Schedules

In this article

In this article you find the following information:

• Delivery types
• Schedule statuses
• Searching and filtering the schedule overview
• Creating a schedule
• Changing the order of assignments in a schedule
• Adding tags to a schedule
• Editing assignments and participants in a schedule
• Editing the timing of a schedule
• Adding a review period to a schedule
• Publishing the results of a schedule
• Deleting schedules
• Finishing schedules
• Archiving schedules

Delivery types

The module Schedules is a submodule of the Scheduling module. In the module Schedules, you can schedule one or more assignments for your participants. There are different delivery types for schedules:  

• Schedules on the portal
• Schedules with a sign-in code
• Schedules via LTI
• Schedules with a direct link

These delivery types are basically managed in the same way. This document describes the common functionalities.

Schedule statuses

A schedule can have one of the following statuses:

• Draft
  This is the first status of a schedule. It is typically the status where you create and modify your schedule until it has the settings you want to use. In Draft, a schedule can always be edited. It is not available for your participants yet.
• Upcoming
  When a schedule is published, it becomes available to the participants who are added to the schedule. When the start time has not been reached yet, the schedule remains fully editable. 
• Live
  When the start time of a published schedule has been reached, its status becomes Live automatically. It can still be edited except for the start time.
  
• Expired
  When the end time of a schedule has been reached, its status becomes Expired automatically. It can only be edited to a limited extent. 
• Archived
  When a schedule is archived, it is no longer available to the participants. It cannot be edited in the archive. However, as a scheduler, you can restore or duplicate a schedule from within the archive. 

Searching and filtering the schedules overview

As a scheduler, you can search and filter in the schedule overview page, so you can easily find the schedule of your choice. 

Proceed as follows to search for a schedule:

1. Go to Scheduling > Schedules.
   Result: You see your schedule overview page. At the top of the page, you see the search and filter bar.

   Tip: 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. For example, select the column Delivery type to see the delivery type on the schedule overview page. 

2. Fill in the fields you want to search and/or filter on. For example: 
   • Filter by Delivery type to see only portal schedules, schedules with a sign-in code, or LTI schedules. 
   • Enter and select one or more assignments to see all the schedules for these assignments.
   • Enter and select one or more groups or users to see all the schedules for these users.
   • Enter and select one or more sign-in codes to see the schedules with these sign-in codes. 
   • Filter by Schedule status to see only draft, upcoming, live or expired schedules.
   • Filter by Tags to see the schedules with these tags.
   • Filter on Timing to see the schedules that are available within a certain period. 

   Tip: You can combine one or more of these search options to find exactly the schedule you need. 

Creating a schedule

For more information about the creation of the schedule, please refer to the documentation for the corresponding delivery type, see:

• Creating a schedule on the portal
• Creating a schedule with a sign-in code
• Creating a schedule via LTI
• Creating a schedule with a direct link

Changing the order of assignments in a schedule

To change the order of assignments in a schedule, proceed as follows:

1. Go to Scheduling > Schedules.
   Result: You see the list of your schedules. 
2. Search for and/or filter the schedule of your choice. More information.
3. Click on the schedule of your choice and select  in the right top corner.
   Result: The schedule detail page is shown. 
4. Click on Assignments to open the assignments overview. 
5. Click on the Rearrange icon.
   Result: The Drag icons are shown in front of the assignments. 
   
   

   Note: The Rearrange icon is not available in schedules that are live, or in LTI schedules.

6. Drag and drop the assignments in the order you want. 
7. If you want to force the participants to take the assignments in the predefined order, select Assignments must be taken one by one in the predefined order.
   Result: When published, the second assignment in the schedule will only become available when the participant finished the first one.

Adding tags to a schedule

As a scheduler, you can add tags to a schedule.

Tags allow you to add additional information to a schedule. As a scheduler, you see how many and which tags have been applied to your schedules in your schedule overview and you can filter the overview by tag to see all schedules a tag relates to.

Procedure

To add tags to a schedule, proceed as follows:

1. Go to Scheduling > Schedules.
2. Search for and/or filter the schedule of your choice. More information.
3. Click on the schedule of your choice and select  in the right top corner.
4. In the Properties pane at the right, add the tags. There are two possible ways:
   • Reuse existing tags by choosing them in the dropdown menu, or
   • Add new tags by typing text and selecting +Add <tag> as a new value.
5. Click Save in the top right corner.
   Result: The tags are added to your schedule overview. In the case of schedules on the portal, the tags are also shown on the participant's portal.

