Enterprise Portal: Import Exam-Taker Information from an Excel File

You can use this procedure to add multiple exam-takers to your courses at once.

You can create their user accounts and match them to their courses and sections. You can also enable certain accommodations, such as allowing extra time on exams or using non-secure mode for exams. 

If your ExamSoft Portal is integrated with your LMS, you'll enter additional information to ensure that the courses are properly linked.

 

Before You Begin

  • In your ExamSoft Portal, create the course(s) that you want to import these exam-takers into. Make a note of the course ID(s).
  • If you want to assign the exam-takers to specific sections of the course, create the sections first. Make a note of the section IDs. For more information, see: Enterprise Portal: Add and Manage Course Sections

 

Procedure Overview

  1. Download the template
  2. Enter the information and upload the file
  3. (If needed) Make corrections and reimport

 

Download the Template

  1. Log in to your institution's ExamSoft portal.
  2. Select the Admin menu (in the top right corner), and then select Users.

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  3. Select the Students menu (at the top of the screen).
  4. Select Import Students.

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  5. In the pop-up window, select the Download XLS Template link to download the template.
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  6. Leave the above screen open, and continue to the next procedure.

 

Enter the Information and Upload the File

  1. Open the template. 
  2. Important: To ensure that all cells are formatted as text: 
    1. Press Control+A to select all cells.
    2. Right-click to open the shortcut menu.
    3. Select Format Cells.
    4. Select Text.
    5. Select OK.
  3. Enter the user information. Refer to the column headings,  the sample data, and the tips below. 

    Tips:
    • Each user must have a unique alphanumeric Student ID. The ID cannot include these characters:

      /  \  :  ? * ” < > |

    • A Lab User is someone who uses Examplify only on a lab computer and is not allowed to download it onto a personal device. Enter y if this user is a lab user. If not, enter n
    • If this user needs an accommodation so that secure exams are delivered in Non-Secure mode, enter y. If this user does not need this accommodation, enter n.
    • If this user needs an accommodation so that Extra Time is added to timed assessments, enter the percentage of time to allow. For example, to allow time and a half on timed assessments, enter 150. (You can enter up to 400.) If this user does not need this accommodation, enter 0.
  4. Enter at least one Course ID. It must be a valid course ID in your institution's ExamSoft Portal.  
    Note: To assign a user to multiple courses, you can enter multiple IDs. Separate them with a comma and a space. Important: With an LMS integration, you cannot enter multiple course IDs in the Course ID field if (1) the courses have different start/end dates or (2) your institution has a SAML or LDAP integration. See the next step of this procedure.
    • Single-course example: MTH101
    • Multiple-course example: MTH101, CSE101, ENG101
  5. If you want to assign an exam-taker to a specific section, enter the section ID in the Section ID field.
  6. If your institution's ExamSoft Portal is integrated with your LMS, also enter the Course Start Date and Course End Date.

    Tips:
    • Both date fields are required for LMS integrations. Enter the date in YYYY-MM-DD format, such as 2020-11-03 for Nov. 3, 2020.
    • With an LMS integration, you cannot enter multiple course IDs in the Course ID field if (1) the courses have different start/end dates or (2) your institution has a SAML or LDAP integration. If either of these things is true, then you need to add a new row for each course that you want to assign to the same user. For example, to assign a user to MTH101 and CSE101, you would create two rows. These two rows would have the identical user information but different course details.
  7. If  your ExamSoft portal has a SAML integration, also enter the External ID. It must match the ID for the user within your SAML database. If your ExamSoft portal does not have a SAML integration, leave this field blank.
  8. When finished, save the file as XLS or XLSX.
  9. Return to the screen in ExamSoft, and then upload your file. You can drag and drop the file or select Choose Files.
  10. If there are any issues with the import, error messages will appear, and you can then make corrections and reimport the file.

 

(If Needed) Make Corrections and Reimport

If you made a mistake or left out some information, you can update certain fields by correcting the file and reimporting it.

Note: The Email field cannot be updated by reimporting the file. You would need to delete the incorrect user account from the portal and then reimport the file to create new user account with the new email address.

  • Student ID, First Name, and Last Name can be updated.
  • External ID can be updated or added. For example, if a SAML integration is turned on after the file is imported, you can add the External ID for each exam-taker and reimport the file.
  • Course information can be added (but not updated or removed). If you need to add an exam-taker to a course during the semester, you can add the Course ID to the file and then reimport. The exam-taker(s) will be added to those course(s).

 

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