Tutorials for English test administrators

This is a Starters Guide for the administrators of organisational accounts. If you are registered as an individual, please refer to frequently asked questions.

1. GET USERS INTO THE SYSTEM

TrackTest English is an easy-to-use, flexible platform for managing the English tests of employees, job candidates or students.

There are more ways how you can get users to start the English test. You can choose one or combine them (for no extra charge).

1.1 E-MAIL INVITATION

For whom: The popular option for small and medium organisations (up to 150 users). Upload the list of users from excel and send them the invite from the system.

Pros: You decide when you want your users to take a test. Automatic user sign-in. Users just click on the link and start the test, no need to register. You can invite users directly to the level.
Cons: You need to know user e-mails. E-mail invitations can sometimes get blocked by corporate mail systems on the way to users.

Start with adding/creating users in the top left corner of Users page. You can create them individually or use bulk import of users from excel/CSV file.

Bulk import of users from the file in four easy steps:

a. Prepare the list of users in excel in the format:

First column- e-mail address
Second column- first name
Third column- last name
The first column is mandatory, others are optional. Download this template in MS Excel.

b. Save file as CSV

– Press F12 in Excel and window Save As… pops up.
– in the list Save in format choose the format CSV (comma separated) and save.

c. Upload file to TrackTest.eu

On the page Bulk import of users select the file and upload.

d. In the last step, the table with new users will be displayed on the screen. If they are correct, confirm creation and new users will be added to your corporate profile.

When you have users in your account, simply select users and click the button Invite to test. You will have a chance to edit the text in the e-mail. At the end of this e-mail, the system adds the link to the test. The autologin link is unique for each user so they should not forward it to other. Users are automatically logged into their account with one click.

You as the administrator can decide to invite your user directly to the specific level:
Invitations are sent from the e-mail invite@tracktest.eu. It is recommended for users to add this address to contact list or safe sender list in users e-mail client to avoid ending in the Spam folder.
Admins can decide to add themselves on carbon copy (Cc) so they get a copy of all e-mails (expect to receive 100 e-mails when you invite 100 people).

 

1.2 ACTIVATE VIA VOUCHER CODE

For whom: Bigger companies and schools, job candidate testing, proctored environments, users without e-mail addresses. Users create the registration at the https://app.tracktest.eu/voucher (or your custom URL you can find in your company settings) and apply your voucher code at the payment gate. They are automatically assigned to your account so you see their status, results, etc.

Pros: You do not need to know e-mails of your users. Simply send them a registration link and voucher code and they will do the rest. Users also see the value you are investing in their testing.
Cons: In theory, users could remember the voucher code for their account and access it also after the assessment. If required, this can be prevented by locking the access (as explained in chapter 3.5).

You can create the voucher codes in the Users page. Select the number of vouchers you need (less than available credits). Created codes are added to the list of Users, from where they can be exported into excel or pdf.  The number of remaining credits is decreased by the number of vouchers created. If you decide to not use them, you can always delete them and the number of remaining credits will be increased again.

Once the user applies the vouchers during the registration, the code is attributed to the user and can be found with hover the mouse over the username, clicking the username details or in the separate column in the exported file of users.
How can English test users apply the activation voucher?
Users can use the dedicated page  https://app.tracktest.eu/voucher (works also with the custom voucher URLs) where they add username/e-mail and voucher. This page works for both first-time registration and login of the existing user.

Further customizations for institutions available upon request:
– Using usernames instead of e-mail for registration.
– Hide the option for credit card payment.
– The custom text below the Activate button- can be in the local language, with the administrator contact information, etc.
– Offer only the selected levels
– Assigning all registrations with the corporate e-mails to your account
– Custom design (replaces the standard TrackTest colours and fonts with the design elements from your website)

2.TAKING THE TEST

After activation, users see this screen as their homepage.


On top, there is a name of your organisation and logo, link to the quick placement test (pre-test) and options for level tests.
Colours indicate the status of the test:
Blue– not started
Orange– in progress
Green– completed

Each level can be repeated after 30 days of the previous level completion. All not completed tests are deleted after 30 days and the status is blue again.

2.1 LEVEL TEST

Users can do any of six CEFR levels. The same level can be repeated after 30 days from the previous completion (different questions are generated). Incomplete tests are deleted after 30 days.

If your organisation wants to offer only the limited number of levels, e.g. only B1 and B2, this can be also set up upon request. Please inform your account manager which levels you want to enable for your users.

2.2 PLACEMENT TEST

If users do not know which level to start with, they can make an optional quick pre-test. This quick pre-test consists of 15 English grammar questions in three adaptively generated pages, i.e., a difficulty of English questions changes based on your success rate from previous answers.

