Send convocations to participants by email
Written By Florian Barral
Last updated About 7 hours ago
The convocation is the email that sends each participant their personal link to the exam, along with the schedule and your instructions.
💡 Test with a personal email address, different from your account’s, to receive the convocation as a participant would.
Send convocations to all participants
In the Assign › Session tab, Convocations card, click Configure.
Choose a template: French template or English template. It reuses your settings, such as the opening mode and the schedule.
Customize the email if needed: subject, text, variables.
Click Preview to check the result, then Send convocations.
⚠️ Schedule the session before choosing the template. Otherwise, the email announces a manual opening. If you schedule it afterward, click Use template to regenerate the email.
Customize the email
Insert a variable: add fields that are replaced for each participant when the email is sent (first name, last name, email address, student ID, exam name, sign-in link in French or English, grade), as well as the exam’s custom attributes (see the article Add custom attributes to participants).
Advanced options: change the sender name, as well as the reply-to name and address. The sending address cannot be changed.
The email is saved automatically: you can close the window and come back later.
Send to one or more participants
To remind specific participants, or to send a convocation to a participant added after the initial send:
In the Assign › Students tab, check the relevant participants.
Click Send convocation in the bar that appears at the bottom of the screen.
The Convocations column shows whether each participant has received theirs.
FAQ
What should I do if a convocation is still marked “not received” for a given email address?
What should I do if a convocation is still marked “not received” for a given email address?
Our email delivery system automatically stops sending emails to deactivated addresses. You or another Evalmee user may have tried to send an email to that address while it was deactivated.
If it has since been reactivated, you can contact us on the support live chat to unblock it, or at support@evalmee.com
What should I do if the exam is not visible on a participant’s home page even though they were sent a convocation by email?
What should I do if the exam is not visible on a participant’s home page even though they were sent a convocation by email?
If the exam is managed by an LMS through an LTI integration
On participants’ home page, exams managed by an LMS are never visible before they have been taken.
If the exam was created in Evalmee
If the exam was reset after the convocation was sent, it is no longer visible on participants’ home page. To make it visible again, you must send the convocations again.
What should I do if the schedule does not appear in the convocation email template?
What should I do if the schedule does not appear in the convocation email template?
If you set up the convocation email template before defining a scheduled opening for the exam or exam session, the email will say the exam will be opened manually.
To update the email template, click “Use template” and then the name of the template in the language you want.
Was this helpful?
Still need help? Ask the team