from other customers is the most important piece of information they can learn about you. This is a guarantee that other customers have previously trusted you with their tasks and were satisfied with the outcome. Another important indicator is how many words you have translated in Smartcat. If a translator has plenty of work, she is likely to have good skills as well as experience using the platform. If you have not yet received your first job in Smartcat, you can use it free of charge to complete orders you receive outside the platform. Simply create a project by uploading any document you got from a client. Open the document. Smartcat Editor breaks down any text into segments and creates a table with two columns, the left one contains source text and the right one contains fields in which translations should be inserted. Translations are automatically saved to a translation memory so that you can later reuse them for similar documents and even other projects. You can download the completed translation in any of the available formats. With each completed project, the number of words indicated in your profile will increase. Your rating will grow accordingly. In addition, you will get a better understanding of the platform’s features in the process. Use our recommendations to complete your profile to 100%, be active, respond to job openings, participate in tests and sooner than you know you will get your first Smartcat job. Good luck! Updating your profile Update your email addressGo to Workspace SettingsOpen the dropdown menu in the top left cornerSelect Email & passwordHover over the Email field. An Edit button appears in the top right corner of the fieldClick Edit and enter your current password and new email addressSave your changesSmartcat sends you a confirmation email to the new address. Open the email and confirm the address. Your email address is updated. Use the new address to log in going forward.Update your passwordGo to Workspace SettingsOpen the dropdown menu in the top left corner under your nameSelect Email and passwordClick Change your passwordClick Edit and enter your new passwordSave your changesYour password is updated. Test logging in with your new credentials to confirm the change. FAQs I entered a new email address but the update didn't go through. What happened? The new email address may already be associated with an existing Smartcat account. Use a different email address. I forgot my current password and can't access the Email and password settings. What should I do? Go to the Smartcat login page and click Forgot password to reset it by email. Do I need to verify my new email address? Yes, a confirmation email will be sent to you when you change your email address.

Tax forms: IRS W-8 and W-9 requirements for Smartcat suppliers

IRS W-8 and W-9 requirements for Smartcat suppliers Overview Smartcat operates as a US legal entity (Smartcat Platform Inc.) and is required by the US Internal Revenue Service (IRS) to collect tax forms from suppliers who receive payments through the platform. Each year, Smartcat sends notifications to users who need to provide a form. If this applies to you, you receive the request at the email address specified in your profile. Completing a tax form does not mean you are required to pay taxes in the United States, file a US tax return, or take on any US tax liability. The form is used solely to confirm your status to the IRS. ———————————————————————————————————————— When to use it You received a notification from Smartcat requesting a tax formYour total payments from Smartcat Platform Inc. have reached or exceeded $600 in a single calendar yearYou have previously submitted a form and want to update or review itYou are a US citizen and want to locate your 1099 form ———————————————————————————————————————— How to use it Identify which form you need Your form type depends on your residency and business status. Your statusForm requiredUS citizen or residentW-9Non-US individualW-8BENNon-US legal entityW-8BEN-E Use the infotips in the form to understand what each field requires. ———————————————————————————————————————— Submit a form for the first time Sign in to your Smartcat account using the email address the request was sent toGo to My Payouts → Tax formsClick Set status and select your residential and business statusClick Fill in form. The button displays the form type you are about to completeFill in your personal or company information, depending on who received the payments from Smartcat Platform Inc.Click Send Form Your form is submitted, stored in your account, and available to download at any time. You do not need to send a copy to the Support team. ———————————————————————————————————————— Review or update a previously submitted form Sign in to your Smartcat account using the email address the request was sent toGo to My Payouts → Tax forms. Your previously submitted form appears hereDownload a copy and confirm that all information is correct and up to dateIf no changes are needed, no further action is requiredIf changes are needed: If your residential status has not changed, click […] next to Download to edit your current formIf your residential status has changed, click Change residential or business status at the bottom of the page, then click Fill in form Complete the updated form and click Send Form A new form is created with an updated submission date. The previous form is replaced. ⚠️ Each time you submit a new form, a new form with a new date is created. This is expected behavior. It is not an error. ———————————————————————————————————————— Fix a manually uploaded form If you previously uploaded a tax form manually (rather than completing it on the platform), it may display an invalid date inside the document. To resolve this: Go to My Payouts → Tax formsClick the ⋯ (three dots) next to the Download buttonSelect EditComplete and resubmit the form through the platform The form is updated with the current date and the notification is resolved. ———————————————————————————————————————— Find your 1099 form Smartcat provides a 1099 form if all of the following apply: You are a US citizen or residentYou received $600 or more from Smartcat Platform Inc. in a given calendar yearYou submitted a W-9 form Go to My Payouts → Tax forms → Year-end formsClick Download 🔍 It can take one month or more after a given calendar year for the 1099 form to be processed and available in your account. Smartcat files your 1099 form with the IRS by the required due date. ———————————————————————————————————————— Requirements and limitations Tax forms are required once your cumulative payments from Smartcat Platform Inc. reach $600 in a calendar yearThe form must be completed through the platform. Manually uploaded forms may display an invalid date and require resubmissionYou cannot use a form prepared outside Smartcat in place of the in-platform form. Smartcat requires submission via the online form for data security and processing accuracyOnce submitted, no further action is required unless you receive a new notification ———————————————————————————————————————— Form submission tips W-9 tips Read all infotips in the form before completing itIf your address is not recognized correctly, click Manually enter full address and enter the correct information W-8BEN tips Read all infotips in the form before completing itTax ID type: Provide the official tax ID issued to you by your country. Select Not legally required only if your country has no tax identification number system W-8BEN-E tips Read all infotips in the form before completing itTax ID type: Provide the tax ID (US taxpayer identification number, GIIN, or foreign tax ID) issued to your company by your countrySelect Not legally required only if your country has no tax identification number systemCompleting Chapter 4 status is compulsory. Common statuses are Active NFFE or Passive NFFE (Non-Financial Foreign Entities)If you select Active NFFE, check the relevant I certify that boxIf you select Passive NFFE, check the box certifying the entity is a foreign non-financial institution, and then check the box confirming either that it has no substantial US owners, or that you have provided the name, address, and TIN of each substantial US owner ———————————————————————————————————————— FAQs I am not a US citizen or resident. Why do I still need to submit a form? Smartcat is a US legal entity and must report payments to the IRS regardless of where the recipient lives. A W-8BEN or W-8BEN-E form confirms that you are not subject to US tax deductions. Submitting it does not create any US tax liability for you. I already have an IRS form prepared outside Smartcat. Can I attach it instead? No. You must complete and submit the form through the platform. Smartcat requires in-platform submission to ensure data security and accurate processing. I didn't work with Smartcat in the relevant calendar year but still received a request. Why? Only the date of payment is used to determine whether a form is required, not the date the work was completed. If you completed work in a previous year but were paid in the current year, Smartcat is still required to request a form. I haven't received a request and there is no Tax forms tab in my account. What should I do? You are not required to submit a form until you meet the threshold. Smartcat tracks your payments automatically. Once a form is required, you will receive a notification and the Tax forms tab will appear in your account. How does Smartcat keep my personal data safe? All forms are processed through Nextforms, Smartcat's provider. Data is transferred via an encrypted connection and stored securely. Nextforms performs quarterly security reviews using OWASP Top 10 principles. I submitted a form and now want to change it. Will a new form be created? Yes. Submitting a new form creates a new record with a new submission date. This is expected and the previous form is replaced.