Application for Smart Hall Arrangement for

Examinations
1 1 1 1
Maheshwaran T R , Abzar Ahamath M , Kabilan M , Nirmalraj P
2, 3
Anand A P Arun Inigo S
1 2 3
Student, Assistant Professor, Associate Professor, Sethu Institute of Technology, Virudhunagar

Email: [email protected] , [email protected]

Abstract — Our project introduces an automated solution for The main goal of the application is to eliminate manual work
efficiently managing examination hall arrangements. The and ensure that each student is allocated a seat without any
system automates the allocation of halls and seats for exam conflicts. Additionally, the system helps reduce student stress
candidates, reducing manual effort and errors. It streamlines by automatically generating their seating arrangement and
the process of assigning exam venues, ensuring a smoother assigning invigilators to halls. By automating manual
experience for educational institutions, exam authorities, and paperwork, the system improves efficiency and reduces errors.
candidates. By leveraging advanced technology, our In many institutes, manual maintenance of staff, non-teaching
application simplifies the complex task of hall allocation. It staff, and student details is a time-consuming process prone to
offers features such as automatic allocation based on candidate errors, leading to a buildup of hard copies. The existing
requirements, support for various exam types, and flexible
system, which relies on manual allocation of seating
scheduling options. The system's administrative tools allow
arrangements, is inefficient and ineffective, resulting in less
for easy management of hall capacities, seat availability
accurate report generation. The traditional approach to hall
monitoring, and report generation. Overall, our project aims to
modernize and optimize the examination management process, and seat allocation relies heavily on manual processes, leading
leading to improved efficiency, reduced manual errors, and to inefficiencies, potential biases, and logistical complexities.
enhanced transparency for all stakeholders involved in exam These challenges are further compounded in the context of
arrangements. public exams such as the Tamil Nadu Public Service
Commission (TNPSC) and the National Program on
Technology Enhanced Learning (NPTEL), where large
Keywords—Exam Hall Arrangement, Automation, Flutter, Spring numbers of candidates need to be accommodated across
Boot, MySQL, Public Exams, Efficiency, Fairness various exam centers. The overarching goal of this paper is to
address these challenges by introducing an innovative
automated system for smart hall arrangement. By leveraging
I. INTRODUCTION advanced technologies including Flutter for the frontend,
The Application-based Examination Hall Allotment and Spring Boot REST API for the backend, and MySQL
Seating Arrangement application is designed to manage databases for data management, this system aims to
examination operations within educational institutes. It revolutionize the exam administration process.
provides students and staff with information regarding their
allotted seat and room numbers, ensuring easy access to this
II. PROBLEM STATEMENT
information. The application is flexible, catering to both
desktop and mobile devices. By automating the process of hall The problem statement section illuminates the multifaceted
allotment and seating arrangement, the system simplifies the challenges inherent in manual hall and seat allocation
tasks for both staff and students. Previously, manual allocation processes, which have long plagued exam administration
of rooms was tedious and time-consuming. However, with the systems. Manual allocation not only consumes significant
administrative resources but also introduces a range of
Exam Hall Seating Arrangement System, this process is
potential errors and inefficiencies. These challenges include
streamlined. The system monitors details such as student
the need for meticulous coordination among exam
information, examination timing, and hall details efficiently.
administrators to ensure fair and accurate seat assignments, the
risk of human errors leading to seating discrepancies, and the stored in alphabetical order which is provided by the faculty
time-consuming nature of manually managing hall capacities and the exam coordinator of their respective department. The
and candidate preferences. Furthermore, traditional allocation admin updates the information about student details, exam
methods often struggle to adapt to dynamic exam schedules, timing, hall details and available space in the hall. Now the
last-minute changes, and unforeseen contingencies, resulting automated system will generate the seating order to the
in logistical headaches and potential disruptions during exam students which are provided by department staff in the form of
sessions. Another critical issue is the potential for biases or spreadsheet. The admin will enter the information about the
inconsistencies in seat assignments, which can inadvertently students marks into their spreadsheets directly by GUI or by
impact the exam experience and fairness for candidates. the database entry[4]
Moreover, as exams evolve to accommodate a larger candidate
Dr. D.R.Dhotre, Sakshi Makwane, Priyanka Lahase’s,
pool and diverse exam formats, the limitations of manual
“Automatic Exam Seating Arrangement System”,2019. The
allocation become more pronounced. The demand for
environment of the college building and the classrooms play a
efficient, scalable, and transparent hall arrangement solutions
very critical role in a student’s day. The following review of
