The Proctor Onboarding Journey

The journey begins the moment a candidate clears their interview. An admin or coordinator adds them as an Interview Select — the vendor, work type (Work-From-Office, On-Demand-Proctoring, or Hybrid), and any panel notes are captured right here, before any candidate-facing communication goes out.

This single entry becomes the seed record for everything that follows: it is what the system checks against at every later gate, from document dispatch to final activation.

With one click, the admin sends the candidate a secure, tokenized link to their own Onboarding Form — a public page that needs no account or password.

The candidate first verifies the email address on file with a one-time 6-digit code — this is what confirms it is genuinely them before any personal data is collected. Once verified, they fill in their own profile: contact details, address, date of birth, gender, and Aadhaar. The form closes with a clear confirmation, and the admin instantly sees the record move to In Progress.

The moment the candidate submits their profile, a full proctor record appears in the main Proctors list, carrying everything they just entered. Opening it gives the admin a single, tabbed view of the whole candidate — personal details, documents, evaluation history and a full activity trail — and the header always shows exactly which of the six pipeline steps the candidate is currently on.

In parallel with the rest of the pipeline, every candidate runs through Background Verification. A dedicated Incomplete BGV queue surfaces exactly who is still missing a document and, separately, who has gone overdue — nothing requires manually cross-checking the full proctor list to find at-risk candidates.

This is the busiest stage in the pipeline, and deliberately split across two roles so no one party can mark their own work as "ready." The candidate's vendor is the one who confirms, from their own restricted view, that someone is genuinely prepared for a demo and an assessment.

Once marked ready, the candidate surfaces in the admin's Proctor Certification queue, where a coordinator is assigned and a date, time and score cap are set for each session.

Both sessions then appear on the shared Scheduled Events board, where every coordinator can see what's coming up across the whole team. Each entry stays locked until 30 minutes before its scheduled time — a deliberate guard against marking a result before the session has actually happened.

Once the window opens, the panel records a pass/fail result with a score and a comment directly against the session. Passed sessions roll straight into a permanent, auditable results ledger — the same record a customer's QA team can later review.

Only once both Demo and Assessment are passed does Send Docs become available — the system will not let paperwork go out ahead of a candidate who hasn't actually qualified yet. One click sends a second secure link, protected by its own verification code, this time for the non-disclosure agreement (NDA) and the full set of onboarding documents.

The document itself is a multi-page, legally-worded PDF — today's active version covers 37 individual fields (signatures, dates, full names and address lines) across five policies: the Code of Conduct, Code of Ethics, Acceptable Use Policy, Disciplinary Action policy, and the NDA itself. The candidate works through it field by field: confirm their identity with a code, sign electronically wherever a signature is required, and upload supporting documents — resume, passport photo, graduation certificate, Aadhaar copy, PAN copy and an eye-test certificate.

Many proctors need to be certified against a specific customer's Standard Operating Procedure before they can work that customer's sessions. Client SOP is where that happens — the admin picks a customer, sees exactly who is eligible, and certifies them individually or in bulk via a downloadable, re-uploadable template, with every certification timestamped and versioned against that customer's current SOP.

The last two gates close the loop. Verify is the admin's final sanity check that every upstream requirement — BGV, signed NDA, uploaded documents, passed Demo and Assessment — genuinely landed before anyone is trusted with real candidate sessions. Activate is the single action that flips a proctor's status from In Progress to Active, at which point they leave this onboarding journey entirely and start appearing in live scheduling and session assignment.