How to assign schedule to one or more batches?

Modified on Sat, 6 May, 2023 at 2:23 PM

How to assign an exam schedule to one or more batches

For: institute admins and exam administrators

Batches group candidates so you can assign an exam schedule to all of them in one step.

Before you start

The exam exists under Exam Management → Exam Creation. See How to create and manage exams.
The batch exists under Candidates → Batch and has candidates in it (Candidates → Candidates Data).
You have enough exam credits for the number of candidates.

Step 1: Create the schedule

Go to Exam Management → Exam Scheduler and click New.
Select the Exam name and Schedule Time Zone.
Set the Schedule Start Date & Time and Schedule Expire Date & Time. The window can be at most 30 days. For Fixed Schedule exams the expiry is filled automatically.
Optionally set Allowed Late Entry Time (In Mins).
For proctored exams, set the identity verification options and Authentication Time (default 15 minutes).
Save the schedule.

See Exam schedule rules.

Step 2: Assign the schedule to a batch

Go to Candidates → Assign To Exam.
Pick a From/To date range and click Go, then select the Exam and Schedule Date Time.
Open Actions → Assign By Batch.
Select the batch. The dialog shows how many candidates will be assigned from it.
Confirm. Repeat for each additional batch.

The page shows Total Candidates, Assigned Candidate(s) and Remaining Candidates. Filter by Exam Assigned? and Exam Started? to check progress.

Step 3: Inform candidates

On the same page, use Actions → EmailToAll to email every assigned candidate of the selected schedule, or tick candidates and use Email. See Sending exam schedules to candidates.

Change or remove

Change the timing: go to Exam Management → Exam Scheduler, find the schedule and click Edit.
Remove candidates: in Assign To Exam, tick them and choose Actions → Remove. Candidates who have already started cannot be removed.
Deactivate a schedule: in Exam Scheduler, select it and choose Actions → Deactivate.

Common messages

Message	Meaning
No Active Schedule Found For The Selected Exam	Create a schedule first (Step 1).
Candidate(s) under this batch are already assigned to selected Exam and Schedule.	Nothing to do; the batch is already assigned.
You cannot assign candidate(s) for the selected schedule because the schedule has expired.	Create a new schedule.
You Do Not Have Sufficient Exam Credits To Complete This Assignment	Recharge exam credits or assign fewer candidates.