How to Bulk Schedule a Test

About: The bulk scheduling function within the 'Schedule' screen allows users to quickly schedule up to 1000 candidates (3000 when using the 'Multiple Centres' mode) for a test. This article will explain how to bulk schedule candidates.

Single Centre Mode

Step 1: Ensure that the candidates you want to schedule already exist in Surpass, and you have a .csv file containing the reference number for each candidate saved to your computer.

Note: A sample .csv file can be downloaded from the 'Bulk Schedule' window if needed.

Step 2: Go to the 'Schedule' screen and select the 'Bulk Schedule' button. The window will open on the 'Single Centres' tab. This means you can only schedule candidates for tests at one centre. If you require to schedule across multiple centres, select the ‘Multiple Centres’ tab.

Step 3: Use the drop-down menus to select the Centre, Subject, Test and Test Form that you want to schedule. Each menu will update depending on your previous selection.

Step 4: Choose whether you want to deliver different tests to candidates or not.

Note: This option will only be available if you chose 'either' in the delivery options setting in 'Test Creation' and will only apply to tests with dynamic rules.

Step 5: Choose whether or not your test will require invigilation.

Step 6: Use the calendar to select the day (or days) that you want to schedule the test for.

Step 7: Browse for the .csv file on your computer containing the candidate reference numbers.

Step 8: Check the box for 'Register candidates against a subject if they are not associated' if you would like the system to automatically associate candidates with the subject if they are not already associated.

Note: If this setting isn't enabled and any of the candidates are not already associated with the subject, the bulk schedule will fail.

Step 9: Select 'Schedule Test' to complete the process. You will see a confirmation message on-screen and receive a confirmation email.

 

Multiple Centres Mode

Step 1: Ensure that the candidates you want to schedule already exist in Surpass, and you have a .csv file containing all the relevant test information for each candidate saved to your computer. For more information on the required fields see the ‘Bulk Schedule’ Help page.

Step 2: Go to the 'Scheduling' screen and select the 'Bulk Schedule' button. The window will open on the single centres tab. Select the tab ‘Multiple Centres’. If you require to schedule candidates at one centre, select the ‘Single Centre’ tab.

Step 3: Enter a secondary email address if required. The primary email address field will pre-populate with the email of the user logged in. This cannot be amended.

Step 4: Browse your device for a.csv file to upload. You may download the sample file provided for details on required and optional fields. However, ensure you save this as a .csv file for scheduling as it will be downloaded in .xls format.  

Step 5: Select ‘Schedule Test’. An on-screen message will appear to indicate if the bulk schedule was successful or if it failed. The primary email address, and secondary if entered, will receive a report with the scheduling details, including a unique keycode for each candidate.

Note: If bulk scheduling fails, any errors will be listed in the report. You may rectify these errors and upload the file again. Any candidates already scheduled will be ignored.  

 

For more information about bulk scheduling tests, visit the 'Bulk Schedule' help page.




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