This article explains how to create and use session instruction templates for testing sessions with or without the self-enrollment option enabled.
These templates allow you to define standardized instructions that can be quickly applied during session setup, eliminating the need to re-enter the same information each time. Using templates helps maintain consistency and saves time when organizing testing sessions.
Creating a Session Instructions Template
Follow the steps below to create a session instructions template:
- Navigate to System > Settings and Customization.
- Open the Theme and Language tab.
- From the left-hand menu, select Message templates.
- Click the Create new button. A pop-up window will appear where you can configure the template.
In the pop-up window, complete the following fields:
- Name: Enter a name for the message template.
- Description (optional): Provide an optional description to help identify the purpose or use of the template.
- Language: Select the language for the message text. The message will be shown to candidates based on the language preferences set in the system.
- Message text: Enter the content of the session instructions that will be saved in this template.
Saving Instructions in Multiple Languages:
If your test is offered in more than one language (e.g., English and French), you can enter different message versions for each language:
- First, select English from the Language dropdown, type the English message, and click Save Text.
- Then, switch the language to French. The message field will be empty again. Enter the French version and click Save Text.
- Repeat for any additional languages as needed.
Once you’ve added all required versions, click Save to finish creating the template.
Setting the Default Session Instructions Template
In addition to selecting a session instructions template during session creation, you can also set a default template for both self-enrollment and manually assigned sessions.
To set a default template:
- Click on the drop-down menu in the relevant section.
- A list of all previously created templates will appear.
- Select the desired template.
- Click Confirm to save your choice.
Once set, the selected template will automatically be applied to new sessions based on the session type.
Applying an Instruction Template During Session Creation
During the session creation process, navigate to the Instructions for candidates section.
- Click the Load from template button.
- Select your preferred template from the dropdown menu.
- Click Load to apply the selected template.
The selected message will be automatically inserted into the instructions field and shown to candidates during the test.
How to Insert Session Instructions into Email Notifications
You can also include session instructions in email notifications by using a dynamic variable.
By default, email notifications are defined at the global level, meaning the same content is sent to all users.
However, if you need to differentiate between users and provide specific instructions based on the session they are assigned to, you can use the Session instructions variable in the email notification template. This allows the system to dynamically insert the relevant session instructions into the email, rather than manually including them in the message.
To do so, follow these steps:
- Navigate to the System page and select Settings and customization.
- Go to the Notifications tab.
- Locate the desired notification – Booked assignment notifications.
- Ensure that the email notification is enabled, then click on the Edit option.
- In the message body, add the content common to all recipients, and insert the Session instructions variable where the session-specific content should appear (as shown in the image below).
- Click the Save button.
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