has never been greater, especially with the rise of online
literature reveals some of the research that has been done to
exams and the need for seamless integration with digital exam
show which areas in the college and classroom environments
platforms. Addressing these challenges is paramount to
are the most beneficial towards the behaviour and education of
ensuring a smooth, equitable, and streamlined exam
the students. To better understand the different areas that are
administration process. An automated smart hall arrangement
of importance to this topic, the review of literature has been
system presents a compelling solution to mitigate these
divided into sections as school building environment,
challenges, offering benefits such as real-time seat
classroom environment, classroom spatial needs, and seating
optimization, dynamic allocation adjustments, data-driven
arrangement. [5]
insights for capacity planning, and enhanced transparency in
seat assignments. By transitioning from manual allocation to Dinesh Chandewar Mainak Saha Pushpraj Deshkar Pankaj
automated systems, exam administrators can focus their Wankhede developed Automatic Seating Arrangement of
efforts on strategic planning, candidate support, and overall University Exam back in 2017. The main agenda of the paper
exam quality assurance, ushering in a new era of efficiency is to lessen the mammoth task of manually allocating seats
and fairness in exam venue management. during an examination .The tool provides an effective measure
to dynamically allocate students in a classroom. This research
can be further extended to seating planning in conferences,
III. REVIEW OF LITERATURE weddings, movie theatres etc. It is an organized system which
enables us to automatically allocate students to their desired
Exam hall seating arrangement System using PHP, AuthorProf location. For people handling institutions, the work load is
S.S.Aravinth, G.Pavithra, [3] ,is an online system, where very high and the need for faster work is a need of an hour. [6]
student registration to be done first. A survey was carried at
public institution in southeast region of US, the result of the
survey has shown the students who occupied seats at the end
of rows with individual chairs scored high than the ones who IV. EXISTIING SYSTEM
occupied in the middle row[4] Traditional methods often rely on manual processes, including
paper-based seating charts and manual assignment by exam
Dayanand G Savakar, Ravi Hosur, DzAutomation of administrators. While these methods have been used for
Examination Systemdz, International Journal of Science and decades, they are prone to human errors, logistical challenges,
Research, Volume 4 Issue 11 November 2015. This and time-consuming processes, especially when dealing with
application is an automated system for the entire institute that large numbers of exam candidates across multiple venues. In
deals with candidate seat allotment and faculty room recent years, digital solutions have emerged to streamline hall
allocation for exams at university level to manage the semester arrangement processes. These solutions encompass a range of
examination process using the cloud computing technology. technologies, from basic spreadsheet-based tools to more
Here the computerized system allocates the set of students to a sophisticated software applications. Some platforms automate
particular block and supervisor to their block and also allows aspects of the allocation process, such as generating seating
the supervisor to exchange their duties, generate report cards charts based on predefined criteria or optimizing seat
to specific date, session, block and generate the report for the assignments to minimize conflicts and maximize space
students that were absent for particular examination. [3] utilization. Moreover, certain exam management systems
Priya Dharshini, M. Selva Sudha from the Department of integrate hall arrangement functionalities alongside other
computer science engineering has proposed the system termed administrative tasks, providing a centralized platform for
as DzExam Cell Automation System. The projects main exam scheduling, registration, and reporting. These integrated
objective is to simplify the allocation of halls in the institute systems offer convenience and efficiency by consolidating
and also allows the students to access the examination multiple aspects of exam administration into a single interface.
information of their respective department. The information is However, despite the advancements in digital solutions,
challenges persist. Many existing systems lack the flexibility For the Public Exams like TNPSC, NPTEL there will be a
to adapt to changing exam conditions or last-minute separate option that will contains a Applied Student List along
adjustments, leading to suboptimal seat assignments and with their location details and Exam Hall list. From that, the
administrative burdens. Additionally, compatibility issues, allocation will be performed based on the nearby locations of
data security concerns, and user interface complexities can the candidates and exam halls.
hinder the adoption and effectiveness of digital hall
arrangement solutions. As the demand for streamlined exam
administration grows, there is a clear need for innovative
solutions that combine the benefits of automation, scalability,
and user-friendliness. The proposed automated smart hall
arrangement system aims to address these gaps by leveraging
state-of-the-art technologies and best practices in exam venue
allocation, setting a new standard for efficiency and fairness in
exam administration processes.

