Exam Sessions

An exam session represents a specific examination period for an exam board — for example, “ABRSM Summer 2025” or “Trinity Spring 2025.” Sessions let you group multiple student exam entries together under a single period, making it easier to track registration deadlines and see which students are registered for the same sitting.

What is an exam session?

Each exam session has:

Name — A descriptive label such as “Summer 2025” or “Winter Series.”
Exam board — The board this session belongs to (ABRSM, Trinity, RSL, RCM, LCM, MTB, or AMEB).
Session period — The start and end dates when exams in this session take place.
Early deadline (optional) — A discounted or early-bird entry deadline, if the board offers one.
Final deadline — The last date to submit entries for this session.
Region (optional) — A geographic region if the session is region-specific (e.g. “UK, South East”).
Notes (optional) — Any additional details you want to record.

Once created, you can link individual exam entries to the session, giving you a consolidated view of all students sitting exams in that period.

Creating an exam session

Open the Hub and go to the Exams page.
Click New Session in the top-right corner.
Fill in the required fields:
- Session Name — e.g. “Summer 2025.”
- Exam Board — Select the board from the dropdown.
- Session Start and Session End — The date range when exams run.
- Final Deadline — The last date for submitting entries.
Optionally fill in the Early Deadline, Region, and Notes fields.
Click Create Session.

The session now appears on the Sessions tab of the Exams page.

Viewing sessions

On the Exams page, switch to the Sessions tab to see all your exam sessions displayed as cards. Each card shows:

The session name and exam board badge.
Early and final deadlines.
Session period dates.
The number of students registered.
A Deadline Passed badge if the final deadline has elapsed.

Click the chevron next to a session name to expand it and see the list of registered students, including each student’s instrument, grade, and current entry status.

Registering students to a session

There are two ways to register a student for an exam session:

From the session card — Click the Register button on any session card, or use the three-dot menu and select Register Student. This opens the exam entry creation dialog with the session pre-selected.
From the main Register Student button — Click Register Student in the page header. You can select a session during entry creation.

When a student’s exam entry is linked to a session, it appears in the expanded session view alongside other entries for that period.

Editing a session

On the session card, click the three-dot menu.
Select Edit Details.
Update any fields — name, dates, deadlines, region, or notes.
Click Save.

Activating and deactivating sessions

Sessions can be marked as active or inactive. Inactive sessions appear dimmed in the list and are useful for past exam periods you want to keep for reference without cluttering the active view.

To toggle a session’s status:

Click the three-dot menu on the session card.
Select Activate or Deactivate.

Deleting a session

Click the three-dot menu on the session card.
Select Delete Session.
Confirm the deletion in the dialog.

Entry status tracking

When you expand a session, each registered student’s entry shows a status badge that follows a progression:

Planned — Entry has been created but not yet submitted to the exam board.
Submitted — Entry has been submitted.
Confirmed — The exam board has confirmed the entry.
Exam Taken — The student has sat the exam.
Result Received — The result has been recorded.

You can advance an entry’s status directly from the expanded session view by clicking the status badge and selecting the next step.