How to Add Exams Rooms/Seat Exam Candidates

Note: All pages shown are subject to having relevant Roles and Permissions.

Access: The minimum permissions required to access the Exam Rooms and Seating Organisation page is found in the Exams Module>Maintenance and Routines of Config>Setup>Roles & Permissions.

Pre Requisites : Prior to seating Candidates ensure you have an Active Exam Season, All Exam Components must have the correct Basedata and Candidates must have entries in the Active Season you are seating.

Exams Officers can use this guide to:

Assign Rooms to Examinations
Seating Organisation
Deactivate Seats in a Room
Seat Candidates
Clone Seating

Assign Rooms to Examinations

From the left Menu go to Config > Examinations > Exam Rooms

Then Click New to open the full list of Rooms.

Choose the required Room you need for an Exam by either typing the Room name in ( in this example 12) or click the blue find icon to open the full list of Rooms.

Choose the Start Date and End Date you need to use the Room for.

Then use the Starting Position and Seating Flow options to define the seating pattern for the selected Room, these settings will then show and can be edited when you seat the Candidates in Seating Organisation.

Note: Make sure the desired Room has a big enough Capacity and enough Available Seats.

Once you are happy with the Room click Create.

Seating Organisation

From the left Menu go to Modules > Examination > Seating Organisation.

This will take you to the Seating Organisation screen, where you will need to use the Filters on the left to find the desired Exam Component if it does not already appear.

Note: Seated Exam Components will be Green.

Use the tick boxes to the left of the Exam Level column to select an individual or multiple Exam Components.

Once selected, click Seat.

Note the Next button as 2 Exams have been selected to be seated.

On the next screen, the list of unseated Candidates will be visible on the left with a Room Selector on the right.

Select the Room you wish to seat the Exam Component in from the dropdown.

There should now be a grid on the right of the screen which represent the available seats from the front of the Room to the back.

Note: There are some editable options at the top of the Room grid as show below, simply click on the required option, in the example below for Room M10 candidate are seated Left to Right, Front to Back, Up and Down and Snaking

Either : Right or Left
Either : Front or Back
Either : Up/Down or Across
Either : Repeat or Snaking
Set Door Location : choose from the dro down
Display Candidate : choose EITHER Candidate Number or Name

You can also choose to Hide the Room Selector or Clear the Room using the Bin icon and Eye icon on the top right of the Room Grid.

Deactivate Seats

Use this process if for example you do not wish to Seat Candidates in certain seats.

Right click on a single Seat in the Room Grid and select Make Seat Inactive.

Or you can click and drag on several Seats in the Room Grid and right click to Make Inactive.

Seat Candidates

To Seat the Candidates this can be done in bulk or select specific Candidates.

From the Candidate Selection Panel click the top left box to Select All. You can then untick specific Candidates if required

Then click anywhere in the Room Grid and select Seat Candidates. in this example the first row as been made inactive.

The Room Grid will now show the Candidate Number and the Exam Component Number

Clone Seating

Use Clone in the example candidates are entered for an exam that has more than one paper on different days or start times and you want to candidates to sit in the same seats for each paper.

You can also use Clone if you want candidates to always have the same seat in their examinations. In the example you first seat the whole year group for a GCSE Maths exam then you can use that seating plan going forward to clone for all the other subjects/exams.

From Modules>Exam>Seating Organisation select the 2 or more exams you wish to be seated the same.

In this example the 3 x Maths GCSE Foundation Papers have been selected.