Help & Guide

Your first exam series

Build one exam series at a time. Start with the information everyone shares, then add candidates, rooms and the documents your school needs.

Where to go Sidebar → New Profile

1. 1

   Create a clearly named profile

   Choose New Profile and use a name such as “Example School - Summer 2027”. Check Current Profile before entering any data.

2. 2

   Build in order

   Complete Settings, then follow Data Center: Configuration, People & Staff, Candidates, and Logistics. Add the exam catalog before selecting papers for candidates.

3. 3

   Check a small sample first

   Add a few candidates, including one with extra time. Run Full Analysis, check a student timetable, and preview a register and seating plan before adding the whole year group.

A practical first-session route

• Profile and school settings
• Exam catalog and master dates
• Staff and candidate information
• Rooms, seats and access arrangements
• Analysis and a checked sample pack
• Save a backup, then prepare the full series

Profiles, saving and recovery

A profile contains one exam series. The browser working copy, a downloaded backup and a cloud copy serve different purposes.

Where to go Sidebar save controls · Settings → Profiles & Backups

1. 1

   Save while you work

   Use the page’s Save button where one is shown. Save Locally downloads a profile backup to your computer; keep it in your school’s approved storage.

2. 2

   Save to the cloud when available

   Choose Save to Cloud and wait for confirmation. On another computer, open Cloud Profiles, refresh the list and explicitly open the required copy.

3. 3

   Recover carefully

   Use Profiles & Backups to download, duplicate or rename a profile, create a snapshot, or inspect recovery options. Read the destination and replacement confirmation before importing or restoring.

Which save do I need?

Set up your school

Set your school identity and the defaults that shape schedules and printouts. The school badge and The Exam Factory branding have different roles.

Where to go Settings

1. 1

   Add your school identity

   Open Branding, enter School Name, upload the school logo and choose Save Branding. Enter the correct Centre Numbers for the boards you use.

2. 2

   Check planning and print defaults

   In General Settings, review date/time display, periods, the minimum gap between papers, seating order and output-safety choices. Save General Settings.

3. 3

   Choose a comfortable appearance

   Appearance offers Light, Dark or System. Review Exam Boards and Access Arrangements for the labels and colours your school needs. Key-time requirements are set on Key Time Supervision.

Where to make the change

Build and import your data

Data Center holds shared reference and scheduling information. Candidate Profiles owns students, their entries and their access arrangements.

Where to go Data Center

1. 1

   Start with the Exam Catalog

   Add a consistent paper name, exam board and, where required, exam code. These identities connect candidate entries to the dated master timetable.

2. 2

   Use the matching template

   Choose Template on the relevant card. Keep column headings unchanged. Back up the profile, upload the completed file, and read any validation messages.

3. 3

   Check imported rows

   Open Edit and spot-check a short paper, a long name and a date. Complete People & Staff, Candidates and Logistics, then run Analysis.

If an import is rejected

• Use the current template, not a workbook from another data card.
• Keep dates and times in one consistent format.
• Check required columns and the row numbers in the error message.
• For coded boards, compare the full paper code, including the component.
• Correct the source file and import again; do not conceal the problem by renaming unrelated papers.

Candidates, entries and resits

Choose the papers each candidate will sit. Same-year resits use the original paper identity with a separate sitting and date.

Where to go Candidates

1. 1

   Add or select the candidate

   Choose New Candidate or select a name. Check the candidate number and board, select their exams, and set their normal rooms.

2. 2

   Choose the sitting for each paper

   Use Main, Main + resit or Resit only in the per-exam table. “Also taking a same-year resit” applies Main + resit to the selected papers; individual rows can then be adjusted.

3. 3

   Set exceptions and save

   Use Resit room (optional) for a different later room; Use normal room inherits the usual room. Save the candidate, then add the matching resit dates in Data Center.

Choose the right sitting

Record access arrangements

Record the arrangements your school has agreed for each candidate, then check how they appear in schedules and room documents.

Where to go Candidates → Access arrangements

1. 1

   Set candidate defaults

   In the candidate profile, use ALL: Extra time % and ALL: Access needs for arrangements that apply across their selected papers.

2. 2

   Adjust individual papers

   Use Per-exam overrides for an exception. Check Extra %, Notes and Normal room. Save the candidate after changing defaults or overrides.