V. PROPOSED SYSTEM
The proposed solution introduces a comprehensive system that
caters to different user roles within the exam administration
process. The system's architecture allows administrators to
perform crucial tasks such as adding exam halls, scheduling
exams, and managing student information. The administrative
interface provides intuitive controls for creating and
modifying exam schedules, allocating seats based on
predefined criteria, and generating comprehensive reports on
exam arrangements.

Administrators are empowered to oversee the entire exam

allocation workflow, from setting up exam venues to
managing seating arrangements. They can add new exam halls
to the system, specifying details such as hall capacity,
accessibility features, and availability for scheduling. The
scheduling module enables administrators to create exam
Fig. 1. Usecase diagram of Proposed Method
sessions, define exam durations, and allocate exam slots to
specific halls based on factors like seating capacity and exam
constraints. Moreover, administrators have the ability to add
students and staff members to the system, assigning them to Admin interacts with the system to perform administrative
respective exams and generating unique identifiers for seat tasks such as adding exam halls, scheduling exams, and
allocation. This streamlined process ensures that each managing user information. Users interact with the system to
candidate receives a designated seat in an appropriate exam view their exam schedules, allocated seats, and receive
hall, minimizing logistical challenges and optimizing the use notifications regarding exam-related updates. These diagrams
of available resources. provide a visual representation of the system's architecture,
functionalities, and user interactions, aiding in the
On the user side, students and staff members can access their understanding and design of the automated smart hall
allocated seats and exam halls through a user-friendly portal. arrangement system.
Upon login, they can view personalized exam schedules,
including exam dates, times, and allocated seats. This
visibility enhances transparency and reduces confusion, VI. TECHNOLOGIES USED
enabling candidates to prepare effectively for their exams and
navigate exam venues with ease. A. Flutter (Frontend Development)
Flutter is a powerful open-source UI toolkit developed by
The system's functionality extends to providing notifications
Google for building natively compiled applications for mobile,
and reminders to users regarding exam schedules, seat
web, and desktop from a single codebase. In this project,
assignments, and any updates or changes made by
Flutter plays a crucial role in creating the frontend interface
administrators. This proactive communication ensures that all
for the Smart Hall Arrangement System. Its cross-platform
stakeholders are informed and prepared for their respective
capabilities ensure a consistent user experience across devices,
roles in the exam administration process.
including smartphones, tablets, and computers. Flutter's rich
set of widgets, responsive layout options, and hot reload administrators and a smoother experience for exam
feature expedite frontend development, enabling developers to candidates. Furthermore, the accuracy of seat assignments was
iterate quickly and optimize the user interface for exam rigorously evaluated across various scenarios, including peak
candidates, administrators, and other stakeholders. exam periods and last-minute changes. The system's
Additionally, Flutter's native performance ensures smooth intelligent seat allocation algorithms excelled in optimizing
interaction and seamless navigation within the application, seat utilization, minimizing conflicts, and accommodating
enhancing user satisfaction and engagement. special requests such as accessibility needs or group seating
preferences.
B. Spring Boot (Backend Services)
Spring Boot is a popular Java-based framework that simplifies
the development of robust and scalable backend services and
microservices. In this project, Spring Boot serves as the
backbone of the Smart Hall Arrangement System, providing
essential functionalities such as data processing, business logic
implementation, API integration, and security management. Its
modular architecture and dependency injection capabilities
facilitate the creation of loosely coupled components,
promoting code reusability, maintainability, and testability.
Spring Boot's embedded server capabilities streamline
deployment and scalability, allowing the system to handle
concurrent requests and manage resources efficiently.
Furthermore, Spring Boot's integration with Spring Data JPA
simplifies database operations, ensuring seamless interaction
with the MySQL database and optimizing data access
performance.
Fig. 3 Fig. 4 Fig. 5

C. MySQL Databases
MySQL is a widely used open-source relational database
management system (RDBMS) known for its reliability,
performance, and scalability. In this project, MySQL serves as
the primary data storage and management solution for the
Smart Hall Arrangement System. It stores critical information
such as exam schedules, candidate details, hall capacities, seat
allocations, and administrative settings. MySQL's structured
query language (SQL) capabilities enable efficient data
retrieval, manipulation, and reporting, supporting various
system functionalities such as user authentication, seat
availability checks, allocation history tracking, and analytics
generation. MySQL's transactional support ensures data
integrity and consistency, safeguarding against concurrency
issues and data loss. Additionally, MySQL's scalability
options, including clustering and replication, offer flexibility
Fig. 6 Fig. 7 Fig. 8
in handling growing data volumes and increasing system
demands, making it a reliable and scalable choice for database
management in this project.

