# Delivery and sharing | Evalmee > Scheduled sessions, participant groups, email invitations, self-registration link and time accommodations. Source: https://evalmee.com/en/product/share/ FR: https://evalmee.com/fr/produit/diffusion-partage/ ES: https://evalmee.com/es/producto/distribucion-difusion/ ES-ES: https://evalmee.com/es-es/producto/distribucion-difusion/ IT: https://evalmee.com/it/prodotto/distribuzione-condivisione/ --- ## Deliver the exam Sessions, groups, invitations: every participant sits at the right moment. An Evalmee exam is delivered through sessions. Each session carries its own opening and closing times, participants are enrolled in bulk or by group, and the invitation goes out by email with the instructions, the scoring and the times. A self-registration link exists when the list is not known in advance. ### One session, or several A cohort split into four time slots becomes four sessions of the same exam. Each session has its own times, and the closing time takes into account the time accommodations of the participants enrolled. - **Scheduled launch**: optional opening date and time, closing date defined - **Multiple sessions**: one exam, several slots, one group per session - **A single sitting**: a participant enrolled in several sessions sits only once - **Visible 15 minutes before**: for a session with a scheduled opening ### Who sits, and how they get in Participants are imported one by one, by pasting addresses, from an Excel template or from a group already created by the institution. Groups then serve to restrict access to a session. - **Four import methods**: manual entry, pasted emails, Excel file, existing group - **Groups**: set at import, or assigned from the list of enrolled participants - **Self-registration by link**: nobody, members of your organization, or everyone - **Time accommodations**: applied automatically to eligible profiles ### Invite, resend, report back The invitation goes out session by session, with content you write and templates available by language. The results go back through the same channel, by mail merge, once grading is done. - **Bulk invitation**: instructions, scoring, times and participant number - **Targeted resend**: tick the participants concerned, resend for them alone - **Templates by language**: the email template is chosen in the language you want - **Sending grades**: mail merge of the results, to everyone or to a single participant ### How do you schedule an exam session? In the Session tab, turn on scheduled launch, then set a closing date and, if you wish, an opening date. Before that time, participants cannot reach the exam, even when invited: they only see the instructions and the times. For a cohort spread over several slots, you create as many sessions as there are slots. By default, every participant is enrolled in each new session; you then restrict access to one or more groups. #### What to know about sessions - Each session carries its own opening and closing times - The closing time takes into account the [time accommodations](https://evalmee.com/en/assessment-glossary/#amenagements-d-epreuves-french-exam-access-arrangements) of those enrolled - A participant enrolled in several sessions can answer in only one - A scheduled session becomes visible to the participant 15 minutes before it opens - Adding sessions to an existing exam requires it to be a draft, with no invitation sent and no scheduled opening ### What does the invitation sent to participants contain? The invitation email recalls the exam ahead, the scoring, the instructions you have written and the participant number. The content can be personalized before sending, and templates exist by language. The participant number is not decorative: on [anonymous submissions](https://evalmee.com/en/assessment-glossary/#anonymous-marking), it is what automatically matches a submission to the right participant at grading time. For an oral, the running order is settled before the invitation goes out, and the [random name picker](https://evalmee.com/en/tools/random-name-picker/) produces the numbered list you paste into the email — or pin to the door of the room. Sending happens session by session, and a targeted resend remains possible by ticking the people concerned. Messages to disabled addresses are stopped automatically by our email system. ### How do you enrol participants? Four methods exist: single entry with first name, last name, email and student number, simply pasting a list of addresses, importing an Excel file built on the template provided, and reusing a group already created by the institution. If the people already have an account, pasting addresses is enough: first name, last name and student number are retrieved automatically. One mistake comes up often: you cannot import yourself as a participant with the address of your own account. | Method | When to use it | | --- | --- | | Entry one by one | A few participants, or a last-minute addition | | Pasting email addresses | A list copied from another tool, accounts already existing | | Excel file | A whole cohort, with the groups given in a column | | Institution group | A group already formed by the administration, reimported in one click | The four ways to enrol participants in an exam. When the list is not known in advance, the self-registration link takes over. It has three settings, nobody, members of your organization, or everyone; the participant enters first name, last name and address, and ends up enrolled in the session. The link can be activated and deactivated at any time. ### How do you handle time accommodations? Time accommodations, such as one-third extra time, are attached to the participant's profile and apply automatically. The institution's administrator defines and assigns them; the teacher activates them on the exam by setting a time limit. The chain has three links, and only one is held by the teacher: only administrators of an institution can define and assign an accommodation to a profile, participant by participant or in bulk by Excel import. Once the accommodation is activated on the exam, the times and the time limit take it into account, and the participant sees their accommodation mentioned. Exam access arrangements are one of the fifteen rows of the [comparison of online exam platforms](https://evalmee.com/en/online-exam-platform-comparison/), which states what each of the six other French vendors documents publicly about them. Not to be confused with one-off added time, decided during the exam, participant by participant, and added to the time limit configured. ### What equipment do participants need? A laptop or desktop computer, a 64-bit dual-core processor, 4 GB of memory as a minimum and 8 GB recommended, running Windows 7 or later, macOS 13 or later, or a common Linux distribution. Other browsers work, with no performance guarantee. One constraint is added when screen recording is enabled: the exam becomes accessible from a computer only, not from a tablet or a phone. This restriction can be lifted participant by participant when needed. | Item | Recommendation | | --- | --- | | Hardware | Laptop or desktop computer | | Processor | 64-bit dual-core or better (Intel, AMD or Apple Silicon) | | Memory | 8 GB recommended, 4 GB minimum | | System | Windows 7 or later, macOS 13 or later, Linux | | Browser | Chrome 107 or later, Firefox 104 or later, Edge 107 or later | Configuration recommended to participants, as documented. ### Used by - Academic leads - Exam coordinators - Student records offices - Training managers ### How do you schedule an exam session? In the Session tab, turn on scheduled launch, then set a closing date and, if you wish, an opening date. Before that time, invited participants see only the instructions and the times. ### Can several time slots be organized for the same exam? Yes, by creating one session per slot. Each session carries its own times, and access can be restricted to one or more groups. A participant enrolled in several sessions can sit only one of them. ### How do you enrol participants in an exam? Four methods: entry one by one, pasting a list of addresses, importing an Excel file built on the template provided, and reusing in one click a group already created by the institution. ### How are extra time and other accommodations handled? Accommodations are attached to the participant's profile. Only the administrators of the institution can define and assign them; the teacher activates them on the exam by setting a time limit. The times then take them into account automatically. ### What setup is needed to sit an Evalmee exam? A computer, a 64-bit dual-core processor, 4 GB of memory as a minimum and 8 GB recommended, running Windows 7 or later, macOS 13 or later, or Linux. Recommended browsers: Chrome 107, Firefox 104 or Edge 107. ### Schedule your next session Start for free, no credit card required.