Candidate, examiner and role player accounts

In contrast to full system users, candidates, examiners and role players only need to access the exam delivery interfaces, but they must first be created in the system before they can be added to exams. You can read more about the differences between account types accounts here.

Ensure that you do not assign the same password to multiple accounts, as this can cause login issues on exam day.

Creating individual records

Candidate, examiner and role player accounts are created under Settings > Exam Management.

The process for creating candidate, examiner and role player records is exactly the same, but is shown below for candidates. 

• Step 1 of 4

  From Settings > Manage Candidates, select Create new candidate.

  

• Step 2 of 4

  Complete the biographical fields as shown.

  

  The fields in box 1 are standard biographical fields although please observe the following guidance:

  • ID: This is the system identifier and must be unique. We would usually recommend using an organisational unique ID. Perhaps a student ID or registration number.
  • Email address: This also needs to be unique and is the email address to which any system communications (allocations, feedback) will be sent. 
  • Password: This is relevant for the assess for browser application only. You can input any value as the password, but if none is specified then the ID is used by default.

  When creating examiner accounts you will also see the option to assign either the Marshal or Observer roles against the record. Select any that are appropriate.

  The fields shown in box 2 are custom fields created via blueprint dimensions and are entirely optional. These are discussed in the next step.

• Step 3 of 4

  Custom fields created via blueprint dimensions are useful for recording additional pieces of information against an account. They can contain selectable values or accept open-ended text input. In the example below we have fields for Candidate notes and Year group to showcase each type.

  

  • For the Candidate notes (open-ended text entry) field, type in the information you would like to record.
  • For the Year Group (discrete, selectable values) field, click Change to show the available values:

  

  Select the required value(s). Multiple values can be selected if needed.

• Step 4 of 4

  Finally, click Create candidate to save and finish.

  

Bulk record creation

It is also possible to create candidate, examiner and role player records in bulk by spreadsheet import.

• Step 1 of 5

  From Settings > Manage Candidates, select Import / Update / Export > Import new candidates.

  

• Step 2 of 5

  The next screen presents detailed instructions for how to format the file for upload

  

  In the top right there is an option to download an example spreadsheet either with just the core fields or with some example custom fields created as blueprint dimensions. We recommend to download the template file and populate your record into there.  

• Step 3 of 5

  The final spreadsheet ready for upload should look something like the image below.

  

• Step 4 of 5

  Once the spreadsheet is ready for upload click Choose file and select from your computer.

  

  Then Upload file...

• Step 5 of 5

  The next screen offers the opportunity to adjust any field mapping between the spreadsheet and the system fields.

  

  If the column heading matches the system field name in the upload the dropdown will be pre-populated. Otherwise you can change this value to instruct the system into which field to put the data. You can also ask the system to ignore any values by selecting "--ignore column--".

  Click "Confirm" to start upload.

Updating records

Records can be updated either on an individual basis or in bulk.

To edit an individual record select the Edit button next to the record in the Candidate List located in Settings > Manage Candidates.

Edit any of the fields and Save changes to commit.

To edit records in bulk you can first take a download of the existing information under Import / Update / Export > Export Candidates.

Once changes have been made to the data you re-upload the changed records under Import / Update / Export" > "Update candidate information.

The process is exactly the same as that listed under the Bulk record creation section, only you now have the option to overwrite or append category values.

The bulk update process can be really useful for periodic updates for candidate records. For example, as candidate progress through year groups, or similar.