VII. RESULTS
The results section presents empirical findings from
comprehensive testing and evaluation of the automated smart
hall arrangement system. During performance testing, the
system consistently demonstrated remarkable efficiency, with
an average hall and seat allocation time reduced by over 70%
compared to manual methods. This significant time savings
directly translates to improved productivity for exam
 [2] Algorithm for efficient seating plan for centralized exam
system Prosanta Kumar Chaki ; Shikha Anirban 2016
International Conference on Computational Techniques in
Information and Communication Technologies (ICCTICT)
[3] Dayanand G Savakar, Ravi Hosur, DzAutomation of
Examination System, International Journal of Science and
Research, Volume 4 Issue 11 November 2015.
DOI:10.1109/COASE.2016.7743393.
[4] S. Priya Dharshini, M. Selva Sudha, Mrs.V.Anithalakshmi,
DzExam Cell Automation System,dz International Journal of
Engineering Science and Computing (2017), Volume 7, Issue
no3..
Fig. 9 Fig. 10 [5] Dr. D.R.Dhotre, Sakshi Makwane, Priyanka Lahase’s,
“Automatic Exam Seating Arrangement System”, May 2019.
[6] Dinesh Chandewar Mainak Saha Pushpraj Deshkar Pankaj
Wankhede’s, “Automatic Seating Arrangement of University
Exam”, March 2017.
VIII.CONCLUSION
In conclusion, this paper underscores the significance of [7] Prof. Nilima nikam, Akshata jagdale, Gunjan patil, Prachi
automated hall arrangement systems in modern exam patil’s, “Algorithm for efficient seat allocation process in
college exam system” March 2017.
management contexts. By leveraging state-of-the-art
technologies such as Flutter, Spring Boot, and MySQL, the [8] Deepankar Vishwas Kotwal, Shubham Rajendra Bhadke,
proposed system exemplifies a paradigm shift towards Aishwarya Sanjay Gunjal, Puspendu Biswas, “ONLINE
streamlined, efficient, and equitable exam venue allocation. EXAMINATION SYSTEM”, International Research Journal
The integration of intelligent seat assignment algorithms, real- of Engineering and Technology (IRJET), Volume: 03, No.01,
time updates, and user-friendly interfaces not only improves pp. 2395-0072 , Jan-2016.
the administrative workflow but also enhances the overall
[9] Ijert automated exam hall arrangement Automation of
exam experience for candidates.Furthermore, the scalability Exam Hall Allotment and Seating Arrangement – IJERT.
and adaptability of the system pave the way for future
advancements and integrations with emerging technologies. [10] Irjmet paper reference fin_irjmets1688876608.pdf.
Potential enhancements may include predictive analytics for
optimizing seat allocation based on historical data, machine
learning algorithms for personalized exam schedules, and
blockchain-based solutions for enhanced security and
transparency in exam administration processes.As we look
ahead, collaboration with educational institutions, exam
boards, and technological partners will be instrumental in
refining and expanding the capabilities of automated hall
arrangement systems. By fostering innovation and embracing
digital transformation in exam management, we can continue
to raise the bar in ensuring fairness, efficiency, and integrity in
the conduct of exams on a global scale.In summary, the
proposed system not only addresses current challenges in
exam venue allocation but also sets a foundation for
continuous improvement and innovation in the dynamic
landscape of educational technology. As educators,
administrators, and technologists unite in pursuit of
excellence, automated smart hall arrangement systems stand
as a testament to the transformative power of technology in
shaping the future of education and assessment.

IX. REFERENCES
[1] VOL:1 2016 Prof S.S.Aravinth, G. Pavithra, “Exam Hall
Seating Arrangement System Using PHP”, Ap/Cse
Knowledge Institute Of TechnologyVOL:1 2014