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Advanced schedules with a sign-in code

Updated over 2 weeks ago

Advanced versus standard schedules with a sign-in code

As a scheduler, you can choose to deliver your assignments to your participants via schedules with sign-in codes.

You can choose to work with standard sign-in schedules or advanced sign-in schedules:

  • In a standard sign-in schedule, you define the assignment(s), participants, availability period, and optionally the review period and all participants take the same assignments in the same availability period and in the same (optional) review period.

  • In an advanced sign-in schedule, you can customize the delivery and review settings for each participant in your schedule. For example, within the same schedule, you can assign different assignments and/or availability periods to the participants and optionally set different review periods for the participants.
    Customizing the delivery and/or review settings in your schedule is done by means of slots, see Delivery and review slots below.

Notes:

  • You can switch from a standard sign-in schedule to an advanced sign-in schedule and vice versa at any time, even if your schedule is already live. More information.

  • Advanced scheduling with a sign-in code is also fully supported in the assessmentQ API. A detailed overview of the available API calls can be retrieved from the online API documentation that you can find by browsing to your API Endpoint URL. For more information, see Using the assessmentQ API.

In this document, you will find all the information specific to advanced schedules with a sign-in code. For more information about the standard schedules with a sign-in code, see Schedules with a sign-in code.

Delivery and review slots

In an advanced sign-in schedule, you can customise the delivery and/or review settings using slots:
for each participant, you create one or more delivery and/or review slots.

  • Advanced delivery slots

You use the advanced delivery if you want to customise the assignment and/or the availability period for the participants. For each slot in the schedule, you can define different delivery settings, i.e. the assignment, participant, and availability period.

In the example below, all participants take the same assignments, but the availability period is set differently for each assignment.

  • Advanced review slots

You use the advanced review if you want to customise the review period for the participants.
For each slot in your schedule, you can define a different review period.

In the example below, a different review period is set per assignment.

Sign-in codes, slots, and sessions

When you publish an advanced schedule, sign-in codes are created for the participants in your schedule. Each participant has one individual sign-in code.

Using this sign-in code, the participants gain access to the homepage of their schedule. On the homepage, they see the slots you have added for them:

  • Each slot contains one assignment.

  • For each slot, the availability period is shown (mandatory), and optionally, a review period is shown (if any).

Participants can only start the assignment within the availability period. When they start an assignment, their session is opened in the assessmentQ player.

Note: As the scheduler, you can see for which slots in your schedule sessions have already been started. For more information, see Viewing and filtering slots in an advanced schedule.

Use cases for advanced scheduling

Here are a few examples of use cases for advanced scheduling:

Advanced delivery, no review

All participants take the same assignment, but at different moments:

Advanced delivery

No review

Slot 1

Participant A

Assignment X

Availability period 1

-

Slot 2

Participant B

Assignment X

Availability period 2

-

Slot 3

Participant C

Assignment X

Availability period 3

-

All participants take a different assignment, but at the same moment:

Advanced delivery

No review

Slot 1

Participant A

Assignment X

Availability period 1

-

Slot 2

Participant B

Assignment Y

Availability period 1

-

Slot 3

Participant C

Assignment Z

Availability period 1

-

Standard delivery, advanced review

All participants take the same assignment at the same time, but the review period is set for some participants only.

In this case, you use a standard sign-in schedule where all participants take the same assignment(s) within the same availability period in combination with advanced review where only some participants can review their assignment(s).

Standard delivery

Advanced review

Slot 1

Participant A

Assignment X

Availability period 1

-

Slot 2

Participant B

Assignment X

Availability period 1

Review period 1

Slot 3

Participant C

Assignment X

Availability period 1

Review period 2

Creating an advanced schedule with sign-in codes

Proceed as follows to create an advanced schedule with sign-in codes:

  1. Go to Scheduling > Schedules.
    ​Result: You see the list of your schedules.

  2. Click on + Add at the top right and select the delivery type With a sign-in code.
    ​Result: You see your schedule overview page.

