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
• Adding tags to a schedule
• Adding assignments to a schedule
• Changing the order of assignments in a schedule
• Adding participants to a schedule
• Editing assignments and participants in a schedule
• Editing the availability period of a schedule
• Enabling proctoring for the assignment(s) in your schedule
• Publishing the results of a schedule
• Adding a review period to 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

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.

Adding assignments to a schedule

When creating a schedule, you need to select the assignments to be included in your schedule.

To add assignments to your 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. In the Delivery lane, click the Select option next to Assignments.
   
   Result: The Select assignments pop-up is opened. You see the list of your assignments in the tab Available assignments.
5. Use the filter and search bar to refine your search and click the icon in front of the assignment(s) you want to add to your schedule. 
   Result: You see that the counter in the Selected tab is augmented with the number of selections you added. 
   
   

   Tip: Click on the Selected assignments tab to verify you have selected the correct assignments.

6. Click OK at the bottom right to close the Select assignments pop-up.
   Result: You return to the Schedule detail page. The number of selected assignment(s) is added to the delivery lane.

   Tip: If you added multiple assignments, click on the Order icon to verify the order of the assignments. 

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. In the Delivery lane, click on the Assignment order icon next in the assignments row.
   
   Result: The Assignment order pop-up appears. The assignments are listed in the order in which they will be shown to the participants. You see the drag icons in front of the assignments. 
   
   

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

5. Drag and drop the assignments in the order you want. 
6. 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 participants to a schedule

Depending on the delivery type, you need to select the participants to be included in your schedule:

• In a schedule on the portal, you can select users and/or groups to be included in your schedule.
• In a schedule with a sign-in code, you can only add users. Working with groups is not supported in schedules with a sign-in code.
• Adding users and/or groups to a schedule is not possible for LTI schedules and schedules with a direct link. Participants are added automatically to the schedule when they click on the link.

To add participants to your 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. In the Delivery lane, click the Select option next to Users or Groups.
   Result: The Select pop-up is opened.
5. Open the tab Available users or Available groups. 
6. Use the filter and search bar to refine your search and click the icon in front of the users or groups you want to add to your schedule. 
   Result: You see that the counter in the Selected tab is augmented with the number of selections you added. 
   

   Tip: Click on the Selected tab to verify you have selected the correct users or groups.

7. Click OK at the bottom right to close the Select pop-up.
   Result: You return to the Schedule detail page. 
8. Click Save in the top right corner.

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 a schedule 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. Open the dropdown of the selected assignments, users or groups and select Edit selection.
   Result: The Select pop-up appears. You see the list of the selected assignments, users or groups in the Selected tab.
3. f you want to remove assignments, users or groups, click the  icon in front of the assignment, user or group you want to delete.
   Result: The assignment, user or group is removed from the schedule. The changes are automatically saved. 
4. If you want to add assignments, users or groups:
   • Open the first tab with the available assignments, users or groups.
   • Add the assignment or participants you need. For more information, see Adding assignments to a schedule or Adding participants to a schedule. 
   Result: The assignment, user or group is added to the schedule. The changes are automatically saved. 

Procedure for upcoming or live schedules

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

1. Open your upcoming or live schedule.
2. Click in the right top corner.
3. Follow the procedure as described for draft schedules, see above. 
4. Click Save in the top right corner. 
   Result: A confirmation pup-up appears. 
5. Optionally enter a comment.
6. Click Save to confirm your changes. 
   Result: The assignment(s), group(s) or users are removed from or added to the schedule.

Editing the availability period of a schedule

The availability period 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. In the Delivery lane, 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. Open your upcoming schedule.
2. Click in the top right corner.
3. In the Delivery lane, 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. In the Delivery lane, 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.

Enabling proctoring for the assignment(s) in a schedule

Note: This feature will become available in assessmentQ 2025.03.

As a scheduler, you can enable Proctoring at the level of your schedule. When this setting is enabled, proctoring will be activated automatically as soon as the participant starts the assignment(s) that are in your schedule. 

To enable proctoring for the assignment(s) in your schedule, proceed as follows:

1. Open your schedule.
2. In the Delivery lane, select Proctoring. 
   
   Result: When the participants start their assignment, proctoring will be applied. More information.  

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 information.

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.

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 Review lane of the schedule.
5. Select the Set review period for all participants 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. 

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.