The process begins with a kickoff meeting involving key stakeholders to clarify institutional requirements, project goals, and the desired outcomes for digital assessment. The Digiexam customer success team partners closely with the institution to ensure alignment and a shared vision for academic success.
Key project members, including IT staff, administrators, and “super-users” (early adopters), are identified. These individuals anchor the implementation at the ground level and help drive adoption across the institution.
Digiexam is installed and configured according to the institution’s environment. This includes downloading the Digiexam app on required devices, setting up user accounts, and integrating with existing systems such as LMS via LTI or API if needed.
Single sign-on (SSO) and authentication methods are configured to streamline user access.
Training sessions are conducted for administrators, teachers, and support staff. Resources such as documentation, webinars, and videos are provided to ensure all users are comfortable with exam creation, delivery, and grading.
Super-users and early adopters may receive additional, in-depth training to support their roles as internal champions.
A pilot or sample exam is run to validate the setup, test workflows, and gather feedback from both educators and students. This helps identify and resolve any technical or process-related issues before full-scale deployment.
After successful pilot testing, the platform is rolled out for live exams. Ongoing support is provided by Digiexam’s customer success and technical teams to ensure a smooth transition and address any emerging needs.
Customizable Exam Settings:
Educators and administrators can tailor each exam’s settings, including assessment type, lockdown requirements, copy-paste permissions, grading anonymity, and time limits. Exams can be created from scratch or reused from a library, with options to randomize questions and answer choices for each candidate.
Proctoring Customization:
Digiexam allows organizations to configure remote proctoring features according to their data protection and exam integrity needs. Settings include enabling/disabling screen and webcam recording, adding a mobile camera for multi-angle monitoring, and automatic session conclusion based on misuse metrics. These settings are adjustable at the organizational level, providing flexibility to meet internal policies and regulatory requirements.
Accessibility Adjustments:
The platform supports accommodations such as spell check, text-to-speech, and extended time for students with special needs. These settings can be enabled for individual students or groups, ensuring inclusivity and compliance with accessibility standards.
Customizable Templates:
Digiexam offers customizable exam templates and pre-designed layouts, which can be adapted to match institutional preferences and requirements. This includes the ability to set up reusable templates for different subjects or departments.
Flexible Question Types:
A wide variety of question formats are supported, including multiple-choice, essay, short answer, and media-embedded questions. Educators can add notes for grading, set word limits, and attach resources such as PDFs or web links to specific questions.
Collaborative and Anonymous Grading:
The system allows for collaborative grading, where multiple educators can co-grade exams. Grading can also be set to anonymous mode to reduce bias.
LMS and SSO Integration:
Digiexam integrates with popular learning management systems (LMS) via LTI, enabling seamless data synchronization and single sign-on (SSO) for streamlined user access. This makes it possible to fit Digiexam into existing educational technology ecosystems.
Device and Environment Flexibility:
The platform supports both managed and bring-your-own-device (BYOD) environments, running on Windows, Mac, Chromebooks, and iPads. Exams can be delivered on-site, remotely, or even offline, providing adaptability for various organizational scenarios.
Customizable Reporting and Analytics:
Digiexam provides configurable analytics and reporting tools, allowing institutions to track performance, monitor exam integrity, and export data for further analysis.
Language and Accessibility:
The platform is available in multiple languages, supporting international organizations and diverse user bases.
No Deep Code-Level Customization:
According to software review sources, Digiexam does not offer open APIs or deep customization options for altering the platform’s core workflows or user interface beyond the provided configuration settings.
Personalized Onboarding and Demo
New users can schedule personalized demos to explore the platform’s features and understand how Digiexam works in practice. This helps organizations tailor their implementation to specific needs and workflows.
Extensive Documentation and Knowledge Center
Digiexam maintains a detailed knowledge center with guides, FAQs, and step-by-step documentation covering all aspects of the platform—from exam creation and scheduling to proctoring and grading. This resource is available to users for self-paced learning and troubleshooting.
Video Tutorials and Webinars
Video tutorials are available to demonstrate key workflows such as exam setup, question bank import, and live monitoring. These resources help users become proficient with the software at their own pace.
Training Sessions for Educators and Administrators
Training sessions are offered to administrators, teachers, and support staff to ensure they understand how to create, deliver, and manage exams effectively. Super-users or early adopters often receive additional in-depth training to champion platform use within their institutions.
Responsive Customer Support
Digiexam provides responsive support through multiple channels, including email, live chat, and a ticketing system accessible via the user’s account. The support team is known for being knowledgeable, helpful, and proactive in resolving issues.
