Email your examinees¶
Manager can email the people mapped to an exam: an invitation before the sitting, or their result afterwards. You write the message once, and Manager personalises it for each recipient before sending.
Select the exam, then use Send Email to Examinees from the mapped-examinee panel. Only examinees with an email address on their record receive anything.
Personalisation placeholders¶
Write #[CODE] in your message and each examinee receives their own code in its
place. Placeholders work in the subject line as well as the body.
The examinee¶
| Placeholder | Becomes |
|---|---|
#[FNAME] |
First name |
#[MNAME] |
Middle name, or nothing |
#[LNAME] |
Last name |
#[FLNAME] |
Full name |
#[TITLE] |
Mr. or Ms., from the gender on the record |
#[GEN] |
Gender as text |
#[CODE] |
Examinee code or ID |
#[PASS] |
Passcode |
#[EMAIL] |
Email address |
#[PHONE] |
Phone number, or nothing |
#[DOB] |
Date of birth |
#[PIC] |
The examinee's photograph, as an image |
The exam¶
| Placeholder | Becomes |
|---|---|
#[EXAM] |
Exam title |
#[ECODE] |
Exam code |
#[LINK] |
The exam link, as a clickable link |
#[MAGICLINK] |
A sign-in link for that one examinee — see below |
#[TIME] |
The examinee's mapped start time, or nothing when no time was set |
#[PAPERS] |
The papers this examinee is mapped to |
The result¶
| Placeholder | Becomes |
|---|---|
#[SCORE] |
Score achieved |
#[MAX] |
Obtainable score |
#[PERCENT] |
Score as a percentage |
#[RESULT] |
A formatted result summary |
Result placeholders only belong in a result email
These read from a completed attempt. In an invitation, sent before anyone has sat the exam, there is no score to substitute and they render as nothing — leaving a sentence with a hole in it. Keep them out of invitations.
Sign-in links¶
#[MAGICLINK] inserts a link that signs that examinee straight into their exam.
They do not type a code or a passcode; the link carries their identity.
This is worth using when passcode distribution is the awkward part of your process — younger candidates, large cohorts, or anyone likely to mistype a code on exam morning.
Hello #[FNAME],
Your exam, #[EXAM], starts at #[TIME].
Open it here: #[MAGICLINK]
If the link does not work, sign in at #[LINK] with
code #[CODE] and passcode #[PASS].
What to know before you use it¶
Send the code and passcode as well. Email is the least reliable part of exam day — filters, delays, a candidate reading mail on a phone they will not sit the exam on. Treat the link as the convenient path and the credentials as the fallback, exactly as the example above does.
The link is personal, and it is a credential. Anyone holding it can sit that exam as that examinee. Tell candidates not to forward it. It is no more shareable than a passcode, but it is easier to forward by accident.
One examinee cannot sit twice at once. If the link is opened while that examinee already has the exam open elsewhere, the second attempt is refused. A candidate whose browser crashed can reopen the same link and carry on.
The link stops working when the exam does. It expires three days after it is sent, or shortly after the sitting ends when the examinee was mapped with a start time. It also stops working once they have submitted, if you make the exam invisible, or if you remove their mapping.
Resending is safe. A reminder email reuses the link already in the examinee's inbox rather than replacing it, so the first email keeps working.
When a link does not work¶
The examinee lands on the sign-in page for that exam with a message explaining why, and can sign in with their code and passcode instead. An expired link says so plainly, separately from a link that was never valid for that exam, so a candidate is not told their credentials are wrong when their link has simply run out.
The one exception is an exam that has been deleted. There is no exam left to show a sign-in page for, so the link leads to a not-found page.
Before you send¶
- Send yourself a test first, using a test examinee mapped to the exam.
- Check every placeholder resolved — a misspelled one is sent through as literal text.
- Confirm the recipients are the roster you expect, on the exam's mapped list.
- Check the start time and time zone in the message against the mapping.
Next step¶
Continue with Deliver, monitor, and report.