Note: The terms Digital Assessment Centre (DAC) and Virtual Assessment Centre (VAC) are used interchangeably.

Navigate to your project in the Admin Portal. You will automatically be taken to the Results tab.

Click on the "Schedule" tab.

Note that the 3.0 icon shows the scheduling version which is in use for this project.

To follow this example, you must have DAC 3.0 scheduling enabled for your project. This cannot be done via this Administration Portal. 

Before scheduling a DAC session, you need to create a template for the session. Every DAC needs to be based on a template.

This is where you create and manage your DAC templates. You can manage specific rooms and also the participant self-selection groups, if self-scheduling is in use in your project. Click "Manage DAC templates".

Give your template a name and if there are multiple phases in your project, select the one you wish to schedule. Then you can choose whether to allow the adding of participants from other sessions with the same phase. This is when you may have multiple sessions for different exercises.

Once you have completed the form, click on "Add template"

Select your template from the list to view and edit events.

Select the exercise to include. This is the participant exercise as the assessor exercise is already linked to this via the CMS.

The Event name automatically fills based on the exercise name, but you can override this if required.

You can then select a start time for the exercise.

You can type the time in the top or select from the clock face.

Then click "OK". if you already have an exercise duration set in the Phases tab, then the end time will automatically populate.

If the timing of the assessor exercise matches that of the participant, then you can tick this box, otherwise you will need to enter your assessor exercise timings as well. 

If you wish to create a virtual meeting room for the exercise, select this checkbox.

Selecting this will open two new fields, providing the ability for meetings rooms to be locked and for separate rooms to be generated for group exercises.

If you do not create the virtual meeting room, you will need to add a location for the exercise. This can be via the drop down list of rooms available or by entering a new virtual meeting URL.

You can also add any notes for the event at the bottom.

Note that when you add a subsequent event, it will automatically adjust the start time to match the end time of the previous event. As such, you will need to edit this if you wish to have concurrent events or breaks.

Once you have created the event, you can add assessors by clicking on the "+" icon.

You can create a placeholder number by typing the number e.g. type "3" or select from one of the existing placeholder assessors i.e. "Assessor #2"

To remove an assessor from an event, click on the "x" icon next to their placeholder.

This allows you to change the settings which you have just created. Ensure to "Save" these.

The "x" to the right will enable you to delete the event.

You are asked to confirm if you wish to proceed. 

To add a new participant placeholder to the group, click on the "+" icon.

In the same was as for assessors, you can create a placeholder number by typing the number e.g. type "3" or select from one of the existing placeholder participants i.e. "Participant #1".

Similarly, you can remove a participant by clicking on the "x" icon next to the placeholder.

Once you have finished editing your template, return to the list of session templates and it will be saved.

You may also choose to view and edit your events by clicking on the clock icon. 

The pencil icon enables you to edit the session template. 

This is the session template, click "Save changes" after you have made any edits.

Clicking on the "x" icon will enable you to delete the session template.

Once you have finished editing your template, you can return to the schedule.

Now you will need to add your sessions, create these one at a time, but they can all be created based on the same template.

Select the template which forms the basis of your session.

You can select the date for your session: the start time will default to that of the template.

If you wish to add any lead assessors or moderators for your session, you can do so here. Start typing their username, or email, if different. 

If you wish to specify a location or add any notes, you can do this here, and then click "Create session".

You can now select participants and assessors for your session by clicking on the button at the top. Alternatively, you can click on a participant or assessor placeholder, to fill that individual role.

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Select participants & assessors

Select your participant from the list and drag them into the desired placeholder.

Once you have added all participants, click on the "Assessors" tab to then select your assessors in the same way.

Note the warning message that appears: you must always click on "validate and submit DAC session" for these changes to be saved.

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Validate & submit DAC session
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Warning
Please remember to click on 'Validate & submit DAC session' button for any changes to be updated to the system

Once created, you can further edit events or delete them.

If you click on the "Actions" menu, there are additional changes you can make.

Here you can edit the session, manage events or delete the session completely. You can also still manage your schedules from here.

Scheduling DAC via the Admin Portal