It should not take more than 10 minutes of their time and as a result, the student will get an indicative CEFR level of English.

For the other features- a detailed English assessment, weaknesses analysis, progress monitoring and English certificates, students will still need to pass the complete TrackTest proficiency level tests.

3. REPORTS

3.1 USERS page

The page Users (http://app.tracktest.eu/en/?dir=settings&page=users) is the key page for managing the users. Admins can activate and archive the users, monitor their status as well as invite them to the test.

USER STATUS (types)

Active Users:

New– a user created but haven’t started the test.
Invited– a user invited by e-mail invitation
In Progress– a user has started but not completed their last test
Completed– a user has completed the last test.

Expired– 12-month license has been expired. Prolong their license using one credit per user or archive them
Archived– users you do not need anymore.

Note: As per default, User Status column shows only Active users. If you want to see also Archived and Expired users, change it to All.

ARCHIVE USERS

Archived users cannot access their profile and are not shown in the default view in Users and Results tables. They can be always found using the filter Archived in the Status column. If needed, admin can also re-activate them again.

PROLONG USERS AFTER 12 MONTHS

Status of users after 12 months changes to Expired. It means that their licence expired and they cannot start new tests. If you want to continue monitoring their progress, you need to prolong their license using your available credit.

Both actions (Prolong/Archive) can be found on the USERS page in the top left corner.

3.2 RESULTS PAGE

English tests results for all levels can be found on the Results page. There they can be filtered and exported to excel and pdf.

Key features:

Full-text search for names and groups.

Compare to previous. You can compare the results with the previous user score and immediately see the student progress.

Date Selector. You can now filter the results based on the date of test completion. There are predefined options- Last Month (30 days), Last Quarter, Last Half-Year and Last Year as well as any custom range.

Total Average. It is a total average of all scores shown in the table so you can easily find not only an average score for your company or school but also the average score for any filtered results, e.g. for the specific group, department or teacher. If you are a school or a language school, you can also compare your total average score with the English Proficiency School Index.

Detailed results and date of completion. Hover your cursor with your mouse over the result and you will see the test results for individual sections (grammar, reading, listening) as well as the date of the test completion.
You will also find the section details if you export the file to excel.

Top TTS. It shows the best TrackTest score achieved from all levels for the selected date range.

Download all test results. The downloadable list of all test results including the section scores in the csv/xls format can be found below the Results table.
Pro tip:
Default date range for showing the result is 6 months. If you are looking for the older results, do not forget to change the date range in the date selector.

3.3 GROUPS PAGE

When you have your users imported, you can optionally assign them into groups (departments, classes, teachers, etc.). One user can be assigned to more groups (e.g. in the group Sales as well as the group NewStarter). Groups can represent your class, teacher, department, location (or all of them). They can be very useful if you want to filter your users quickly, share select results or delegate some of your management tasks to other people.

Create a new group

a. Go to the section Groups in the header and create new group

b. Name you Group and save it. In this example, we will name this group NewGroup. Optionally, you can also add your users to the group here but since we want to filter them based on their last test results, we will leave other fields empty for now.

c. In the Results page, filter users based on their results and add them to the group.

For example, we filter all users who achieved a result worse than 40% at the A2 level. Check them and click to Add to group button.

d. Select the group and confirm.

Mission accomplished. Users are now added to the group NewGroup. You may also want to share results of the select group to the specific person, e.g. their teacher or team leader. You can do it by assigning them as their group admins.

3.4 Lock/Open Status

With this feature, school and company administrators can lock the access to tests for all their users and unlock it only for the period when they want their users to take the tests.

4. SETTINGS

4.1 TEST SETTINGS

Test settings enable further customizations of the user registration flow as well as the tests itself addressing various needs of organisations. Changes are active immediately after you save the new settings.

Check the short video with all available customisations (∼2 min):

4.1.1 USER REGISTRATION

This section is useful if you get new users via custom registration/voucher links. If you use the users’ import with e-mail invitations, you can skip this section.

Registration link avialable customisations:

4.1.2 ENABLED LEVELS

If you know that you are going to test only the specific level or levels (e.g.B2), you can hide other levels for your users. All your users will see only the levels selected.

Enabled CEFR levels

4.1.3 TIME LIMIT

A time limit for the English proficiency test is an optional feature available for all company and school accounts. You can set a maximum time duration of English test in minutes for your users.

The countdown starts from the moment when a user enters the test. The English level test cannot be paused therefore users need to more focus on its completion.

