Seating plans and invigilation duties

Once a datesheet exists, you can plan each exam day: which rooms are used, where every student sits, and which staff invigilate each room. All of this happens on the Exam Halls screen.

Before you start

• A datesheet must already be created for the exam.
• Your rooms must be set up with a capacity under Classes > Class Rooms. Only active rooms appear on the Exam Halls screen.
• Staff who will invigilate must have staff records.
• You need access to Date Sheet > Exam Halls. If you do not see this option, it may not be included in your plan or your role may not have permission; ask your administrator.

Steps

Seat the students

1. Go to Date Sheet > Exam Halls.
2. Choose the Datesheet, then the Exam Day.
3. In Rooms & Seating, tick the rooms you want to use. Each room shows its building and capacity.
4. Check the line under the rooms. It shows the Capacity selected against the number of students. If there are not enough seats, it warns you; tick another room.
5. Pick the Order: Interleave classes mixes students from different classes so neighbours are not sitting the same paper, while Sequential (roll no) seats them in roll number order.
6. Click Auto-allocate. Each student is given a room and seat.
7. To change one student's place, use Move to room on their row. Use Clear to remove the plan and start again.

Assign invigilators

1. In the Invigilators section, select a room and a member of staff.
2. Choose the role: Chief or Assistant.
3. Click Add. Repeat for each room. The list shows every room, staff member and role for that day.

Print or export

1. Use Chart to print a seating chart for the day, or Roster for a room by room list.
2. Use Seating .xlsx or Roster .xlsx to download a spreadsheet instead.

Good to know

• Plans are made per exam day. Repeat the steps for each day on the datesheet, because the classes sitting can change from day to day.
• Room capacity comes from the room record. If a room holds fewer students during exams than in normal lessons, update its capacity first.
• If you run Auto-allocate again, check the result before printing, as it may change seats you arranged by hand. Making manual moves last avoids redoing them.
• If no invigilators are added, the day shows a note that none are assigned. It is worth checking this before each exam day.

Common questions

Can students see their seat?
The seating chart and roster are printouts for staff and notice boards. Students see the published datesheet in their portal.

Where are roll number slips?
Under Date Sheet > Reports, where you can print slips for a class or an individual student.

For an overview, see Datesheet.