Editing assignments and participants in a schedule

It is possible that a certain assignment, user, or group must be added to or deleted from a schedule. Take into account that deleting an assignment, user, or group from an assignment can have an impact on the results, depending on the schedule's status: 

• In a Draft schedule, deleting users, groups, or assignments is possible and has no impact on the results.
• In an Upcoming schedule, deleting users, groups, or assignments is possible and has no impact on the results.
• In a Live schedule, deleting users, groups, or assignments is possible but has an impact on the results.
  • When you delete an assignment, the results of the participants who have already completed the assignment will disappear from the schedule report, but will remain available in the assignment report.
  • When you delete a user or group from a schedule, their results will be removed from the schedule report, but will remain available in the assignment report. 
• In an Expired or Archived schedule, you cannot delete users, groups, or assignments anymore. 

Procedure for draft schedules

To delete or add assignments, users or groups in a draft schedule, proceed as follows:

1. Open your draft schedule.
2. If you want to add assignments, users and/or groups:
   • Click on Assignments or Participants. 
   • Click the Add button in the top right corner. 
   • Select your assignment(s), user(s) and/or group(s). 
   • Click Add. 
3. If you want to remove assignments, users and/or groups:
   • Click on Assignments or Participants. 
   • On the right side of the assignment or participant section, select the three dots.
   • Delete the assignment, user or group.
     Result: The assignment, user or group is no longer connected to the schedule.

Result: The changes are automatically saved.

Procedure for upcoming or live schedules

To delete assignments, users or groups from an upcoming or live schedule, proceed as follows:

1. Open your upcoming or live schedule.
2. Click in the right top corner.
3. Click on Assignments or Participants. 
4. On the right side of the assignment or participant, select the three dots.
5. Delete the assignment, user, or group.
6. Save your changes by clicking Save in the right top corner.
   Result: The assignment, user, or group is no longer connected to the schedule.

To add assignments, users or groups to an upcoming or live schedule, proceed as follows:

1. Go to your upcoming or live schedule.
2. Click in the top right corner.
3. If you want to add one or more assignments:
   • Click on Assignments.
   • Click Add in the top right corner of the Assignments section.
   • Select your assignment(s)
   • Click Add.
4. If you want to add Participants:
   • Click on Participants.
   • Click Add group or Add user in the top right corner of the Participants section.
   • Select your group(s) or user(s).
   • If you want to notify the users, check the option Notify user via e-mail.

     Note: This option is only available for schedules on the portal. 

   • Click Add.
5. Save your changes by clicking Save in the top right corner.
   Result: The assignment(s), group(s) or users are added to the schedule. If you checked the option Notify user via e-mail, the newly added users will receive an e-mail saying that the schedule is available for them.

Editing the timing of a schedule

The timing of a schedule can only be changed in schedules with the status Draft, Upcoming, or Live. 

To edit the timing in a draft schedule, proceed as follows:

1. Open your draft schedule.
2. Click on Timing.
3. Edit the start and/or end time. 
   Result: The participant will be able to start the assignment(s) during this period. 

To edit the timing in a upcoming schedule, proceed as follows:

1. Go to your upcoming schedule.
2. Click in the top right corner.
3. Edit the start and/or end time. 
4. Save your changes by clicking Save in the top right corner.
   Result: The participant will be able to start the assignment(s) during this period.

To edit the timing in a live schedule, proceed as follows:

1. Go to your live schedule.
2. Click in the top right corner.
3. Edit the end time. It's not possible to change the start time because it has already passed.
4. Save your changes by clicking Save in the top right corner.
   Result: The participant will be able to start the assignment(s) during this period.

Adding a review period to a schedule

After a participant has taken an assignment and received his score, he may want to review his answers. By defining a review period, you can allow participants to review their answers during this period. It's also possible to show the feedback, solution, and/or correction.

To define a review period, proceed as follows:

1. Go to Scheduling > Schedules.
   Result: You see your schedule overview page.
2. Search for and/or filter the schedule of your choice. More information.
3. Select the schedule of your choice.
4. Open the Timing part of the schedule.
5. Enable the Set review period option.
6. Add the period in which participants may review their answers.
   