If you consider using this feature, make sure that your students and users have conditions where they cannot be interrupted or disturbed. If their time expires before the completion of the test, remaining questions are flagged as incorrectly answered.

You can set the time limit for pre-test and level tests and save. It automatically applies for all new tests and for all users from your account.

4.1.4 TEST TYPE (RANDOM/STATIC)

TrackTest English proficiency tests are per default generated from our extensive pool of questions and items using the special custom algorithms. These tests are of the same difficulty but never the same, with the different questions and different sequence of tasks.
However, there are specific use cases where the test administrators want to serve exactly the same set of questions to all their testees. For instance, you want to ensure the 100% fairness during the admission or final exams which are taken at one time at your premises. There is no risk of cheating so you can serve the same questions to all your test-takers. For these scenarios, you can change the test type to Static in your company settings. When saved, a test with one set of questions per level will be served to all your users.
If you want to change the questions in the Static test, e.g., for the new assessment round, click Re-generate static tests and the tests will be re-generated for all proficiency levels. In the settings, you will see also the date of creation of your active set of questions.

Random English test

4.1.5 YOUNG LEARNERS FILTER

Test for young learners is an optional free feature available to all school administrators in their interface.

The TrackTest English proficiency test in its standard configuration assesses the English proficiency in both professional and personal life. Therefore English tests, in the upper B and C levels particularly, use also some questions related to the general business English knowledge.

This area is essential for adult learners but could be a disadvantage for young learners who, despite being adequately English proficient, do not get involved with such vocabulary and topics and hence could score the worse results.

In order to prevent this discrimination, we have introduced the filter for young English learners. When selected by the school admin, the system selects from the questions databank only the questions suitable for young learners.

Account administrators can turn the Young Learners filter on and off in your company settings.

4.1.6 SPEAKING&WRITING MODULE

The Speaking&Writing test is the optional module to the core tests. In your admin account, you can make it visible or hidden for your users.

4.1.7 ACCESS TO RESULTS

You can decide if you want your users to see their preliminary and final results and download the certificates. If disabled, your users will get only the information that they completed the level. They will not see their result and cannot download their certificate.

ShowTestResult

4.2 COMPANY PROFILE

This section can be found at the second tab of the Settings page.

4.2.1 EDIT COMPANY PROFILE

Admin can see and edit the profile of their organisation. Click Edit profile to change any info or upload the new logo or change the custom URL.
Pro Tip:
Do not forget to upload your logo. It is displayed together with your organisation name during the registration of your users via the custom link as well as in the footer of each certificate.

4.2.2 ORDERS (Order more credits)

In the section Last orders, you can see all your orders, remaining credits and when they expire. (Expiration time is usually 12 months from the activation date).

4.2.3 WEEKLY REPORTS

You can subscribe to the weekly report in the .csv format about the activity in their organisation (users added, tests taken, used licences). The report is generated for every week (Monday-Sunday) and sent to the admin e-mail address. If there is no activity, the report is not generated.

5.  OTHER FEATURES

5.1 ADMINS AND SUPER ADMINS

Create a new super-admin profile– A new super admin person needs to register as an individual. Afterwards, please send his/her username to your TrackTest account manager and they will get your user upgraded to organisation super admin.

Create a new group admin- Go to the user profile -> Edit profile and there is a checkbox option to make this user a group admin.

WHAT IS A DIFFERENCE BETWEEN ADMINS AND SUPER-ADMINS?

Group Admin is a user with special rights for the specific group.

What Group Admin can do:

What Group Admin can NOT do:

5.2 WEAKNESSES ANALYSIS

In the Feedback section of the user profile, the admin can find the three weakest topics, i.e. categories they have made the most mistakes during the last 12 months. They are selected from their test results out of approximately 20 grammar, reading and listening topics in all levels and algorithmically recalculated reflecting the difficulty of the test levels.

The section includes also the simplified (non-scientific) definition of the topic, few sample sentences and recommendation on how to improve their result.

5.3 PROGRESS TRACKING

For better progress tracking of users across the levels, TrackTest uses so-called universal TrackTest Score (TTS).

With the TrackTest Score (TTS), the progress can be tracked across the levels. It is a dynamically calculated numeric score on the range from 0 to 1200 using the algorithms based on the all other user results and reflecting the difficulty difference among the levels.

A chart of user progress shows the best result in each month with the completed tests together with the best and last achieved scores.

English language progress

5.4 PROCTORED EXAM

See the dedicated page explaining how to create a secure, cheating-free environment in your premises or how to use the embedded proctoring and verification service by TrackTest. Contact your TrackTest representative for more information.

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