3. 3

   Check the resulting finish time

   Generate a timetable and check the effective duration, then inspect the register and seating plan. Use the printed colour key and labels together.

Add staff and teaching subjects

Give each member of staff a clear identity and link them to the subjects they teach. Scheduling uses their staff code.

Where to go Staff Profiles

1. 1

   Create or select a person

   Choose New staff, enter their name and unique staff code, then save. The code locks after creation.

2. 2

   Add teaching subjects

   Move papers from Available exams into Teaching subjects. A Subject Group can add a useful bundle, which you can then adjust for that person.

3. 3

   Connect scheduling information

   Use Data Center → People & Staff for staff-timetable weeks and Subject Groups. Check staff codes match, then review the Daily Scheduler and Staff Schedules.

Set main and resit dates

The master timetable gives each paper its date, start time and duration. Keep the paper identity consistent with the catalog and candidate entries.

Where to go Data Center → Logistics

1. 1

   Enter main dates

   Choose Edit main dates. Enter one dated row for each main paper with its board, code/name, start time and duration.

2. 2

   Enter resit dates separately

   Choose Manage resit dates. Reuse the original paper identity; candidates assigned to Resit use these later dates.

3. 3

   Check the key-time session

   Where key times apply, select AM or PM beside Start Time. A PM paper moved into the morning can keep PM. Save the editor, rerun Analysis and preview a candidate.

Rooms, desks and seating

Model the room’s physical layout, then place candidates into usable desks. Keep-clear gaps represent positions where a desk must not be used.

Where to go Data Center → Logistics · Seating Plan

1. 1

   Create the room layout

   In Rooms & Seating, define rows and columns. Use Edit room shape to mark aisles or obstructions as keep-clear gaps, then finish and save.

2. 2

   Assign and review seats

   Use the room editor to place candidates. Drag a seated candidate to move them, or onto an occupied desk to swap. Keyboard/touch users can select the candidate, then the destination. Choose Save Changes.

3. 3

   Preview the actual session

   In Seating Plan, choose date, session and room, Load Exams, then Generate. Check the candidate names, numbers, board colours and arrangements against the room.

Check a student timetable

Use the screen preview to check one candidate before distributing their final PDF.

Where to go Timetables

1. 1

   Find the candidate

   Type a name or candidate number, choose the result, and select Main, Resit or Both. Main is the default.

2. 2

   Generate and inspect

   Choose Generate Timetable. Check the paper, date, time, effective duration, room and seat. Both adds the Sitting column.

3. 3

   Read the notes, then export

   Shifted marks a calculated timetable adjustment. The Supervision column gives exact holds or supervised breaks when key times apply. Use Printing Centre → Student Timetables for downloads.

Review and adjust the timeline

See papers across the day, then make deliberate start-time adjustments in five-minute steps.

Where to go Session Timeline

1. 1

   Load the day

   Choose the date and load the timeline. Read the paper labels and board colours before moving anything.

2. 2

   Move a paper deliberately

   Drag its bar left or right to adjust its start. The change remains a draft until you choose Save Changes.

3. 3

   Verify the consequences

   Save Changes to update the master timetable. Recheck Analysis, affected student timetables, rooms and staff periods, then regenerate any distributed documents.

Prepare an exam register

Use a clear list of candidates for attendance and exam checks. Board colours help distinguish papers without colouring every line.

Where to go Registers · Printing Centre → Exam Registers

1. 1

   Choose the register scope

   Select the date and relevant options on Registers, then generate the preview. Check the board key and the paper/room headings.

2. 2

   Check the list

   Compare candidate numbers and names with your entries. Review extra time, access notes and seating information, especially where several papers share a room.

3. 3

   Download the working copy

   Use Printing Centre → Exam Registers for the required output. Preview all pages and use the attendance columns for the school’s exam-day checks.

Plan the room and staff day

Review the day room by room and make staff coverage explicit for each period.

Where to go Daily Scheduler · Staff Schedules

1. 1

   Load the date and room

   In Daily Scheduler, select the date and room, then Load Day. The listed finish includes extra time where candidates in that room need it.

2. 2

   Review period assignments

   Enter staff codes for the required periods; use commas for several staff. Review imported assignments and any floating invigilator settings. Choose Save Assignments.

3. 3

   Check staff and room outputs

   Open Staff Schedules to inspect each person’s duties. Download the room schedule or combined daily pack and check the latest finish is covered.

