VEC-03 ExamTools Lesson 2

VEC-03 — Lesson 2 of 6

ExamTools Roles & Session Setup

The four ET access levels, session creation, and what to prepare before applicants arrive.

Lesson Objectives

  • Identify the four ExamTools permission levels and what each can do
  • Assign the correct ET role to each team member before the session opens
  • Complete all pre-session setup tasks including portal listing and equipment check
Part A — ExamTools Access Levels

Registering with ExamTools

Once a team is approved to use ExamTools, individual VEs must register with ExamTools themselves — this is a separate step from any Laurel VEC portal registration. ExamTools has access to the Laurel VEC VE database, so once a VE’s registration is approved, ExamTools automatically creates them a profile matched to their team. If the VE is a Team Leader, their ExamTools profile is automatically granted Owner status.

Four roles in every ET session

ExamTools uses four distinct roles within a session. These are specific to ExamTools and are separate from Laurel VEC roles. Assign them before the session opens. Full definitions at docs.exam.tools/docs/general/sessionrolespermissions

ET Role Authority Typical assignment
Owner Creates the session. Manages all details: starting, changing, finalizing. Session Leader (TL or DTL)
Co-Owner (Team Lead) Full permissions except session creation. Can start, edit, add VEs, change permissions, and finalize sessions and candidates on the Owner’s behalf. Backup Session Leader or senior DTL
VE Administrator Can edit applicant information (add phone numbers, change status), assign VEs to candidates, void candidate exams, and evict candidates. Cannot start, edit, or finalize sessions, or add/change VE permissions. Requires additional team training. VEs handling check-in
VE Team Member Monitors exams, authorizes candidates to join and begin testing, approves grading, and signs forms. Cannot edit applicant data or manage session settings. All accredited VEs not doing check-in

Note: these are the default permissions for each role. The Owner can grant additional permissions — including session creation — in the “Manage Team” settings within ExamTools (see below).

VE Admin editing authority requires additional training. VE Administrator level gives access to edit applicant records, void exams, and evict candidates. Assign only to experienced team members. Your team may have specific training requirements — confirm with your Team Leader. See ET role permissions for the full matrix.

Managing team member permissions

The Owner can set individual profiles for other team members from the Manage Team screen in ExamTools. From there, the Owner toggles four permissions per team member:

  • Owner — whether this team member also holds Owner status
  • Co-owner — whether this team member is automatically granted Co-owner status on any session they create
  • Schedule — whether this team member is permitted to create/schedule a session
  • Print Exams — whether this team member is permitted to print exams
ExamTools Manage Team screen showing team member profiles and permission toggles for Owner status, automatic Co-Owner on session creation, session creation rights, and exam printing rights
Fig. 1 — The Manage Team screen, where the Owner configures other team members’ ExamTools permissions.
Change team admin permissions dialog in ExamTools showing four checked permission toggles: Owner, Co-owner, Schedule, and Print Exams
Fig. 2 — The Change team admin permissions dialog, with the four toggleable permissions: Owner, Co-owner, Schedule, and Print Exams.
Part B — Pre-Session Setup Checklist

Before applicants arrive

Step Action
1 Confirm session is listed in the Laurel VEC portal. This must be done before the session date and before any file upload. If not listed, add it first.
2 Confirm adequate qualified VEs. Minimum three. Verify license class against elements being offered.
3 Owner creates the session in ExamTools. Assign Co-Owner(s), VE Admins, and VEs to their correct access levels before check-in begins.
4 Prepare paper exam packets for applicants who choose paper. Question booklet plus answer sheet.
5 Verify internet connectivity (venue wifi, team hotspot, or phone hotspot). Test applicant devices if team-supplied.
Knowledge Check

Which ExamTools role creates the session and has full management authority over all session details?

Knowledge Check

A VE is assigned VE Admin status in ExamTools. What specific capability does this role add compared to standard VE access?

docs.exam.tools/docs/general/sessionrolespermissions” data-fb-n=”Review Part A. VE Admin editing authority is specific to applicant record management. It does not include session control functions like starting or finalizing. The additional training requirement exists because this role can alter applicant data.”>
Knowledge Check

Before setting up an ExamTools session for the first time, which Laurel VEC requirement must a Team Leader complete?

Knowledge Check

Your team is conducting an ExamTools session at a venue with no wifi. Applicants are bringing their own devices. How can internet access be provided?

Knowledge Check

A newly accredited VE has just been approved by ExamTools. What determines whether their new ExamTools profile shows them matched to the correct team?

References: ExamTools Documentation  •  Laurel VEC P&P

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