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Access to test

How to share a test with respondents?

There are a few ways you can share your tests with respondents. Each of them is different, so you can really pick the best one for your use case scenario.

What is the Test access type?

Test access types allow your respondents to access and take the test. To choose and set the access type, go to the Test access tab in the Test configuration menu.

Why is it so important to choose an appropriate access type?

If you want restricted access, share the test using Private access codes or Microsoft Teams. Private access codes can be assigned to individual email addresses from the respondent list. This restricts people from taking the test more times than you allow. Sharing through Microsoft Teams makes it impossible for others to share the test with unauthorized persons. The respondent takes the test using a validated Microsoft Teams profile.

If you need to quickly share the test (for training or practice purposes, study, or trial testing), we recommend Public link or Group password access. You can also use Training mode.

Test access type

Access to test

Access channels

You can choose between two access channels:

  1. A web browser. This is a good option if you want your test to be taken in a browser tab on any device. No additional software is required.

  2. Microsoft Teams. Choose Microsoft Teams to allow access only to persons belonging to the channel in Microsoft Teams or group chat. The test will be added as a new tab.

Channel

Channel

Test access types

For a web browser, we prepared four test access types.

Private access type

Taking the test is possible for respondents who receive their unique access codes. This allows more control over who takes the test and how many times they take it.

You can provide the access code to the respondents yourself or use the option to send the codes automatically. Each code is assigned to the respondent. They can use it to take the test as many times as you allow them.

You can enter the email addresses of test respondents in the table.

  • Enter the number of respondents in the box.

  • Click Add. Empty rows should now appear in the table. The number of rows corresponds to the number of respondents you entered above.

Private access codes

Adding respondents

  • Enter the email address in each empty field.

Respondents emails

Adding emails

  • (Optional) In the Send a code column, you can unmark respondents who shouldn’t receive their access codes at this moment. You can select them again later if, for some reason, you want to send them access codes at a different time.

Do not send

Stop sending code

  • The last column of the table contains a trash can icon. It lets you remove the respondent from the table.

Delete respondent

Removing respondent

  • Set the "Attempts per respondent".

Another way to provide a list is using the Load the list of respondents option.

Load respondents list

Adding the respondents list

  • Click Load respondents list.

  • A window will appear which will allow you to select the previously added list in the Respondents menu.

  • After you choose a list, click Upload.

  • The email addresses from the selected list of respondents should appear in the table.

For more about the lists of respondents click here.

After filling the table with the email addresses of the test respondents, remember to confirm your configuration with the Save at the bottom of the screen.

Public link

The respondent can access the test if they receive the direct link. When using this type of test access, you can choose the option of an additional respondent authentication. If you use this feature, the respondent will have to provide their email address to receive an access code before starting the test. This solution prevents the mass sharing of the test to unauthorized persons. You can also limit the number of respondents who can access the test ("Max. number of respondents").

How to create and share a public link

Test link is created automatically by the system as soon as you select Public Link as the Access type.

  1. Set the "Maximum number of respondents".

  2. Set the "Attempts per respondent".

  3. Toggle Require a private test access code to authenticate a respondent if you want the respondent to access the test only after they provide their access code. The code will be required on the test start page.

  4. Remember to Save the settings.

  5. To share the test with the respondents via the link, you need to copy and paste it into whatever method you’re using to communicate with the respondents (e.g., email, chat, or other preferred communication tools).

Link

Access via link

Training

This access type lets respondents take the test any number of times. It’s intended for practice purposes only. Respondents will not have to provide their data on the test start page. Respondents' results are not recorded or stored anywhere.

To use this type of test access, simply copy the link to the test and share it with respondents.

Group password

To select this test access type, you will need a subdomain. The subdomain option is available for all EDU, PRO, MAX, and MAX Customized plans. You can find the subdomain settings in the Manage Account menu in the Subdomain tab. After you configure your subdomain, respondents will be able to start the test by entering the password on the subdomain page.

You can have several active tests on your subdomain at the same time. Entering the correct password (defined for a specific test) will direct respondents accordingly.

