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SPECIFICTION
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Optime Exam

eventmapsolutions.com

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Spec score 8.9 #3 of 37 in Exam Scheduling Software

What it is

Optime Exam is a cloud-based application for producing examination timetables and scheduling invigilation. Its AI-based engine creates clash-free, student-centric schedules with invigilator assignments and seating plans, taking configured requirements into account. These can include student needs, resource availability, invigilator workloads, and course or room constraints. Individual accommodations may include extra time, breaks, separate rooms, equipment, and assistance. The system gathers invigilator availability and workload preferences, supports automatic assignment of invigilators and teams, and allocates student seats. Invigilators can monitor attendance and check identities. Reports and exports include attendance registers, cover sheets, instructions for invigilators, and schedule information. Schedules can be published to students and invigilators, who can receive change notifications. The maker says schedules are accessible on mobile devices, including tablet attendance monitoring. A documented API is available for connecting Optime data with other applications or hardware. Pricing is on request, and a free trial can be requested.

Spec sheet

What it does
Optime Exam produces examination timetables and manages invigilation, seating, attendance and delivery workflows.Read 15 Oct 2026 · eventmapsolutions.com
Purpose
Optime Exam produces scheduled and resourced examination timetables and supports examination and invigilation scheduling.Read 4 Oct 2026 · eventmapsolutions.com
Trial
The maker offers a free product trial by request and lists Exam as a product that can be selected for trial.Read 4 Oct 2026 · eventmapsolutions.com
API
The Optime API is described as extensive, flexible and fully documented for interfacing placement data with other applications or hardware.Read 15 Oct 2026 · eventmapsolutions.com
Integrations
The G-Cloud price document lists API access, Outlook and Google calendar synchronization, Microsoft 365 integration, MFA, SSO and SSO role auto-provisioning as included functions.Read 15 Oct 2026 · assets.applytosupply.digitalmarketplace.service.gov.uk
Security
EventMAP states that Exam uses end-to-end encryption for data traffic and account security and complies with GDPR.Read 15 Oct 2026 · eventmapsolutions.com
Support
Optime users can access a support centre with technical assistance and a self-help knowledge base.Read 4 Oct 2026 · eventmapsolutions.com
Headquarters
Belfast, Northern IrelandRead 23 Sep 2026 · eventmapsolutions.com
Founded
2002Read 23 Sep 2026 · eventmapsolutions.com
Accessibility
EventMAP states that Exam is WCAG 2.1 compliant.Read 15 Oct 2026 · eventmapsolutions.com
Alternative requirements
Individual students can receive configured extra time, breaks, separate rooms, equipment or assistance, reflected in generated timetables.Read 15 Oct 2026 · eventmapsolutions.com
API and integrations
The maker describes a documented API for interfacing Optime data with other applications or hardware.Read 4 Oct 2026 · eventmapsolutions.com
App listing: Apple
Apple lists Optime as a free Productivity app from Eventmap Limited for iPhone and iPad, requiring iOS/iPadOS 13 or later; it says there are not enough ratings to display an overview.Read 15 Oct 2026 · apps.apple.com
App listing: Google Play
Google Play lists Optime by EventMAP with an Everyone content rating, 1k+ downloads, no data shared with third parties and no data collected; the page shows no numerical user rating.Read 15 Oct 2026 · play.google.com
Attendance
The system supports visual attendance and identity marking for later reporting, analysis and audit.Read 15 Oct 2026 · eventmapsolutions.com
Automated scheduling
Its AI-based scheduling engine produces clash-free, student-centric exam schedules with invigilator assignments and seating plans.Read 4 Oct 2026 · eventmapsolutions.com
Automation
Its AI-based engine is described as generating clash-free student schedules with invigilator assignments and seating allocations within seconds.Read 15 Oct 2026 · eventmapsolutions.com
Cloud deployment
The product is presented as a cloud-based web application using caching and elastic scaling for high-volume usage.Read 15 Oct 2026 · eventmapsolutions.com
Company headquarters
The registered office is 14b C/O McGuire & Farry, Ballynahinch Road, Carryduff, Northern Ireland BT8 8DN.Read 15 Oct 2026 · find-and-update.company-information.service.gov.uk
Company origin
A UK Research Excellence Framework case study describes EventMAP as a Belfast spin-out backed by Queen’s University Belfast and the University of Nottingham.Read 15 Oct 2026 · impact.ref.ac.uk
Company registration
Companies House records EventMAP Limited as an active private limited company incorporated on 17 May 2002.Read 15 Oct 2026 · find-and-update.company-information.service.gov.uk
Company scale evidence
The case study reports growth from two part-time employees in 2008 to eight full-time and five part-time employees during its assessment period.Read 15 Oct 2026 · impact.ref.ac.uk
