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This guide walks you through the admin workflow for CBT exams: reviewing and approving exams before they go live, controlling which classes are assigned, appointing proctors, and tracking submissions across your school.
Before you begin: You need school admin access. Log in at school.lena.africa.

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Accessing CBT management

  1. Log in to school.lena.africa
  2. Go to CBT Exams in the sidebar
  3. You’ll see all CBT exams across your school
School admin CBT exam list showing all exams with status, teacher name, and dates

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Viewing exam details

Click on any exam to see its full details:
FieldDescription
TitleExam name
TeacherWho created the exam
CourseWhich course the exam belongs to
DurationTime limit
Start/End timeExam window
StatusDraft, Published, Active, or Closed
QuestionsNumber of questions and total marks
Assigned studentsNumber of students assigned to take the exam

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Approving exams

Depending on your school’s workflow, you may need to approve exams before they become available to students:
1

Review the exam

Open the exam details and review:
  • Questions and answers (use the Preview Questions feature)
  • Exam settings (duration, tab-switch limit, etc.)
  • Assigned students
The exam detail view shows all settings and a preview of the questions.
2

Approve or send back

  • Approve — Click to clear the exam for students to take during the exam window. The exam status changes to Approved.
  • Send back — Click to request changes from the teacher before approving. Add notes explaining what needs to change.
Exam approval interface with approve and send-back buttons and a notes field

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Managing exam classes

You can manage which student classes or groups are assigned to the exam:
  1. Open the exam detail
  2. Go to the Classes tab
  3. Add or remove classes/student groups
CBT classes management showing assigned classes with add and remove options
This is useful when an exam should be taken by specific grades, arms, or departments.

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Assigning proctors

Proctors (invigilators) are teachers assigned to oversee a specific exam and class. When you assign a proctor, they receive an invitation that they can accept or decline.
1

Go to the Proctors tab

Open the exam detail and navigate to the Proctors section. You’ll see a table of assigned proctors with their name, assigned class, and invitation status.
2

Add a proctor

Click Add Proctor, select the class to assign, then search for a teacher by name or email. You can optionally add notes with special instructions. The teacher receives an email invitation.
Add proctor dialog with class selection, teacher search field, and notes
3

Track invitation status

Each proctor shows one of three statuses:
StatusMeaning
PendingInvitation sent, waiting for teacher’s response
AcceptedTeacher has accepted and will proctor the exam
DeclinedTeacher declined the invitation
4

Edit or cancel

You can cancel pending invitations or remove proctors at any time before the exam.
Assign proctors who are available during the exam window and familiar with the exam content in case students have questions about unclear instructions.
Proctoring on Lena is in-person — proctors oversee the exam physically in the classroom. The system does not provide live screen monitoring or remote surveillance.

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Viewing submissions

Monitor exam progress and review results:
  1. Open the exam detail
  2. Go to the Submissions tab
  3. See all student submissions with scores, time taken, and submission type
Admin view of exam submissions table showing student scores, time taken, and submission type
You can click on individual submissions to see a question-by-question breakdown.

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Previewing questions

Before approving an exam, review the questions:
  1. Open the exam detail
  2. Go to the Questions tab
  3. Use Preview to see questions as students would see them
This helps you catch errors, unclear wording, or incorrect answers before the exam goes live.

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Best practices

  • Review before approving — Always preview questions and check settings before approving an exam
  • Assign proctors early — Give proctors time to prepare and understand the exam format
  • Monitor during exams — Keep an eye on the submissions tab during active exams to catch issues early
  • Coordinate with teachers — Discuss exam schedules to avoid conflicts with other school activities