Real-Time Assistance During Exams
Support is available during live exams to address technical difficulties, monitor exam progress, and assist with any immediate concerns, ensuring minimal disruption and a smooth testing experience.
Community and User Resources
Users have access to community forums and additional help resources where they can share experiences, ask questions, and learn best practices from other Digiexam users.
Digiexam employs a multi-layered approach to data security, ensuring the confidentiality, integrity, and availability of user and assessment data for educational institutions and organizations.
Secure Data Storage:
All exam and user data are stored on secure servers, with robust encryption protocols in place to protect information both at rest and in transit. The platform’s closed-source architecture ensures that all data remains under Digiexam’s direct control, with no third-party access.
Data Privacy Compliance:
Digiexam is fully compliant with GDPR and other data privacy regulations, safeguarding personal information and supporting strict institutional and legal requirements for data handling and retention.
Data Residency:
Data is stored on EU and US servers, allowing institutions to meet local and international data residency and privacy standards.
Role-Based Access Controls:
Administrators can assign granular permissions, ensuring that only authorized users can access sensitive data or perform critical actions within the platform.
Single Sign-On (SSO) and Authentication:
The platform supports SSO and multi-factor authentication, streamlining secure access for users and reducing the risk of unauthorized entry.
Lockdown Application:
Digiexam’s proprietary Lockdown Application creates a secure, distraction-free environment by blocking unauthorized websites, applications, and system functions during exams. This prevents access to external resources and minimizes opportunities for cheating.
Automated and Live Proctoring:
The platform offers both AI-driven and live proctoring, including real-time monitoring, ID verification, and screen activity tracking. Suspicious behaviors are flagged automatically, and educators receive detailed violation reports for review.
Biometric Identification:
Advanced biometric options, such as facial recognition and ID matching, are available to verify candidate identities and prevent impersonation.
Encrypted Communication:
All data transmitted between users and the platform is encrypted using industry-standard protocols, protecting information from interception or unauthorized access during transit.
Regular Data Backups:
The system performs frequent, automated backups of all critical data, ensuring that information can be restored quickly in the event of accidental loss or technical failure.
Autosave Functionality:
Exams are autosaved every 10 seconds, minimizing the risk of data loss due to connectivity issues or device failures.
Comprehensive Audit Trails:
All user actions and system access are logged, supporting transparency, accountability, and the ability to investigate any suspicious activity.
Continuous Monitoring:
Digiexam’s infrastructure is monitored 24/7 for security threats, unauthorized access attempts, and system anomalies.
Incident Management:
The platform has defined protocols for rapid response to security incidents, including breach notification, investigation, and remediation.
Data Ownership:
Institutions retain full ownership of their data, with the ability to export, delete, or migrate information as needed.
No Data Sharing or Monetization:
Digiexam guarantees that user data is never shared, sold, or monetized, maintaining strict confidentiality at all times.
Automatic Updates:
Digiexam’s cloud-based infrastructure ensures that updates are deployed automatically. When users install or launch the Digiexam application, the latest version is downloaded and installed, minimizing disruption and ensuring everyone benefits from the most recent features and security patches.
Centralized Deployment:
For institutions, updates can be deployed centrally across devices using standard deployment tools (such as MSI files for Windows), and do not require elevated administrator permissions for most updates. This streamlines the update process, especially in managed device environments.
User Notification:
Significant updates, new features, or important changes are communicated to users via platform announcements, release notes, or direct notifications. Release notes are published online, detailing new features, bug fixes, and known issues for each new version.
Legacy Support and Transition:
When major updates are released, Digiexam provides a transition period where both the new and legacy applications are supported. Users are notified in advance about end-of-support dates for older versions, ensuring a smooth migration to the latest software.
Digiexam is designed to support data portability, allowing institutions to access, export, and manage their data as needed. Key aspects of this policy include:
Export Capabilities:
Institutions and educators can export exam results, analytics, and reports in standard formats (such as CSV or Excel), enabling backup, further analysis, or migration to other systems.
Integration with LMS:
Through LTI and API-based integrations, Digiexam allows seamless synchronization of exam data with learning management systems (LMS), supporting unified workflows and easy data transfer between platforms.
Data Retention and Access:
All user and assessment data are securely retained for as long as the institution maintains an active account. Upon contract termination or at the client’s request, Digiexam provides options for secure data export or deletion, ensuring compliance with institutional policies and legal requirements.
Modular Licensing:
Digiexam’s licensing is typically modular, allowing institutions to purchase licenses based on the number of active users (students, educators, or administrators) or exam sessions needed. Organizations can increase or decrease their license count as enrollment or assessment demand fluctuates, ensuring they only pay for what they use.