Constraints
Users can encode student needs, resource availability and invigilator workloads as scheduling constraints.Read 15 Oct 2026 · eventmapsolutions.com
Data gathering
An invigilator survey collects availability and workload preferences for use by the scheduling engine.Read 15 Oct 2026 · eventmapsolutions.com
Decision support
Live schedules can show violations and the system proposes alternatives when seating, invigilation, time or venue changes are made.Read 15 Oct 2026 · eventmapsolutions.com
Documentation and support
The support centre provides service-desk tickets, self-help articles, FAQs, getting-started material, release notes, developer guides and API documentation.Read 15 Oct 2026 · eventmapsolutions.com
Independent institutional use
University of Edinburgh governance papers recorded Optime Exam’s first go-live in June 2023 for scheduling the August resit examination diet.Read 15 Oct 2026 · docs.sasg.ed.ac.uk
Invigilator management
The product gathers invigilator availability and workload preferences and supports automatic assignment of invigilators and teams.Read 4 Oct 2026 · eventmapsolutions.com
Invigilator scheduling
Invigilator allocation supports roles, specialties, availability, workload and team requirements.Read 15 Oct 2026 · eventmapsolutions.com
Licence model
The published procurement price book describes an annual Optime software licence composed of platform, application and user-account charges.Read 15 Oct 2026 · assets.applytosupply.digitalmarketplace.service.gov.uk
Limit: hosting model
The product documentation describes Exam as cloud-based, while the published materials do not describe customer self-hosting.Read 15 Oct 2026 · eventmapsolutions.com
Mobile access
Exam schedules are accessible on mobile devices and tablets can be used for attendance monitoring.Read 15 Oct 2026 · eventmapsolutions.com
Notable news: Cardinal Newman College
On 12 March 2026 EventMAP announced Cardinal Newman College selected Optime Exam to manage invigilation across more than 70 courses.Read 15 Oct 2026 · eventmapsolutions.com
Notable news: Oxford
On 2 July 2026 EventMAP announced that the University of Oxford selected Optime Exam for about 52,500 sittings across 1,950 centrally administered exams each year.Read 15 Oct 2026 · eventmapsolutions.com
Publishing
Schedules can be published to students and invigilators, who can be notified about schedule changes.Read 4 Oct 2026 · eventmapsolutions.com
Publishing notifications
Schedules can be published to students and invigilators, with notifications when venues or times change.Read 15 Oct 2026 · eventmapsolutions.com
Reporting
Reports and exports include invigilator instructions, attendance registers, cover sheets and schedule information, plus dashboard metrics.Read 15 Oct 2026 · eventmapsolutions.com
Reports
Reports and exports include invigilator instructions, attendance registers, cover sheets and schedule information.Read 4 Oct 2026 · eventmapsolutions.com
Scheduling constraints
The scheduling engine considers student needs, resource availability, invigilator workloads and other configured requirements.Read 4 Oct 2026 · eventmapsolutions.com
Seating and attendance
It supports automatic student seat allocation and invigilator monitoring of attendance and identity checking.Read 4 Oct 2026 · eventmapsolutions.com
Seating plans
Room layouts and seat-filling rules can be modelled, including rules intended to reduce disruption when exam durations differ.Read 15 Oct 2026 · eventmapsolutions.com
Security and accessibility
The maker states that all data traffic is end-to-end encrypted, the product is GDPR compliant and it is WCAG 2.1 compliant.Read 4 Oct 2026 · eventmapsolutions.com
Smart scheduling
The application models events, venues and invigilators so examination sessions can be created from prior deliveries or built from scratch.Read 15 Oct 2026 · eventmapsolutions.com
Student accommodations
Individual requirements can include additional time, breaks, separate rooms, equipment and assistance.Read 4 Oct 2026 · eventmapsolutions.com
Support response commitment
The government marketplace listing states critical incidents receive a response within one hour and non-critical incidents within 24 hours on UK working days.Read 15 Oct 2026 · applytosupply.digitalmarketplace.service.gov.uk
System requirements
The government marketplace listing says no applicable system requirements and identifies public-cloud deployment.Read 15 Oct 2026 · applytosupply.digitalmarketplace.service.gov.uk
Technology heritage
The same case study says commercial software incorporates a hybrid extended Great Deluge metaheuristic and adaptive construction heuristic developed by the Queen’s University team.Read 15 Oct 2026 · impact.ref.ac.uk
Web and mobile access
The product is a cloud-based web application, and the maker says schedules are accessible on mobile devices, including tablet attendance monitoring.Read 4 Oct 2026 · eventmapsolutions.com
Who it is for
The maker describes Exam as a solution for examination planning and invigilation scheduling, with roles for students, staff and invigilators.Read 4 Oct 2026 · eventmapsolutions.com