   Result: As soon as the start date of the review period is reached and the participants have finished one or more assignments in this schedule, the participants will be able to open their finished assignment(s) in review mode. 

Publishing the results of a schedule

As a scheduler, you can define whether and when the results of the assignment(s) in a schedule are made available to the participants.  

The results can be activated in schedules with the statuses Draft, Upcoming, Live or Finished. It is not possible to activate results in schedules with the status Archived.

Procedure for all schedules except LTI schedules

To publish the results, proceed as follows:

1. Go to Scheduling > Schedules.
2. Click on the schedule of your choice and click  in the top right corner.
3. Click on the Results lane.

   Note: If you don't see the Results lane, it means that the Results portal setting has not been activated for your assessmentQ environment. Please contact your assessmentQ administrator.

4. Select Show the results on the participant's portal. 
5. Choose when the results should be available:
   

   Tip: You can send an e-mail notification to your participants to inform them that their results are available on the portal. Note that this option is only available for schedules on the portal. More info.

6. Click Save in the top right corner.
   Result: The results will become available to the participant as soon as the publication date of the results has been reached and the participant has finished the assignment(s) in the schedule. 

Procedure for LTI schedules

To publish the results of an LTI schedule, proceed as follows:

1. Go to Scheduling > Schedules.
2. Click on the schedule of your choice and click  in the top right corner.
3. Click on the Results lane.

   Note: If you don't see the Results lane, it means that the Results portal setting has not been activated for your assessmentQ environment. Please contact your assessmentQ administrator.

4. Select Send the results back to the LMS. 
5. Choose when the results should be available:
   
   
6. Click Save in the top right corner.

Deleting schedules

As a scheduler, you can delete your schedules provided they have the status Draft or Upcoming.

To delete schedules, proceed as follows: 

1. Go to Scheduling > Schedules.
2. If you want to delete one specific schedule, click on the three dots next to the schedule of your choice and select Delete. 
   Result: You see a confirmation pop-up.
3. If you want to delete multiple schedules at once:
   • Click on the bulk selection icon  in the top right corner.
     Result: You see a checkbox in front of every schedule. 
   • Select the schedules of your choice and click on the Delete icon at the bottom of the page.
     
4. Click Yes to confirm.
   Result: The schedule(s) is (are) permanently removed from the schedules overview. 
   

Finishing schedules

As a scheduler, you can finish schedules. When you finish a schedule, the schedule end date changes to now and the schedule status changes to Expired.

Participants can no longer open assignments from schedules that are expired:

To finish one or more schedules, proceed as follows: 

1. Go to Scheduling > Schedules.
2. If you want to finish one specific schedule, click on the three dots next to the schedule of your choice and select Finish. 
   Result: You see a confirmation pop-up.
3. If you want to finish multiple schedules at once:
   • Click on the bulk selection icon in the top right corner.
     Result: You see a checkbox in front of every schedule. 
   • Select the schedules of your choice and click on the Finish icon at the bottom of the page.
     
     Result: You see a confirmation pop-up.
4. Optionally enter a comment and click Yes.
   Result: The comment (if any) will be listed in the schedule history. The schedule status changes to Expired. The participants will no longer be able to take the assignments in these schedules. 
   

Archiving schedules

As a scheduler, you can clean up the schedules overview by archiving your schedules.

Schedules that are archived are moved to the schedule archive in the backoffice. If required, you can still restore them from the schedule archive. 

Participants have no access to schedules that are archived:

To archive one or more schedules, proceed as follows: 

1. Go to Scheduling > Schedules.
2. If you want to archive one specific schedule, click on the three dots next to the schedule of your choice and select Archive. 
   Result: You see a confirmation pop-up.
3. If you want to archive multiple schedules at once:
   • Click on the bulk selection icon  in the top right corner.
     Result: You see a checkbox in front of every schedule. 
   • Select the schedules of your choice and click on the Archive icon at the bottom of the page.
     
     Result: You see a confirmation pop-up.
4. Optionally enter a comment and click Yes.
   Result: The comment (if any) will be saved in the schedule history. The schedule status changes to Archived and the schedules are moved to the schedule archive. Archived schedules are no longer accessible to participants.