Available for Planner.

Adding candidates' physical location information (building and room) in Inspera Assessment can be useful for organizing tests and is a prerequisite for limiting invigilators to specific rooms. 

This article explains the methods for adding location information to candidates, details how to manually update this data, and outlines how to use a CSV import, including specific limitations.

Understanding location information for candidates

Information about a candidate's physical location can be added to the candidate list for a test. This is particularly useful if candidates are located in different rooms within the same building, or across different buildings. You can choose to use both building and room fields, or just one of them, as neither field is required independently.

Location information can be added through three main methods:

• Via API or External System Integration: For tests created this way, location information can be added to the source data in the external system and automatically updated in Inspera Assessment.
• Manual Update: You can manually add or update location information directly in the candidate list within Inspera Assessment.
• CSV Import: Room and building information can also be included when importing candidates via a CSV file.

Having this information added to candidates is a prerequisite for using the functionality to limit invigilators to specific rooms.

How to add room and building information manually

This method allows Planners to update location data directly in the Monitor module.

1. Open the candidate list in the test.

2. Select the candidate(s) you want to add location information to. 

   

3. In the actions banner that appears choose Location.
4. Add the building name and/or room name in the respective fields.
5. Click Update.
   • Note: The information you add will overwrite any existing locations for the selected candidate(s).
6. To see the building and room information added to the candidates, you may need to open the corresponding columns in the candidate list view.

How to add room and building information via CSV import

You can also include room and building information when importing candidates using a CSV file.

This method applies to SSO (Single Sign-On) candidates only.

• CSV File Format: The CSV file must include the following columns, along with other standard candidate fields:
  • Candidate ID
  • SSO user ID
  • extra time (if applicable)
  • Building name
  • Room name

For more detailed instructions on CSV import formats for candidates, refer to the Candidate setup article.

Limitations for adding location information

Building and room information cannot be added to candidates on tests that are connected to some external systems. If the option to manually add or import this information is missing in the user interface, it indicates that location data is expected to be provided by the external system.