No Long-Term Lock-In:
Institutions are not locked into rigid long-term contracts. Most agreements allow for periodic review (often annually or at the end of each billing cycle), at which point license counts and feature sets can be adjusted to match current needs.
Seamless Plan Adjustments:
Upgrading to accommodate more users or additional features can be done quickly, often through the platform’s account management portal or with the assistance of a customer success manager. Similarly, scaling down—such as reducing the number of licenses after a peak testing season—is straightforward and typically takes effect at the next renewal period.
Usage-Based Pricing:
For organizations with highly variable needs, Digiexam may offer usage-based pricing models, such as paying per exam session or per candidate. This is particularly useful for institutions with seasonal or event-driven assessment spikes.
Custom Contracts for Large Institutions:
Larger organizations or those with unique requirements can negotiate custom contracts, which may include volume discounts, multi-year agreements, or tailored support and service-level terms.
No Data Loss on Scaling:
Adjusting license counts or scaling down does not affect access to historical exam data, results, or user records. All data remains securely stored and accessible to authorized users, supporting compliance and business continuity.
Role-Based Access Control:
Administrators can add or remove users, assign roles, and manage permissions instantly, making it easy to adapt the platform’s user base as organizational needs change.
Subscription Model:
Digiexam typically operates on a subscription-based licensing model, where institutions purchase licenses based on the number of active users or exam sessions required. Subscriptions are often set for annual or multi-year periods, with the option to renew at the end of each term.
Automatic Renewal:
Most Digiexam contracts include an automatic renewal clause. Unless the institution provides notice of cancellation before the end of the current term, the contract will automatically renew for the next period (usually one year). This ensures uninterrupted access to the platform and its features.
Review and Adjustment:
Before renewal, institutions can review their usage, adjust the number of licenses, or modify their feature set. This flexibility allows organizations to scale up or down based on current needs, such as fluctuating student enrollment or assessment volume.
Notification of Renewal:
Digiexam typically notifies clients in advance of upcoming renewals, providing time to assess needs, make adjustments, or initiate cancellation if desired. Any changes in pricing or terms for the new period are communicated ahead of renewal.
Custom Contracts:
For large organizations or those with unique requirements, custom contract terms may be negotiated. These can include multi-year agreements, volume discounts, or tailored service-level commitments.
Cancellation Process:
Institutions can cancel their Digiexam subscription by submitting a written notice—usually via email or through the account management portal. The notice must be given before the renewal date or within the notice period specified in the contract (often 30 days before renewal).
No Pro-Rata Refunds:
If a subscription is canceled after the new term has started, access to Digiexam continues until the end of the paid period, but no refunds are issued for unused time within that term. This is standard for most SaaS platforms.
Access After Cancellation:
Upon cancellation, institutions retain access to their data and the platform until the end of the current billing cycle. After this period, access to subscription-based features is terminated unless the contract is renewed. However, all exam data, results, and user records remain securely stored and can be exported before access ends.
Data Ownership and Portability:
Institutions maintain full ownership of their data at all times. Digiexam allows for secure export of exam results, reports, and user data in standard formats (such as CSV or Excel) prior to account closure, supporting compliance and business continuity.
Support During Transition:
Digiexam provides customer support to assist with transitions during renewal or cancellation, including guidance on data export, user offboarding, and best practices for winding down platform use.
No Long-Term Lock-In:
Digiexam’s contracts are designed to avoid long-term lock-in. Most agreements can be reviewed and adjusted annually, and institutions can scale their usage or exit the contract at the end of any term with proper notice.
Custom Terms for Large Clients:
Larger organizations may negotiate bespoke renewal and cancellation terms, including longer notice periods, custom billing cycles, or additional transition support.
Digiexam is fully compliant with the European Union’s GDPR, ensuring strict adherence to requirements for data minimization, user consent, secure processing, the right to access and delete data, and transparency in all data handling practices. This compliance guarantees that all personal and assessment data of EU-based users is processed by the highest privacy standards.
The platform stores data on secure servers located in both the EU and the US, enabling institutions to comply with local and international data residency and privacy requirements. Digiexam’s infrastructure and privacy policies are designed to support strict institutional and legal standards for data handling and retention.
Digiexam implements robust role-based access controls, single sign-on (SSO), and multi-factor authentication to ensure that only authorized users can access sensitive data or perform critical actions within the platform. These measures support compliance with institutional IT and security policies.
The platform provides accessibility features such as spell check, text-to-speech, and adjustable settings, supporting compliance with accessibility standards and ensuring equitable access for students with special needs.