Use key times, or switch them off

Key times are optional and belong to the active profile. Use only the AM/PM requirements appropriate to that exam series.

Where to go Key Time Supervision

1. 1

   Choose whether they apply

   Untick Use key times for this profile to remove key-time requirements. Leave AM or PM blank to disable just that session. The checkbox preserves entered times when switched off.

2. 2

   Set and analyse when enabled

   Enter the supervision room and required times. Changes save locally and clear the previous analysis. Choose Analyze Schedule to generate duties for waits over 15 minutes, then assign and save staff.

3. 3

   Check the documents

   Preview a candidate finishing early and a moved PM paper. Timetables, PDFs and staff schedules use the same setting. Save to Cloud if you need the updated profile online.

Build and download your documents

Choose the document first, then set its scope. The controls stay with that document so you can focus on one output at a time.

Where to go Printing Centre

1. 1

   Choose a document

   Select from the list on the left; on a narrow screen, use the document selector. Set the date, room, student group or board options shown.

2. 2

   Choose the sitting and format

   Session Timetable and Student Timetables have Main / Resit / Both choices. Combined PDF collects selected students in one file; Individual Files (ZIP) gives separate PDFs for distribution.

3. 3

   Preview before distributing

   Open the downloaded file, check its first, middle and final pages, and confirm the scope. Save a backup of the profile used for the final version.

Choose the output

Pack and record exam scripts

Mailing organises physical exam-script dispatch: pending papers, packets, boxes, destinations and sending records.

Where to go Mailing

1. 1

   Review pending papers

   Set packet/box limits and the starting date, then Refresh Pending Exams. Check the expected scripts and the destination for each paper.

2. 2

   Build a box

   Add papers to the current box. Review the script total and capacity. A box uses one destination; check the physical scripts match the selected list.

3. 3

   Record the actual dispatch

   Enter Date Sent and the tracking number, then Complete Box when it has been sent. Use proof-of-sending and expected-list outputs to support your records.

Find and fix planning issues

Analysis brings scheduling and data issues together so you can correct the source before printing.

Where to go Analysis

1. 1

   Run the checks

   Choose Run Full Analysis and read the summary. Start with errors, then review warnings and information.

2. 2

   Correct the underlying record

   Use the finding to identify the candidate, paper, room or staff period. Make the change in its source workspace rather than editing an exported PDF.

3. 3

   Run again and compare

   Rerun Analysis after corrections. Check the affected timetable or room output, then regenerate the final documents.

Set up the exam room screen

Present the papers and timing information the room needs. Configure the display before candidates enter.

Where to go Exam Room Display

1. 1

   Choose the papers

   Filter by date/session or search the master timetable, then select the required exam tiles. Remove papers that do not belong in that room.

2. 2

   Check the controls

   Review the selected papers and durations before Start Selected Exams or Start All Exams. Apply any required extra-time display and use pause/resume controls deliberately.

3. 3

   Present and supervise

   Choose Tiles Fullscreen and check visibility from the room. The actual-start status and countdown should match what the invigilators have announced.

Your exam-day checklist

Use this short route before each exam day and again after any late change.

Where to go Analysis → Printing Centre → exam room

1. 1

   Before printing

   Confirm the date, sitting, rooms, late candidate changes and access arrangements. Run Full Analysis and check staff coverage through the latest finish.

2. 2

   Prepare the folder

   Generate Daily Pack (Combined). Check registers, seating plans, room schedules and the timeline. Keep the arrival-signature column available for staff.

3. 3

   Brief, run and record

   Brief invigilators on changes and any key-time duties. Check room displays before use. Record incidents and script dispatch through your school’s agreed process.

When something does not look right

Most mismatches come from the active profile, the selected sitting or a paper identity that does not match. Start with those checks.

Where to go Check the active profile, then the source record

1. 1

   Protect your current work

   Download a local backup before trying imports or restores. Do not clear browser storage to fix an old-looking page; local profiles may be stored there.

2. 2

   Check scope and identity

   Confirm Current Profile, date, room and Main / Resit / Both. Compare candidate entries with the master paper code/name and sitting.

3. 3

   Refresh and ask for help

   For stale page styling, use Ctrl+F5. For an unresolved issue, use Contact with the page name, steps and expected result. Share a cropped screenshot without unnecessary student data.

Quick fixes