Plans and prices

Application licence, 25,001+ students Free student component is free above 25,000 students price capped above 25,000 students Read 15 Oct 2026 · assets.applytosupply.digitalmarketplace.service.gov.uk
Application licence, 15,001–25,000 students £1 a year per full-time undergraduate student annually maximum 25,000 chargeable students Read 15 Oct 2026 · assets.applytosupply.digitalmarketplace.service.gov.uk
Standard user account £1.25 a year per user annually Optime account access Read 15 Oct 2026 · assets.applytosupply.digitalmarketplace.service.gov.uk
Application licence, 500–15,000 students £1.50 a year per full-time undergraduate student annually minimum 500 chargeable students Read 15 Oct 2026 · assets.applytosupply.digitalmarketplace.service.gov.uk
Administrator user account £20 a year per user annually Optime account access Read 15 Oct 2026 · assets.applytosupply.digitalmarketplace.service.gov.uk
SendGrid mail provider £500 a year annual optional when the institution does not use its own mail provider Read 15 Oct 2026 · assets.applytosupply.digitalmarketplace.service.gov.uk
Additional environment £4,000 a year per environment annually optional platform add-on Read 15 Oct 2026 · assets.applytosupply.digitalmarketplace.service.gov.uk
Standard platform licence £6,000 a year annual, excluding VAT shared app plan · shared app service · shared database · schools and small organisations Read 15 Oct 2026 · assets.applytosupply.digitalmarketplace.service.gov.uk
Premium platform licence £12,000 a year annual, excluding VAT shared app plan · private app service · private database · colleges and medium-size organisations Read 15 Oct 2026 · assets.applytosupply.digitalmarketplace.service.gov.uk
Enterprise platform licence £18,000 a year annual, excluding VAT private app plan · private app service · private database · universities and large organisations Read 15 Oct 2026 · assets.applytosupply.digitalmarketplace.service.gov.uk
Optime Exam Priced on request Read 4 Oct 2026 · eventmapsolutions.com

Every Optime Exam plan and price →

Strong points and limits

Strong points

  • Automated timetabling with student and room constraints
  • Supports accommodations for individual student needs
  • Can assign invigilators and teams automatically
  • Publishes schedules and change notifications
  • Free trial available by request

Limits

  • Pricing is on request
  • Deployment is cloud-based

Who it suits

Optime Exam suits organisations planning examinations and coordinating invigilation, with workflows for students, staff, and invigilators.

Verdict

Optime Exam covers timetable creation, invigilator assignment, seating, attendance, and schedule publishing in one cloud application. A free trial can be requested; pricing is available on request.

Where Specifiction places it

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