Do you host and proctor your own exams? LearningBuilder’s new Exam Events feature was built for programs like yours: ones that design, deliver, and oversee their own credential assessments without handing off to a third-party testing vendor.
With this feature, your organization and your exam site partners take full ownership of the exam experience, while LearningBuilder handles the coordination:
- Keep all of your exam scheduling processes in one place.
- Give program administrators, partner proctors, and candidates exactly the access and permissions they need, and nothing more.
- Automatically notify candidates of sitting confirmations, updates, and next steps via email and/or SMS, so proctors and staff aren’t fielding every question manually.
- Automatically advance or hold candidate records based on exam scores, so passing the exam moves the credential process forward without extra staff effort.
Test Outside the Box — Not Your Credential Management System
A high-stakes exam is a crucial component of many credential programs. Some credential exams, however, aren’t well-suited to a typical test center experience. Maybe it’s a hands-on, practical exam. Maybe the test requires a certain diagnostic tool or specialized piece of equipment. Maybe you have established relationships with specific facilities or partner sites. You might even have exceptions, special accommodations, and scheduling complexity that complicates reliance on a third-party system.
For those programs, hosting proctored exams through employers, schools, or other partners is the best fit. But that choice can also come with its own “coordination tax,” aka the time and energy spent on spreadsheets tracking email chains going back and forth about seat availability, cancellations, and withdrawals. And what about the struggle to prevent assigning proctors to under-enrolled sittings? Then, of course, there’s the pressure to collect results and deliver scores before candidates start calling.
Luckily, this process can be a whole lot less “taxing.” LearningBuilder’s Exam Events feature takes all of that coordination off your plate and brings it into the system, so your team can focus on what actually matters: designing a comprehensive and rigorous exam.
Exam Events: From Setup to Score Release
An exam lives in LearningBuilder as its own record. What we call an Exam Event is a specific instance of your exam that has a unique date, location, time, and seat count. If you’re offering the same exam at three locations over two weekends, that means six Exam Events. All are tied to the same exam, and all are managed in one place.
How does it work? First, you and your partners can work together to create the exam experience: site, date, time, seat capacity, registration rules, and designated proctors. Once it’s live, eligible candidates can register for the sitting that works for them. Each registration can be held in a pending state until you’re ready to confirm it. That gives you a clear picture of demand before you commit to running a sitting. When you’re ready, you confirm assignments through LearningBuilder’s built-in workflow, and the attendee list is set. On exam day, proctors can access the participant list for their specific sitting directly in the system.
After the exam, results are pulled into the system, and scores are scheduled for release to candidates. Records update automatically. If a candidate passes, their certification pathway advances. If they don’t, the next steps, like a retake process, are triggered automatically. Your staff and partners don’t have to export, reconcile, or track down details or scores elsewhere.
See What’s Happening Across All Your Sittings
The Manage Exam Events page shows every sitting for a given exam in one view: seats available, seats filled, and where you need to take action. If a specific sitting is under-enrolled, you’ll know early enough to have options.
If you need to consolidate sittings, you can clear existing assignments and move pending registrants to other sittings so you don’t deliver to a half-empty room.
From that same page, you can pull up any sitting’s participant list and handle score releases and other post-exam steps.
Exam Events Engage All Participants in the Exam Process
With Exam Events, all of the “players” in your exam process have the right access and support to take their required action:
- Program administrators can manage the full exam coordination process within the same system that handles the rest of your credentialing program. That means no more workarounds or reconciling data across tools.
- Exam provider-partners can oversee their own sittings, manage registrations, and handle post-exam steps without needing full system access.
- Exam proctors can be assigned to specific sittings and see exactly what they need for their session, and proctors can manage participants and control the pace of registration. LearningBuilder supports both in-house and third-party proctors.
- Candidates can select their sitting, get confirmation, and receive their results and next steps automatically. If you have to cancel or reschedule a sitting, move its location, or make other changes, the system can be configured to automatically notify the relevant parties via email and/or SMS.
Exam Events: Part of LearningBuilder’s Complete Credential Management Solution
LearningBuilder’s Exam Events feature supports a single process to manage every step of self-hosted exam delivery — scheduling, registration, seat management, proctor assignation, score releases, and automatic application and record updates — within the system. For organizations that host and deliver exams without a third-party exam vendor, this innovation will reduce manual work, minimize handoffs, and prevent details or changes from falling through the cracks. The promise of reduced friction in your exam process also opens the door to exploring more innovative assessment models, like observational assessments, that don’t necessarily lend themselves to a more traditional testing process.
LearningBuilder brings that same approach to every part of your credentialing program. From applications and continuing education to renewals and reporting, everything runs in one connected system. That way, you can organize your program to best suit your needs and imagine new possibilities without your platform becoming a limiting factor.
If you’re a current LearningBuilder user, contact your Client Success Lead to get started with Exam Events. If you’re still exploring credential management solutions, reach out to discover the LearningBuilder difference.
