Skip to content
Optivice
Optivice Exams

Exam planning, optimized.

From your data to a finished exam plan – in record time, error-free, and demonstrably better for everyone involved.

plans in practice
Conflict-free
room utilization
Optimal
to the first plan
Minutes
Request a demo
Exam planning, optimized.

Who we build for

Tailored for educational institutions

Optivice Exams is the ideal solution for demanding coordinators who have to juggle hundreds of exams and thousands of registrations.

  • Universities & universities of applied sciences

    Master the highest complexity – parallel degree programmes, electives, and decentralized rooms – efficiently.

  • Vocational schools & gymnasiums

    Plan combined shift and exam calendars while accounting for training companies and school holidays.

  • Language schools & certification bodies

    Distribute flexible single days with fixed examiners and time slots optimally, in no time.

Your benefits

What Optivice Exams does for you

Five points that make the difference in everyday planning.

  • Efficient process

    Automated generation cuts time-consuming coordination cycles many times over.

  • Best-possible plans

    Optimal exam combinations with maximum spacing between exams for every student.

  • Full control

    Manual changes are possible at any time – the optimization engine advises you live.

  • Clear visualization

    Intuitive calendar and occupancy views for all planners and stakeholders.

  • Measurable quality

    Analyse the quality of your exam plan with transparent KPIs and reporting.

In production

Proven at OST Eastern Switzerland University of Applied Sciences

Since 2021, the OST campus in Rapperswil-Jona has relied on Optivice's software-driven planning every exam session. What used to take weeks is now computed in minutes. In practice, error rates dropped demonstrably to near zero while administrative effort was drastically reduced.

  • 1,500+

    Students per semester

  • 200+

    Complex exams

  • 10,000+

    Registrations per semester

  • < 1 h

    to the first feasible plan

Algorithm in the background

Intelligent plan optimization

Optivice Exams evaluates millions of possible combinations in seconds. The algorithm guarantees that all hard constraints are met while soft preferences are balanced optimally.

  • Automatic detection and avoidance of schedule conflicts
  • Optimization of room utilization based on capacity and features
  • Maximizing preparation time and breaks for students
Intelligent plan optimization

Value for everyone

Demonstrably better for everyone involved

  • Students

    Fair spacing between exams, no scheduling clashes, and stress-free exam periods.

  • Lecturers

    Automatic consideration of individual absences and availability windows.

  • Administration

    Massive time savings, error-free plans, and smooth collaboration on one platform.

  • Room coordinators

    Optimal resource utilization and effortless avoidance of room bottlenecks.

Since we started using the automated exam planner, negative feedback and complaints from our students have dropped to an absolute minimum.

Head of exam planning

Exam organization · Swiss University of Applied Sciences

Process

How it works

  1. Capture data

    Exams, rooms, supervisors, and students – via Excel import, CSV, or API. Validation included.

  2. Define criteria

    Set must-haves (e.g. no double bookings, room capacities) and preferences (e.g. breaks, balanced workload).

  3. Optimize

    Optivice Exams builds a plan that satisfies every must-have and weighs preferences as well as possible – in minutes.

  4. Evaluate & adjust

    Inspect KPIs, fine-tune manually – every change is checked against the criteria.

  5. Publish

    Export the plan (PDF, iCal, CSV), communicate, archive.

Frequently asked questions

  • How does Optivice Exams integrate with our IT?

    We support imports from Excel, CSV, and API. Exports to the common formats (PDF, iCal, CSV) are standard. We discuss specific integrations during the demo.

  • How long does onboarding take?

    Typically 4–8 weeks from kick-off to the first session planned in production – depending on data quality and constraint complexity.

  • Is our data stored securely?

    Yes, hosting is located in Switzerland. Data processing complies with the Swiss revDSG and EU GDPR.

  • What does Optivice Exams cost?

    The price depends on student count, sessions per year, and the scope of integration. We are happy to provide a custom quote after the demo.

  • What if data changes at short notice?

    You can restart the optimization at any time. The algorithm is free to rearrange all unpinned slots to achieve the best result, while manually fixed (pinned) slots remain unchanged.

Want to simplify your planning process for good?

Let us show you in a no-obligation online demo how Optivice Exams processes your data and builds optimized plans.

Request a demo