Group password

Group password

If you want your test to be available to respondents via your subdomain, follow these steps:

  1. Create a group password.

  2. Define the maximum number of respondents.

  3. Set the number of times one respondent can complete the test.

  4. At the end of the setup, select Save at the bottom of the Test Access screen.

  5. Provide respondents with your subdomain address and group password for the test they will take.

Sharing a test in Microsoft Teams

You can also share your test as a new tab in Microsoft Teams. Only respondents who are on your channel will be able to take the test. You set the number of times one respondent can complete the test yourself.

Respondents get the test access with their Azure Active Directory identity. This method protects against unauthorized test-taking. To ensure additional safety and reliability of results, you can also start a video meeting via Microsoft Teams.

To learn more about sharing your tests in Microsoft Teams, click here.

Always remember to Save all the settings in the Access to test section.

Do I need an account to take a test on Testportal?

You don't need an account to take a test. However, as a respondent, you can access the test in various ways, depending on the access type chosen by the test owner.

You do NOT need an account to take a test.

Depending on the test access type (which is determined by the test owner), you need to receive either a link, an individual access code, or a group password. It is also possible to take the test as a team member in Microsoft Teams when it is shared as a new tab.

Who should register on Testportal?

Registration is required only if you want to start creating and sharing tests.

How many people can simultaneously take a test on Testportal?

By default, Testportal allows up to 1,000 respondents to take one test at the same time.

Remember, when you use the Standard, PRO, or Free EDU plan, the number of respondents for your tests is equal to the monthly limit of collected results. The Standard plan allows for up to 30 collected results, the PRO plan limit is 500, and the Free EDU plan allows for 100 results.

If the number of respondents in your test is more than 1,000, contact us via the contact form or email support@testportal.net.

How much personal data is required before taking the test?

In order to start the test, respondents usually need to provide personal data, depending on the test owner's settings.

How much personal data is required before taking the test?

If you are the test owner, you decide how much personal data is required. You can choose from available options and even create new fields, depending on your needs.

Start page and test start form

When creating the test, you will come across the Test start page in the Test Configuration section. The Test start page is nothing more than a space where you create instructions for respondents, and a Test start form. The latter will allow you to collect all necessary data from your respondents.

You can decide what data is important to you and needs to be provided by the respondents. Remember that each added field obliges the respondent to provide the appropriate data before starting the test.

You can use ready-made basic fields (such as first name and last name), add new ones from the pre-generated pool (e.g., email address, city, postal code) or add custom fields (by selecting Manage custom fields).

We also encourage you to familiarize yourself with data collection procedures available on our website in the Privacy Policy tab.

How to use Testportal in Microsoft Teams?

Microsoft Teams paired with Testportal is a comprehensive and powerful teaching, training, and testing tool.

Sharing the test as a new tab in Microsoft Teams

Learn how to share the test as a new tab in Microsoft Teams in a few easy steps.

Adding Testportal to Microsoft Teams:

  1. Log in to your Microsoft Teams account.

  2. Click the three dots icon in the menu on the left side.

  3. In the Find an app window, enter “Testportal”.

  4. Click the Testportal icon.

  5. The Testportal app will appear on your screen.

Sharing the test as a tab:

  1. Choose the Teams option in the menu on the left-hand side.

  2. Click the plus icon on the top of the Teams bar.

  3. In the Add a tab window, choose the Testportal app.

  4. In the next window, you will see the test names. Choose the test you want to share.

  5. Use the Save button to confirm.

Sharing test as a tab in MS Teams

Adding the test as a tab in MS Teams

Respondents receive a notification about a new test in the Posts tab. After reading the test instructions on the start page, they can begin the test.

How does the training mode work?

Respondents can take the test in the training mode any number of times. It is also the only type of test mode in which the results are not saved.

In addition, it is not possible to collect personal data from respondents in the Test start form when the test is in training mode. This mode was developed for the study and mock tests only.

Who can benefit from the training mode?

Use training mode to help respondents prepare well for an exam in which they will have to deal with questions from a large database. Working on the material in advance will allow them to approach the actual exam with calmness and confidence.

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