  3. Add the title of your schedule in the breadcrumb trail. Note that this title will be visible to the participants.

  4. Optionally, add one or more tags to your schedule in the properties pane on the right. More information.

    Note: As a scheduler, you can use the tags to filter your schedules in your schedule overview.

  5. Define the delivery settings:

    • Select the Advanced option in the top right corner of the Delivery lane to switch to the advanced mode.


      ​Result: You now see a summary of the delivery lane. At this stage, the values are still empty.

    • Click Manage delivery slots.
      ​Result: You see the overview of the delivery slots in your schedule. At this stage, there are no delivery slots yet.

    • Add the delivery slots. For more information, see Adding delivery slots below.

  6. Optionally, make the results available. More information.

  7. Optionally, define the review period. You can either:

  8. Click on Publish in the top right corner to publish your schedule.
    ​Result: The schedule detail page is shown. Sign-in codes are created for the participants in the schedule. You can now export the codes and distribute them to your participants. More information.

Viewing and filtering slots in an advanced schedule

To view the slots in a sign-in schedule, proceed as follows:

  1. Go to Scheduling > Schedules.
    ​Result: You see the list of your schedules.

  2. Open the sign-in schedule of your choice.
    ​Result: You see the schedule overview page.

  3. If you want to view:

    • the delivery slots in your schedule, click View delivery slots in the Delivery lane.
      If your schedule is still in draft mode, click Manage delivery slots in the Delivery lane.

    • the review slots in your schedule, click View review slots in the Review lane.
      If your schedule is still in draft mode, click Manage review slots in the Review lane.

    Result: You see the overview of the slots in your schedule.

    Tips:

    • If you want to customise the table columns on the overview page, click on the table icon in the upper right corner and (de)select the columns of your choice.

    • You see a clock icon in front of the delivery slots for which no session has started. You see a started session icon in front of delivery slots that contain at least 1 session.

Managing delivery slots

To manage delivery slots, proceed as follows:

  1. Go to Scheduling > Schedules.
    ​Result: You see the list of your schedules.

  2. Open the sign-in schedule of your choice.
    ​Result: You see the schedule overview page.

  3. If your schedule is still in draft mode, proceed directly with the next step.
    Else, click the Edit button in the top right corner first to be able to manage the delivery slots.

  4. Click Manage delivery slots in the Delivery lane.

    Note: If you do not see the button Manage delivery slots, you first need to activate the Advanced mode in the top right corner of the Delivery lane.

    Result: You see the overview of all the delivery slots in your schedule. For more information, see Viewing and filtering slots in an advanced schedule.

  5. You can now:

    Result: If you are working in a draft schedule, you changes are automatically saved. If you are editing a published schedule, you need to click Save to leave the edit mode.

Adding delivery slots

To add delivery slots to your schedule, proceed as follows:

  1. Go to Scheduling > Schedules.
    ​Result: You see the list of your schedules.

  2. Edit the sign-in schedule of your choice and click Manage delivery slots in the Delivery lane. For more information, see Managing delivery slots.
    ​Result: You see the overview of the delivery slots in your schedule.

  3. Click Add delivery slots at the top.
    ​Result: The Add delivery slots pop-up is opened full-screen.

  4. In the Add delivery slots pop-up:

    1. Select the assignment(s) of your choice.

    2. Select the participants who need to take these assignments.

    3. Set the availability period for these slots.

    4. Click Add delivery slots at the bottom.
      ​Result: You return the overview of the delivery slots in your schedule. Your newly created delivery slots are now included in the overview.

  5. Repeat step 4 until you have added all the slots you need.

  6. Click the Back icon to return to the delivery lane.


    ​Result: You see the summary of the delivery lane has been updated with your newly added slots.

Editing the availability period of delivery slots

To edit the availability period of delivery slots, proceed as follows:

  1. Go to Scheduling > Schedules.
    ​Result: You see the list of your schedules.

  2. Edit the sign-in schedule of your choice and click Manage delivery slots in the Delivery lane. For more information, see Managing delivery slots.
    ​Result: You see the overview of the delivery slots in your schedule.

