AIExamPlanner

AIExamPlanner addresses the complex challenge of creating conflict-free exam schedules that optimize study time between exams.

Traditional exam scheduling is often a manual, time-consuming process that struggles to handle complex student enrollment patterns. Our tool automates this process by:

• Ensuring no student has two exams scheduled at the same time
• Maximizing the study gap between exams for each student
• Respecting institution-specific constraints like holidays and venue availability
• Allowing for fixed-date exams that cannot be moved

The result is an optimal exam schedule created in minutes instead of days, with better outcomes for both students and administrators.

Getting started with AIExamPlanner is simple:

1. Access: Sign in with your access code on our landing page. If you don't have one, contact us to request a demo and receive your access code

Once you have received the access code, you can follow the 4 steps here to create the optimal exam schedule in <10 minutes.

AIExamPlanner requires a simple Excel file (.xlsx or .xls) with the following columns:

• Student ID: A unique identifier for each student
• Exam ID: A unique identifier for each exam
• Exam Name: The name or title of the exam (or "Course Name")

AIExamPlanner offers several constraints to customize your exam schedule:

• Date Range: Define the start and end dates of your exam period
• Excluded Dates: Specify holidays, weekends, or any other dates when exams cannot be scheduled
• Fixed Exam Dates: Pre-assign specific dates (and optionally timeslots) for certain exams
• Maximum Exams Per Day: Limit how many exams a student can take in a single day (1-3)
• Daily Exam Limit: Set a maximum number of exams that can be scheduled on any given day
• Maximum Study Gap: Limit the maximum number of days between consecutive exams for any student

These constraints allow you to create a schedule that meets your institution's specific needs while maintaining fairness for students.

In most cases with a few hundred students and courses, AIExamPlanner finds an excellent solution within 1-2 minutes. For very large institutions with thousands of students and complex enrollment patterns, it may take slightly longer.

The optimization time depends on several factors:

• Dataset Size: The number of students and exams in your dataset
• Constraint Complexity: How many and how strict your constraints are
• Runtime Setting: You can set a time limit for the optimization (default is ~5 minutes)

Our interface provides real-time updates during the optimization process, and you can stop it at any time to use the best solution found so far.

If the optimization does not find a valid schedule, you may need to relax some of the constraints and try again (our AI will guide you on which constraints are most likely to be the issue).

Yes, AIExamPlanner provides full editing capabilities for your generated schedule:

Yes, data security and privacy are our top priorities. We do not store any of your uploaded exam scheduling data.

• Temporary processing only: Your Excel files with student IDs, exam details, and scheduling constraints are processed in-memory and immediately discarded
• No data retention: Generated schedules exist only during your active session
• Session cleanup: All session data is automatically cleared when you log out or close your browser
• Secure transmission: We use HTTPS encryption to protect data in transit
• Privacy by design: No personal student information is required - IDs can be anonymized

For complete transparency about our data practices, please review our privacy policy which details exactly what we do and don't collect, your rights under GDPR, and our commitment to protecting your institutional data.

AIExamPlanner is available to educational institutions through our access code system. We believe in making advanced scheduling technology accessible to educational institutions of all sizes.

To get started with AIExamPlanner, please contact us for a demo and to receive your access code. We'll be happy to show you how our platform can transform your exam scheduling process.