Using Bulk Schedule

In Surpass, the Schedule screen is where test sessions are arranged for particular candidates on a specific date and time. You can use Bulk Schedule to schedule a test session for up to 3,000 candidates dependent on if it is at a Single Centre or Multiple Centres.

This article explains how to use Bulk Schedule to schedule tests with a spreadsheet at a single centre and at multiple centres.

1. Go to the Schedule screen

To view the Schedule screen, go to Test Administration > Schedule.

TIP: For more information about the Schedule screen, read About the Schedule screen.

2. Select Bulk Schedule

To open the Bulk Scheduling dialog, select Bulk Schedule .

3. Choose Single Centre or Multiple Centres

There are two Bulk Schedule modes. Single Centre allows you to schedule up to 1,000 candidates for a single test at one centre. Multiple Centres allows you to schedule up to 3,000 candidates for multiple tests across multiple centres.

Select the relevant tab to reveal the appropriate options for the chosen scheduling mode.

4. Set scheduling options

Scheduling options for Single Centre mode

Select Single Centre to schedule up to 1,000 candidates for a single test at one centre.

Setting	Description
Centre	Determines the centre the test will be sat at.
Subject	Determines the test’s parent subject.
Test	Determines the test the candidates will sit.
Test Form	Determines the test form the candidates will sit.
Deliver different tests to candidates	Delivers different tests to candidates at the point of scheduling. This is only available for tests with dynamic sections. For more information, read Adding rules to a dynamic section. NOTE: Deliver different tests to candidates is available for selection if Either has been selected in the Advanced Settings tab of the Edit Test dialog. For more information, read About test settings.
PIN Code	Displays an automatically generated PIN that will be used to enter the test. This can be edited.
Schedule for invigilate	Sets the test up for invigilation. In the Invigilate screen, you can view and manage current test sessions and control candidates’ access to them. For more information, read Setting up a test for invigilation and About the Invigilate screen. NOTE: Schedule for invigilate is automatically selected if Requires Invigilation has been enabled on the chosen test. For more information, read About test settings.
Scheduled	Choose the date at which the test will be available for candidates. Use the Scheduled date picker to select the relevant day or enter a date in DD/MM/YYYY format. Choose Multiple day test to schedule the test over multiple days. Use the Scheduled date picker to select the start and end dates.
PO Number	Enter the Purchase Order number used as a reference for invoices. NOTE: If Purchase Order Number for Scheduling is enabled in Site Settings, you must populate the PO Number field. For more information, read About Site Settings options.
Candidates	Select Browse to upload a spreadsheet containing candidates’ unique alphanumeric reference numbers.
Register candidates against a Subject if they are not associated	Associates candidates with the subject that contains the test you are scheduling.

Scheduling options for Multiple Centres mode

Select Multiple Centres to schedule up to 3,000 candidates for multiple tests across multiple centres.

Setting	Description
Primary Email Address	Enter the primary email address of the user logged in. You are emailed when the bulk schedule is complete.
Secondary Email Address	Enter the secondary email address of the user logged in. If provided, an email is sent to this email address when the bulk schedule is complete. NOTE: It is optional to provide a secondary email address.
Upload CSV	Uploads a CSV file containing data required for the bulk schedule at multiple centres.

NOTE: If you download the sample file, you must save it to your device as a CSV file before uploading it into Surpass.

5. Fill out spreadsheet

Spreadsheet for Single Centre mode

Select Download Sample CSV in the Single Centre tab to download an example spreadsheet.

Column	Description
Candidate Ref	The candidate’s unique alphanumeric reference number.

Spreadsheet for Multiple Centres mode

Select Download Sample in the Multiple Centres tab to download an example spreadsheet.

Fill in the following details in the spreadsheet.

NOTE: Mandatory fields are marked with an asterisk (*).

Column	Description
Candidate Ref*	The candidate’s unique alphanumeric reference number.
Centre Ref*	The centre’s unique alphanumeric reference number.
Subject Ref*	The subject’s unique alphanumeric reference number.
Test Ref*	The test’s unique alphanumeric reference number.
Test Form Ref	The test form’s unique alphanumeric reference number. NOTE: You can schedule multiple tests at the same centre in the Multiple Centres spreadsheet.
PIN*	The PIN number required for the test session. NOTE: PIN numbers must be alphanumeric, contain six characters, and be in upper case.
Start Date*	The earliest date on which the test can be sat by candidates.
End Date	The latest date on which the test can be sat by candidates.
Start Time	The earliest time the test can be entered by a candidate.
End Time	The latest time the test can be entered by a candidate.
PO Number	Enter the Purchase Order number used as a reference for invoices. NOTE: If Purchase Order Number for Scheduling is enabled in Site Settings, you must populate the PO Number field. For more information, read About Site Settings options.
Schedule for Invigilate	If ‘True’, candidates are required to enter a PIN number before they can enter the test. If ‘False’, candidates do not require a PIN to enter the test.
Randomise Test Forms	If ‘True’, test forms are distributed to candidates in a random order. If ‘False’, tests forms are delivered to candidates in the same order.

6. Upload spreadsheet

In the Single Centre tab, select Browse to search for and upload your spreadsheet.

In the Multiple Centres tab, select Browse to search for and upload your spreadsheet.

7. Schedule test

Select Schedule Test to start the bulk scheduling process.

Surpass performs the scheduling process in the background, allowing you to continue working in the system. You will receive an email when the bulk schedule is complete with a report on the bulk schedule and details on any issues. Reports for tests scheduled using the Multiple Centres mode also include each candidate’s keycode for the relevant test session. Select View Report to download the report to your device.

Select Close to return to the Schedule screen.