How to schedule a common session

This article will explain how to create and edit a common session and assign proctors to it.
It is possible to schedule a common session on the specific location that will be created for all tests in the application.

Creating common session

To create a common session, navigate to the “Test” in the main menu and click on the “Testing locations”.If you want to create a new testing location, please check this article “How to create a new testing location“.

Common sessions can be created in two ways:
1. One-by-one manually
2. Trought the excel file

Creating a common session manually

To create a common session:
1. Choose desired testing location.
2. Click on the “Create a common testing session” icon.

The new pop-up window will show up, where you should :

1. Enter the session name.
2. Enter the additional instructions.
3. Enter the start date.
4. Enter the end date.
5. Enter the booking deadline – Define until the candidates can book the test.
6. Enter the cancelation deadline – Define until the candidates can cancel the test.
7. Set the capacity – Define the number of candidates that can be in the testing session. 
8. Click on the “Save” button to create a session.

9. Click on the “Cancel” button to cancel the action.

 

Creating a common session through Excel file

To upload a common session, you should click on the load common sessions button.

The pop-up window “Load common sessions” will appear, after which you need to follow the steps below:

  1. Download and then read detailed instructions on filling in the template by clicking on the hyperlinked word “here“.
  2. Click the “Excel template” link to download an Excel file you should fill in.

To fulfill and save the Excel template, follow the next steps:

  1. Fill the template – only four fields are obligatory: “Session Name”, “Location ID” (Location ID can be found in the first column in list of all locations), “Available from” and “Available to” but we recommend filling in the “External ID” as well.
  2. Save the file.

Go back to the application and:

  1. Click on the “Select file” button and choose the file.
  2. Click the “Upload” button.

Editing common session

To access and preview a common session:
1. Choose desired testing location.
2. Click on the “Calendar” icon.

A new table will appear below and you can preview the testing schedule for the desired location by months, weeks, and days.

To edit common session:
1. Click on the “List” button.
2. Then click on “Edit Testing location”.

The new pop-up window will show up, where you should :

  1. Edit the session name.
  2. Edit the additional instructions.
  3. Edit the start date.
  4. Edit the end date.
  5. Edit the booking deadline.
  6. Edit the cancelation deadline.
  7. Edit the capacity.
  8. Click on the “Save” button to create a session.
  9. Click on the “Cancel” button to cancel the action.

Assigning proctors

To assign proctors for a common session, please follow these steps:

  1. Click on the “List” option to see a list of scheduled testing sessions for the chosen location.
  2. Click on the “View assigned proctors” button.

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