Finding Records — Registry, Schedule & Dashboards

Scrolling stops working somewhere around the second page. Everything below is built so that you never have to.

The surfaces

Registry — finding a person

The registry is a searchable list of every candidate across every sitting.

Search by name, email address or reference number. Partial matches work — typing marg finds Margaret, and typing part of a roll number finds the candidate holding it.

Filter by:

• Organization
• Event
• Date range
• Test type
• Status — invited, started, completed, awaiting review, released, cancelled
• Level (CEFR) and score range

Filters combine. "Every candidate at Campus B who reached B2 or above in March" is a few clicks, not an export-and-spreadsheet job.

Export the filtered set as CSV. The export streams, so a large result set downloads rather than timing out, and it is safe to open directly in Excel.

Schedule — who sits when

Three views of the same thing:

• By day — a grid of the coming days with the number of candidates scheduled on each
• By month — the same at a month's resolution, for planning a term
• Forward capacity — what is already booked over the next stretch, so you can see where there is room before promising a partner school a date

Overview — the numbers

Available platform-wide, and per organization:

• Headline numbers with a trend — booked, sat, awaiting review, released, each against the previous period of the same length
• Booked vs sat per day (per week for long periods) — where the volume went
• Where people drop off — booked → entered → sat → released, with the absence rate and the median time from completion to release
• Results by organisation or group and the level mix per group
• Score bands per test type — each scale on its own chart, never pooled
• Section averages — listening, reading, writing, speaking — which skill drags a cohort
• When sittings actually run — a weekday-by-hour heatmap for capacity planning
• Busiest days and largest sittings, linked to the day view and the sitting
• By campaign and by group — booked, entered, sat, absent, released, average
• Review ageing — how long held results have been waiting

Filter all of it by organisation, a preset or custom date range, campaign and test type, and download the campaign, group and sitting tables as CSV.

An administrator overseeing several schools gets both: the roll-up across all of them, and each school's own view, without switching accounts.

Sittings and days — the cohort view

A sitting is filed under the day its candidates sit. If a sitting's roster carries slots on three days, it appears under all three, each with that day's numbers. A day header rolls the day up and opens the day view; on a day when several groups sit, the day view shows them side by side and, beneath, one breakdown per group across all of them.

What the numbers mean is written once and used everywhere: Entered is "started the test online or used their code" (not proof of physical presence), Sat is a finished test and is kept even if the underlying session is later removed, To mark is finished and awaiting review, Released is what the candidate can see, and the Average covers released scores only and is withheld when a set mixes score scales.

Speed at volume

Every list is paginated and every filter is applied by the database, not after loading. That means a filter returns the right set no matter how many records exist — the result does not depend on how many rows happened to be fetched first.

Score, level, test type and completion date are stored on the candidate record at the moment they finish. That is why a question like "every B2 in March" is instant rather than something the system has to work out row by row.