  3. Search or filter the delivery slot(s) for which you want to edit the availability period.
    ​Result: The delivery slots that correspond to your search criteria are listed.

  4. If you want to edit the availability period of:

    • one delivery slot, click on the three dots at the right of the delivery slot and select Edit availability period.

    • multiple delivery slots, select the delivery slots of your choice and click the Edit availability icon at the bottom of the page.

  5. Define the required availability in the Edit availability pop-up.

  6. Click Save.
    ​Result: If you are working in a draft schedule, you changes are automatically saved. If you are editing a published schedule, you need to click Save to leave the edit mode.

Deleting delivery slots

As a scheduler, you can delete delivery slots from your schedule.

To delete delivery slots, proceed as follows:

  1. Go to Scheduling > Schedules.
    ​Result: You see the list of your schedules.

  2. Edit the sign-in schedule of your choice and click Manage delivery slots in the Delivery lane. For more information, see Managing delivery slots.
    ​Result: You see the overview of the delivery slots in your schedule.

  3. Search or filter the delivery slot(s) you want to delete.
    ​Result: The delivery slots that correspond to your search criteria are listed.

  4. If you want to delete:

    • one delivery slot, click on the three dots at the right of the delivery slot and select Delete.

    • multiple delivery slots, select the delivery slots of your choice and click the Delete icon at the bottom of the page.

    Notes:

    • The Delete option is only available for delivery slots for which no session has been started.

    • Delivery slots that are deleted, cannot be restored. Participants trying to use a sign-in code for which all delivery slots have been deleted, will see a message that the code is incorrect or has expired.

  5. Click Yes to confirm.
    ​Result: If you are working in a draft schedule, your changes are automatically saved. If you are editing a published schedule, you need to click Save to leave the edit mode.

Managing review slots

To manage review slots, proceed as follows:

  1. Go to Scheduling > Schedules.
    ​Result: You see the list of your schedules.

  2. Open the sign-in schedule of your choice.
    ​Result: You see the schedule overview page.

  3. If your schedule is still in draft mode, proceed directly with the next step.
    Else, click the Edit button in the top right corner first to be able to manage the review slots.

  4. Click Manage review slots in the Review lane.

    Note: If you do not see the button Manage review slots, you first need to activate the advanced mode in the Review lane. For more information, see Switching from standard to advanced scheduling.

    Result: You see the overview of all the delivery slots in your schedule. For more information, see Viewing and filtering slots in an advanced schedule.

  5. You can now:

    Result: If you are working in a draft schedule, you changes are automatically saved. If you are editing a published schedule, you need to click Save to leave the edit mode.

Setting the review period for delivery slots

To set the review period for delivery slots, proceed as follows:

  1. Go to Scheduling > Schedules.
    ​Result: You see the list of your schedules.

  2. Edit the sign-in schedule of your choice and click Manage review slots in the Review lane. For more information, see Managing review slots.
    ​Result: The Advanced review page is opened. You see the overview of the delivery slots in your schedule.

  3. Search or filter the delivery slot(s) from which you want to set the review slots.
    ​Result: The slots that correspond to your search criteria are listed.

  4. If you want to set the review for:

    • one delivery slot, click on the three dots at the right of the delivery slot and select Set review period.

    • multiple delivery slots, select the delivery slots of your choice and click the Set review period icon at the bottom of the page.

  5. Define the required review period in the Set review period pop-up.

  6. Click Save.
    ​Result: If you are working in a draft schedule, you changes are automatically saved. If you are editing a published schedule, you need to click Save to leave the edit mode.

Clearing the review period from delivery slots

To clear the review period from delivery slots, proceed as follows:

  1. Go to Scheduling > Schedules.
    ​Result: You see the list of your schedules.

  2. Edit the sign-in schedule of your choice and click Manage review slots in the Review lane. For more information, see Managing review slots.
    ​Result: The Advanced review page is opened. You see the overview of the delivery slots in your schedule.

