Managing Exams
The Exams section lets you create an exam record, add students to it, and track each student's exam entry details in one place. You can store the overall exam details such as session, dates, location, and notes, then man
What the Exams Section Shows
The main Exams page shows a searchable list of your exams. Each row shows the exam name, session, opening date, closing date, location, and when the record was created.
You can search this list by exam name, session, or location. Clicking any row opens that exam's detail view.
If your plan does not include Exams, you'll see an upgrade prompt instead of the normal create flow.
Creating an Exam
Create a new exam from the Exams page using Create Exam.
When you create an exam, Octavia immediately opens the new record for you in edit mode. A new exam starts with the name Untitled Exam, so the usual next step is to enter the details you want to keep with that exam:
- Name
- Session
- Opening date
- Closing date
- Location
- Notes
Click Save changes to store the exam details and leave edit mode. If you change your mind before saving, click Cancel to discard your edits.
The Exam Detail View
Once an exam exists, its detail view becomes the working area for everything attached to that event.
At the top of the page, you see the exam's main information. Below that is the Students section, where each row represents one student's entry in that exam.
This means the exam record itself holds the shared event details, while the student table holds the entry-specific details for each candidate.
Adding Students to an Exam
Use Add students in the Students section to open the student picker. The picker lets you search current students, select one or many, and add them to the exam in a single step.
After you confirm, the selected students appear in the table straight away. From there, you can begin filling in each student's exam details.
Managing Student Entries
Each student row shows the key details for that student's exam entry:
- Student
- Instrument
- Teacher
- Grade
- Type
- Program
- Accompanist
- Rehearsals
- Entry Completed
- Report URL
- Scheduled Date
- Scheduled Time
Most of these fields can be edited directly in the table.
Inline editing
The Grade, Type, Program, Report URL, Scheduled Date, and Scheduled Time fields are edited inline. Click a field to start editing it.
When you're done:
- Press Enter to save
- Click away to save
- Press Escape to cancel
Changes save immediately back into the row, so you can work down the table without opening a separate form for each student.
Entry completion
The Entry Completed checkbox lets you mark whether that student's exam entry is finalised. Ticking or unticking it updates the row immediately.
Accompanists
Each row includes an Accompanist dropdown. This is optional, so you can leave it blank or assign an accompanist student by student.
The selection saves immediately. If no accompanists are available in the dropdown, none have been set up in your studio yet.
See Accompanists for more detail on how accompanists are configured.
Removing a student
To remove a student from the exam, use the delete button at the end of their row and confirm. This removes the student from that exam only. It does not remove them from your studio.
Filters and Bulk Updates
When an exam has students in it, the table also includes filters to help you narrow the list.
You can filter by:
- student or teacher name
- grade
- type
- instrument
- entry completed status
- scheduled date range
- scheduled time range
If your filters return no matching rows, Octavia keeps the filters visible and gives you a Clear Filters action so you can reset the view quickly.
You can also select multiple students at once and apply a bulk scheduled date update to all selected rows. This is useful when many students in the same exam sit their exam on the same day.
Rehearsals
Each student row includes a Rehearsals count and an Add / View action. This opens the rehearsal panel for that student's exam entry.
From there, you can add, edit, or remove rehearsal sessions linked to that student. Each rehearsal stores its own time, duration, location, and notes.
If the exam has students in it, you can also use View all rehearsals from the exam detail page. This opens a full overview of all rehearsals for the exam, with the option to sort either by student or by day and time.
See Rehearsals for the full rehearsal workflow.
What Happens After You Set Up an Exam
Once an exam is set up, it becomes an ongoing record of the event and the students attached to it.
- The exam remains available from the Exams list for later review
- Student entry details stay attached to that exam record
- Rehearsals linked to exam students can be managed from the same exam page
- Scheduled student exam times can be searched and filtered later as the event approaches
In practice, this makes the Exams section a central planning view: the top of the page holds the event details, and the student table holds the live working details for each candidate.
Related: Accompanists · Rehearsals