School administrators
How do I schedule, change, close or cancel a class session in the calendar?
Written by the TestFLE team.
In short
The administrator’s “Calendar” shows the class sessions of the whole school. The “Schedule a class session…” button opens the test to a class; the pop-up of a block changes, closes or cancels the session.
Who this is for, and what you need first
- Who this is for
- School administrators, for every class in the school, including those they do not teach.
- What you need first
- At least one class in the school.
- An active bank, assigned to the class or set as the school’s default bank.
The steps
- In the sidebar, open “Calendar”.
- Display the week you want with “Previous week”, “Today” and “Next week”. The month calendar, on the left, also lets you choose a day.
- Click “Schedule a class session…”, at the top right.
- Choose the class in the “Class” list of the window. If you had chosen a class in the list at the top of the screen, it is already selected.
- Fill in the day (“On”), the start time (“From”) and the end time (“To”), in your device’s local time.
- Choose the mode, the setting and the button to skip a question.
- Click “Schedule”. The calendar moves to the week of the session, where a block with the class’s name appears, marked “planned”.
The settings in the window
The window is the same as the teacher’s, with its three settings: the mode, the setting (in person or remote) and the button to skip a question. Scheduling a session describes them with their effects, as well as the cases of an absent student, an individual opening and the end time. They are not repeated here.
Above all, remember the in-person or remote setting, which always starts again from “In person”. If your students all take the test remotely, as in an online school, choose “Remote” for every session. In person, a student who leaves the page sees their test blocked, and only the class’s teacher can unblock it, from their follow-up. Remote, the student resumes on their own, and their exit is counted.
What is specific to the administrator
- All classes. The calendar shows the sessions of every non-archived class in the school, including those scheduled by teachers. The list at the top of the screen, “All classes” by default, limits the display to one class.
- No right to ask for. The “Can open and close tests” right only concerns teachers. You stay in control of the sessions of every class.
- Class sessions only. Individual openings and cancelled sessions do not appear in this calendar, and you cannot create any here. To open the test to a single student, the teacher is the one who acts: Opening the test to a single student.
A class session always has an end time. It opens the test to the whole class, one attempt per student.
Going further
Understanding the settings and special cases
What does the pop-up of a block offer?
Click a block to open its pop-up. It gives the class’s name, the day, the state badge and the actions allowed at that moment.
- Before the start: “Change the times” and “Cancel the session”.
- During the session: “Follow the session”, “Change the times” and “Close now”.
- After the end: “View the session report”. The follow-up and the report are described in following a session or reading its report.
For an upcoming or ongoing session, the pop-up also offers “Add to my calendar”, which exports the session to Google, iCal or Outlook, one session at a time. The colours of the legend, under the grid, distinguish “Session in progress”, “Planned” and “Ended”.
Changing the times
“Change the times” opens the “Edit the session” window, which has the same fields as scheduling. Before the start, you can change the day, the times, the mode, the setting and the button to skip a question. Once the session has started, only the end time can still change, and the window says so: “The session has started: only the end can change.” The three settings can still be changed until the end. A student who has already started nevertheless keeps the mode and the setting they started with.
To go back, reopen the window and put the original values back, as long as the session is not over.
Closing a session in progress
“Close now” stops the session at once, with the same effects as its end time. Scheduling a session describes these effects for each mode. The action cannot be undone: the session is over, and its report stays available. To have the class take the test again, schedule a new session.
Cancelling an upcoming session
“Cancel the session” removes the session from the calendar. It no longer exists for the class, and the test is no longer open at that time. This action cannot be undone either: schedule a new session if it was a mistake. A session that has already started cannot be cancelled; you have to close it.
Several classes at the same times
When several sessions have exactly the same times, the calendar groups them into a single block named “2 classes”, “3 classes”, and so on. The pop-up then lists the classes, each with a box: they all open ticked, and “Select all” ticks them all again. Before you act, untick those the action must not affect: the button shows how many classes are ticked, for example “Close 2 sessions now” or “Cancel 2 sessions”. During or after the session, each line of the pop-up has its own link, “Follow the session” or “View the session report”.
The action is applied class by class. The summary that follows says for whom it succeeded (“Done for” followed by the names) and for whom it was refused (“Refused for”, the class’s name, then the reason). If only part of it went through, the message is “The action only partly went through.”; if nothing went through, “The action did not go through.”
Sessions with different times that overlap are not grouped: their blocks are shifted side by side.
If scheduling is refused
The refusals are those of the teacher’s window: a start in the past, two sessions of the same class that overlap, an end time that does not come after the start, a missing day or time. Scheduling a session quotes their messages word for word, in its “If scheduling is refused” section.
There is also a refusal specific to the actions of the pop-up. If your screen is no longer up to date and the session has already started, the cancellation is refused (“The session has already started: close it rather than cancelling it, and its start can no longer change.”). In that case, close the session.
The question banks of the session
The session does not set the question bank. The class uses its own or, failing that, the school’s: choosing the bank of a class or a student explains how to change it.
Related articles
- How do I follow a session in progress or read its report?From the “Calendar”, the pop-up of a session leads to its follow-up during the session, then to its report after the end. This page is read-only: to act yourself, join the class’s team and follow the session from your teacher area.
- How do I create a class and choose its teachers?In “Classes”, “Add class” creates a class for which you tick one or more teachers. The class starts out locked and with no students: they are attached to it from their own sheet, and test access is scheduled afterwards.
- How do I schedule a test session for a class?A class session opens the TestFLE placement test to a whole class, one attempt per student, at set times. You schedule it from the “My classes” tab or from the “Calendar”, choosing the day, the times, the mode and the setting.
- How do I open the test to a single student?From the three dots on a student’s row in “My students”, choose “Open a one-time attempt…” or “Open unlimited…”, then the start, the end, the mode and the setting. For a student who takes the test at home, choose “Remote”: the window offers “In person” by default.