  3. Search or filter the delivery slot(s) from which you want to clear the review slots.
    ​Result: The slots that correspond to your search criteria are listed.

  4. If you want to clear the review from:

    • one delivery slot, click on the three dots at the right of the delivery slot and select Clear review period.

    • multiple delivery slots, select the delivery slots of your choice and click the Clear review period icon at the bottom of the page.

  5. Click Yes to confirm.
    ​Result: If you are working in a draft schedule, you changes are automatically saved. If you are editing a published schedule, you need to click Save to leave the edit mode.

Switching from standard to advanced scheduling

You can switch from a standard sign-in schedule to an advanced sign-in schedule at any time, even if your schedule is already live.

For example, you have created a (standard) schedule with sign-in codes, but you would like to add one participant who needs to take a different exam. In this case, you can activate the advanced delivery and add one slot for this participant.

To activate the advanced mode for a schedule with sign-in code, proceed as follows:

  1. Open the sign-in schedule of your choice.
    ​Result: You see the schedule overview page. By default, the Delivery lane is opened.

  2. If your schedule is still in draft mode, proceed directly with the next step.
    Else, click the Edit button in the top right corner first to be able to activate the advanced mode.

  3. If you want to activate the advanced mode for the delivery settings, select the Advanced option in the top right corner of the Delivery lane.
    ​Result: You now see a summary of the delivery lane listing the number of assignments, participants and delivery slots in your schedule, and the availability period of your schedule. You can now manage the delivery slots in your schedule, see Managing delivery slots.

  4. If you want to activate the advanced mode for the review settings:

    • Open the Review lane.

    • Select the Advanced option in the top right corner of the Review lane.
      ​Result: You now see a summary of the review lane listing the number of review slots in your schedule, and the first and last review date. You can now manage the review slots in your schedule, see Managing review slots.

Switching from advanced back to standard scheduling

You can switch an advanced sign-in schedule back to a standard sign-in schedule at any time, even when your schedule is already live.

Note: When you turn off the advanced delivery and/or review mode, all assignments in your schedule will be scheduled for all participants. The availability period will be set based on the first available and the last available delivery or review moment in your schedule.

To deactivate the advanced mode for a schedule with sign-in code, proceed as follows:

  1. Open the sign-in schedule of your choice.
    ​Result: You see the schedule overview page. By default, the Delivery lane is opened.

  2. If your schedule is still in draft mode, proceed directly with the next step.
    Else, click the Edit button in the top right corner first to be able to deactivate the advanced mode.

  3. If you want to deactivate the advanced mode for the delivery settings, deselect the Advanced option in the top right corner of the Delivery lane.
    ​Result: You see a confirmation message.

  4. If you want to deactivate the advanced mode for the review settings:

    • Open the Review lane.

    • Deselect the Advanced option in the top right corner of the Review lane.
      ​Result: You see a confirmation message.

  5. Click Yes to confirm.
    ​Result: You return to the standard view of the delivery or review lane. In the delivery lane, all assignments in your schedule will be scheduled for all participants. The availability period will be set based on the first available and the last available delivery moment in your schedule. In the review lane, all review are scheduled for all participants for the same review period based on the first available and the last available review moment in your schedule.

Limitations of advanced scheduling

When using advanced scheduling, please note the following limitations:

  • Advanced scheduling is available for sign-in schedules only. Advanced scheduling is not supported for the other schedule types (portal, LTI, direct link).

  • You can add a maximum of 10.000 slots in an advanced schedule.

  • The option to take assignments one by one in a predefined order is not compatible with advanced delivery.

  • Advanced scheduling is available for the delivery settings and the review settings. Advanced scheduling is not supported for the results settings.

  • You can only edit the availability period of a delivery slot. It is not possible to edit the assignment and/or the participant in a delivery slot. If you want to change the assignment and/or participant, you need to add a new delivery slot and delete the original delivery slot.

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