Click on one of the pages below to be taken straight to that page!

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2 Contents Click on one of the pages below to be taken straight to that page! Logging in... 3 Forgot your password?... 3 Home Page... 4 My Centre... 4 My Centre - Main Information... 4 My Centres - Qualifications...5 My Centres - Organisers... 5 My Centres - Exams... 5 My Centres - Documents... 6 My Centres - Policies... 6 My Centres - Venues... 7 Bookings... 7 Bookings - Creating an examination booking... 7 Bookings - Sessions... 8 Bookings - Candidates Candidates - Add candidate, used for one candidate at a time Candidates - Uploading spreadsheet, for multiple candidate Candidates with RA Summary screen Reports and results DW Page 2 of 15

3 Logging in To get onto the online system please navigate to Enter your username and password on the left hand side of the screen, as shown below Forgot your password? If you have forgotten your password click recover a forgotten password this will then you a link to reset your password. DW Page 3 of 15

4 Home Page Once you have logged into the system you will then be presented with the homepage. This will include any notifications e.g. Examination reports and results. My Centre The 'My Centre' page allows you to view and edit information on your centre, including contact details and upcoming bookings. This section has a number of different tabs, each of which is explained below: My Centre - Main Information You will have access to a Main Information tab ; this is where you can update your contact details including address. To change any of these details, amend the text in the appropriate box and click 'Save' DW Page 4 of 15

5 My Centre - Qualifications In this section you will be able to see what qualifications your centre is approved for. If your centre wishes to expand its recognition, you must follow the guidance which can be found on our website: My Centre - Organisers This section shows which organisers are assigned to your centre. If any organisers leave your centre or new organisers join you, please contact the Customer Experience Team to have them deleted/added as applicable. My Centre - Exams This section shows your past examinations, upcoming exams and current examinations. DW Page 5 of 15

6 My Centre - Documents This tab will list any documents that ESB have shared with you and allow you to download them. You can also upload any documentation here that is requested by ESB. When you upload a document, remember to click 'Save' before leaving the tab! My Centre - Policies This tab shows policies shared between ESB and your centre. It looks very similar to the 'documents' tab. DW Page 6 of 15

7 My Centre - Venues This tab shows any new or additional venues for your centre. Once a venue is added to the system by yourself, ESB will receive an alert. Booking Numbers The 'Booking Numbers' screen will show all the current examinations. This is also where you can create new bookings, by clicking on the 'New Booking Number' button. Creating a new booking To create a new booking, simply click on 'New Booking Number' from the 'Booking Numbers screen, as shown below DW Page 7 of 15

8 You will need to provide details using the drop down menus provided. You must list the number available exam rooms as shown below, in the 'Exam Rooms Available' field. You will then need to select the check boxes which are relevant for the current examination. Please note you must be able to agree to adhere to the conditions and guidelines before proceeding with the booking. Once you have completed this page please save and move onto the next section. Adding Sessions and Exams to a Booking Once you have saved the Details you must now book your sessions within the database, From the left hand side you need to select add session, as shown below: DW Page 8 of 15

9 This will bring up a popup box. Please complete the details on the page provided and select save. Once you have added a session you must now add an exam. Please click on the session you wish to add an exam to then select add exam from the right hand side of the screen. Please select the department that your desired qualfication is in, from the drop down box - Once you've done the above, select the qualification from the next drop down box. DW Page 9 of 15

10 Select the desired level from the next drop down box. Enter the number of expected candidates in the 'Expected' field. This will allow ESB to assign the correct amount of examiners for the number of candidates. The maximum number of candidates cannot be increased without contacting the examinations team. If your number of candidates exceeds 6 hours of assessment in one session you must create a second session. Remember to click 'Save' at the bottom of the window when you are done, to confirm and save the details! Adding Candidates to an Examination Once you have booked your session and your examinations you may now move onto adding candidates. There are a number of ways to enter candidates into the system which can be found below. Adding Candidates to a Booking - One by One To add one candidate at a time, Go to the 'Candidates' tab. Firstly, select the session and the exam, then select the 'Add Candidate' button from the menu along the bottom of the screen. DW Page 10 of 15

11 Once you have clicked the above button you will get a popup asking you for the candidate information. Please enter the relevant information and select 'Save'. Adding Multiple Candidates to a Booking in One Go If you have a lot of candidates to add, you can use an excel template to upload them in one go, instead of adding them individually. From the 'Candidates' tab, select the session and the examinations and click Download Import Candidates Template DW Page 11 of 15

12 This will download an excel spreadsheet to your computer. Click to open the file. Once the template has opened enter your candidate details as below: Simply save this file to wherever you wish and close the document. You must then return to the online system. Once you have returned to the online system and the Candidates Tab (as before), select 'Import Candidates'. DW Page 12 of 15

13 This will bring up a file window. Browse to the location in which you saved the document and select open. This will now upload the candidates. Please review this information carefully before exiting! Candidates that require RA (Reasonable Adjustments) Centres can now apply for reasonable adjustments online. Once you have entered the candidates into the system, simply select the candidate s name from the list. Now select 'Edit candidate'. The below box will appear. Select 'Apply for Reasonable Adjustment'. Version 0.4, Sept 17, DW Page 13 of 15

14 The below box will appear. Select the adjustment needed from the 'Category' dropwdown. If you can't find the adjustment you want, check the 'Other' box and a free text field will appear in which you can specify the adjustment. Select the candidate's condition from the 'Condition' drop down box. Again, if the condition is not listed in the drop down box you can check 'Other?' and manually enter the condition. If you have documentary evidence of the candidate's condition, remember to check the appropriate box below. Click 'Save' when you are finished. Once you have made a request for reasonable adjustment, you can track the status of your request from the 'Candidates' tab, in the area pictured below. There are three different visual status' for RA requests, these are as follows: Red: Rejected Green: Approved No Colour: Waiting for Approval DW Page 14 of 15

15 'Summary' screen The 'Summary' screen allows you to track the progress of examinations in a visual format, including the certificate tracking number so that you may track your certificates as they are posted to you. Reports and Results Once you have received your 'Reports and Results' , you can then view your reports at any time you wish by going to the Reports and Results tab and selecting 'Download'. Support For support with the online system, please contact the relevant department below: Making changes to examination date, time or assessor Customer Experience customer@esbuk.org Option 2 Adding additional candidates passed lockout date & certification Customer Experience customer@esbuk.org Option 2 Finance related queries Finance Team accounts@esbuk.org Option 3 Technical support IT ithelp@esbuk.org Option 0 DW Page 15 of 15