Access to test

How to share access to the online test with respondents?

Testportal features various methods of sharing your online quizzes, tests and exams with respondents. They differ in the level of security they offer, so make sure you pick the best one for your use case scenario.

What is the online 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 secure and restricted access, share your tests using Private access codes or within Microsoft Teams. You can assign private access codes to individual email addresses from the respondent list. This way, you can limit the number of times a respondent can take a test. Sharing access to the online test on Microsoft Teams makes it impossible for unauthorized persons to take it.

Your respondents can only start their assessments using their validated Microsoft Teams profiles.

If you need to share the test quickly and easily (for training or practice purposes, study, or trial testing), we recommend Public link or Group password access. You can also use Training mode, where you don't have access to your respondents' results.

Testportal offer different methods of test access, designed to suit different assessment purposes

Test access channels

You can choose between two test access channels available:

1. A web browser. It is a good option if you want your respondents to take the test in a browser tab on any device. No additional software is required.

2. Microsoft Teams. Choose Microsoft Teams to restrict test access only to channel members in Microsoft Teams or group chat. Your test will be added as a new tab.

Web browser access is more open, while Microsoft Teams offers enhanced security

Test access types

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

Private access

Only respondents who receive their unique access codes can take a test. It allows more control over who starts your assessments and lets you restrict the number of times they take them.

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

You can enter the respondents' email addresses in the table.

• Enter the number of respondents in the box.

• Click Add. Empty rows will now appear in the table. The number of rows equals the number of respondents you entered above.

Select the number of respondents

• Enter the email address in each empty field.

Assign an email address to each individual access code

• (Optional) In the Send a code column, you can also 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.

To keep respondents on your list, but not send them access codes at the moment, simply deselect them

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

Removing respondents from the list is quick and easy

• Set the Attempts per respondent.

Another way to create a list is with the Load the list of respondents option.

Adding the respondents list on Testportal

• Click Load respondents list.

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

• After choosing a list, click Upload.

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

For more information, read an additional article about how to use a list of respondents.

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

When do respondents receive test access code emails?

Testportal automatically sends access codes to the respondents upon clicking the Activate test button. If you use the Schedule test option (test activation method: Activation in a set time period), respondents will receive access codes when the test activates.

How to send individual access codes before the test activates?

If you prefer to send individual access codes ahead of the test activation, follow these steps: 

1. First, enter and verify the test settings, then proceed to the Time settings tab. 

2. In the Test activation options, select Activation in a set time period and provide the test activation and closing dates.

3. Confirm by clicking the Save button.

4. Re-check the test settings and click the yellow Schedule test button.

5. Head back to the Test access tab.

6. In the upper-left corner of the table, tick the white box to select email addresses of all respondents.
   
   

   You can also select specific individuals by ticking white boxes next to their names if you want only them to receive the access code email.

   
   

7. Finally, use the Send access codes button, which you will find under the respondent list, to send the access codes directly to selected email addresses.

You can add new email addresses on the Test access screen to send access codes to new respondents anytime.

Public link

Your respondents can also access a test when they receive a direct link. With this type of test access, you can choose an additional option of respondent authentication. This feature forces respondents to provide their email addresses and receive access codes before starting their tests. This solution prevents the sharing of tests with unauthorized persons and increases result reliability. 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 links are created automatically by Testportal when you select Public Link as your 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 codes. They will have to enter the codes 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).

Online test access via a link

Training

This access type lets respondents take the test any number of times. It’s intended for practice purposes only. Respondents don't have to provide their data on the test start page. Their 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, which is available for all EDU, PRO, MAX, and MAX Customized plans.

You can find the subdomain settings in the My account menu in the Subdomain tab. After you configure your subdomain, your respondents will be able to start their tests by entering the password on the subdomain page.

You can have several active tests on your subdomain at the same time. When respondents enter a correct password (defined for a specific test), they will be redirected to that test only.

This is how you can set a 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 tests as new tabs in Microsoft Teams. Only respondents who are on your channel will be able to take the test, so this method offers better security and reliability. You also set the number of times a respondent can take the test.

Respondents receive the test access with their Azure Active Directory identity. This method protects your assessments against unauthorized test-taking. To ensure additional safety and reliability of results, you can also start a video meeting via Microsoft Teams and oversee your respondents' live camera feed.

To learn more about this method of test-sharing, read in the next part of this text.

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

How to use Testportal in Microsoft Teams?

Testportal app for Microsoft Teams is a comprehensive and robust online teaching, training, and testing tool.

Sharing the online 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 or App icon in the menu on the left side.

3. In the Search 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 Team 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.

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 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.

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

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

Depending on the test access type (again, determined by the test owner), you will 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 an account 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 online test at the same time.

Remember, when you use the Standard, PRO, or Free EDU plans, 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 300, 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, and we'll make it happen.

How much personal data is required before taking a test?

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 a 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 see the Test start page in the Test Configuration section. The Test start page is 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 read more about data collection procedures available on our website in the Privacy Policy tab.