Workspace authentication can be enforced from the admin console or can be enabled by a teacher via the "advanced-settings" in the Schoolyear settings widget. This article explains in detail what this functionality entails:
- What does Workspace authentication mean?
- How can I enable Workspace authentication?
- In which situations would you want authentication to proceed via Schoolyear?
What does Workspace authentication mean?
For every Schoolyear session, a unique workspace is created for a student. To link this workspace to a specific student, authentication is required. This can happen in two ways:
Option 1: Via 'manual' action by the student
If you do not enable workspace authentication, authentication must take place in another way. This can be done through self-registration by the student.
- If an integrated exam is used, the integration will forward this information to Schoolyear. Schoolyear has no influence on what information is sent, so it is possible that different integrations send different information for the same student. This information is used by Schoolyear to link to the unique workspace.
- If an exam code is used, the student will see a screen where they enter their first name, last name, and student number themselves. The student may possibly make typing errors or enter incorrect information. This information is used by Schoolyear to link to the unique workspace.
Option 2: Via Schoolyear
Read the article below to learn how authentication via Schoolyear works and how it is linked to the unique workspace.
How can I enable Workspace authentication?
Workspace authentication can be enforced for every Schoolyear exam. You can configure this in the admin console. By doing this, no setting needs to be changed at the exam level by a teacher.
If Workspace authentication is not enforced at the admin level, you can determine per exam under the advanced settings in the settings widget whether you want to require Workspace authentication.
In which situations would you want authentication to proceed via Schoolyear?
In fact, you want to enforce authentication via Schoolyear for all exams. There are only a few examples where you might not want this:
- You do not use SSO: if this is the case, you may not want to use this feature.
- You have a exam with students who do not yet have SSO: for example, entrance exams where the students do not yet have an institutional account.
Note: Schoolyear counts licences based on unique workspaces. If you decide to disable authentication via Schoolyear, every workspace will be counted as a unique workspace. It may therefore be that one student uses multiple licences. If you use authentication via Schoolyear, one student will only use one licence.
How does this work for the student during a device check?
During a device check, Workspace Authentication via Schoolyear is always mandatory and the student must authenticate. This will be done via Single Sign-On (SSO)* and the student must enter their own email address.
How does this work for the student during an 'integrated' exam?
An integrated exam is an exam created by means of an API key.
The exam is started via the test application / LMS and students go through the usual Schoolyear onboarding. Just before the Schoolyear application is launched, the student is asked to authenticate. This will be done via Single Sign-On (SSO)* and the student must enter their own email address.
Because the student is often already logged in to the test application / LMS with SSO, the student probably does not need to log in again and the authentication can be reused. It is also possible for integrated applications to send the student's email address in advance so that this step can be skipped as well.
* If you do not use SSO but use the email allowlist, the student will use a temporary link sent by email.
How does this work for the student during a 'standalone' exam?
A standalone exam is a exam created in the Schoolyear dashboard.
The exam is started via the exam code shared with the student. Just before the Schoolyear application is launched, the student is asked to authenticate. This will be done via Single Sign-On (SSO)* and the student must enter their own email address. It is not necessary for the student to register themselves with a name and student number as this information is shared via SSO.
Once authentication is successful, the student can start the Schoolyear environment and begin the exam.
* If you do not use SSO but use the email allowlist, the student will use a temporary link sent by email.