A Digital Examination Seating Allocation System to Enhance
Exam Integrity
Mohd Shafi Pathan
*
and Kashish Rajankumar Reshamwala
Department of Computer Science and Information Technology, MIT Art Design and Technology University, Pune, 412201, India
*Email: shafi.pathan@mituniversity.edu.in (S. Pathan)
Abstract
This paper introduces a conceptual framework for a Digital Examination Seating Allocation System aimed at enhancing
exam integrity and operational efficiency in academic institutions. Traditional seat allocation processes are often
manual, error-prone, and lead to confusion and delays for students before examinations. To address these challenges,
we propose a system that enables students to view their assigned seats digitally prior to the start of the exam,
mimicking the user experience of online ticketing platforms. This approach ensures fair, randomized seat distribution,
minimizes undue advantages, and improves the overall examination environment. The proposed system leverages
automation to manage student data, exam schedules, and hall layouts, thereby reducing administrative workload and
improving accuracy. Key features include real-time seat mapping, QR code-based seat verification, and pre-exam
notifications delivered via SMS or app alerts. These features aim to improve student preparedness, reduce last-
minute disruptions, and foster a more structured and transparent exam process. This conceptual study explores the
architectural design, expected outcomes, and practical implications of adopting such a digital framework, laying the
foundation for future development and real-world deployment.
Keywords: Automated seat allocation; Conceptual framework; Digital exam management; Educational technology;
Examination integrity; Pre-exam notification system; QR-based verification; Smart campus solutions.
1. Introduction
In educational institutions, the process of allocating examination seating has traditionally been managed manually.
This conventional method not only demands extensive administrative labor but also increases the risk of human error,
such as misallocating students to the same seat or incorrect examination rooms. These inaccuracies lead to student
confusion, examination delays, and diminished operational efficiency. Furthermore, the manual process lacks the
scalability and flexibility needed to manage growing student populations and diverse exam requirements. To address
these limitations, this study proposes a Digital Examination Seating Allocation System that automates and optimizes
the process of assigning seats to students based on predefined constraints such as course, department, student
registration number, and room capacity. Such an automated system helps reduce administrative workload while
improving accuracy and fairness in seat distribution.
[1]
A central goal of the proposed system is to ensure a smooth,
hassle-free experience for both students and faculty, particularly during high-stress exam periods. By leveraging
technology, the system allows students to view their seating assignments in advance through web or mobile platforms,
thereby eliminating the need for manual lookup on-site. This feature significantly reduces exam-day confusion and
delays, offering a more streamlined and stress-free experience for examinees.
[2,3]
Moreover, the system includes real-
time seat visualization and intelligent algorithms to ensure that students taking the same course are not seated in
proximity a critical measure to curb examination malpractice such as “giraffing” (the act of peeking into others’
work).
[4]
By integrating algorithms like greedy graph coloring and genetic optimization, the system ensures diverse seating
layouts that minimize academic dishonesty while maximizing spatial utilization. Additionally, the proposed system
supports advanced features like SMS-based notifications and QR code-based seat verification. For instance, five
minutes before the exam, students receive automated messages with their hall and seat details—a concept proven
effective in reducing confusion and improving punctuality in similar systems
[5]
Several research studies affirm the
relevance and success of such systems. As stated in [6], an automated seating system helps institutions transition from
error-prone, paper-based processes to digital operations, allowing students and faculty to interact with the system
seamlessly via desktop or mobile platforms.
[7]
Furthermore, studies have shown that students are more likely to feel
confident and perform better when seating confusion is eliminated. In summary, this paper presents a conceptual design
and justification for implementing a Digital Examination Seating Allocation System in academic institutions. It
explores the challenges of existing manual systems and highlights how a smart, automated, and communication-
enabled system can enhance transparency, accuracy, and exam integrity. By combining technical innovation with
student-centric design, the proposed system aims to modernize exam administration in a scalable and secure manner.
Despite the widespread digitization of educational processes, many academic institutions still rely on manual methods
for exam hall seat allocation. This traditional approach involves significant paperwork, coordination, and
administrative overhead, making it labor-intensive and error-prone. Manual seating systems are prone to duplicate seat
assignments, uneven distribution, and poor utilization of available space, all of which disrupt the integrity and
organization of examination events.
Students frequently encounter challenges in locating their assigned seats, especially in large institutions, leading to
confusion, anxiety, and last-minute delays that compromise exam preparedness and fairness.
[8]
The absence of a
centralized, dynamic, and real-time allocation system limits the institution’s ability to make quick adjustments during
unexpected scenarios, such as student absences or room changes. Furthermore, existing systems offer little to no
support for minimizing academic dishonesty, such as "giraffing", where students taking the same exam sit in close
proximity, increasing the risk of collaboration or cheating.
[9]
Thus, the current seating process fails to address critical factors such as efficiency, transparency, fairness, and security,
thereby necessitating the development of an automated, intelligent, and scalable solution that supports both
administrative users and students in managing examination logistics effectively. Fig. 1 shows flow of system.
Fig. 1: Problem flow diagram.
2. Methodology
The primary objective of this study is to propose and conceptually design an automated digital system for efficient
exam hall seat allocation. The specific objectives include:
• To design and develop a digital framework that automates the assignment of seats based on criteria such as
course, registration number, hall capacity, and subject combination. Addresses challenges highlighted in [1,3].
• To reduce the administrative burden associated with manual seating arrangements and eliminate the need for
excessive paperwork and coordination. Linked to manual process issues in [2,3].
• To minimize human errors such as duplicate seat assignments, uneven distribution, and misplacement of students
in incorrect examination halls. Based on observed inefficiencies in [3].
• To improve transparency and fairness by implementing logic-based and randomized seat distribution algorithms
that prevent bias or favoritism. Inspired by anti-cheating efforts in [4].
• To enhance the student experience by providing a user-friendly platform where students can easily view their seat
assignments before entering the examination hall. Supported by user-access models in [3].
• To enable real-time communication, including pre-exam notifications and visual representation of seating layouts,
to minimize confusion and improve punctuality. Based on SMS alert system and UI concepts in [4].
• To support future extensibility, allowing the integration of biometric verification, QR code scanning, and
invigilator assignment functionalities.
3. Literature review
A variety of research efforts have explored the digital transformation of exam hall seating arrangements, each
contributing unique methodologies and tools to address recurring issues such as inefficiency, misallocation, and
academic dishonesty.
In the work by, an automated seating arrangement system was developed using algorithmic logic to allocate students
based on hall capacity, student registration data, and seating constraints. Their system improved allocation fairness and
reduced workload, though it lacked features for real-time communication with students or proximity-based malpractice
prevention strategies.
[4]
Anjum et al. proposed a system that automates the seating arrangement and exam room allotment for both students
and invigilators. Their modular architecture enabled the management of hall creation, student data, and exam
schedules. While the system streamlined administrative tasks, it did not incorporate intelligent distribution models like
graph coloring or anti-cheating layouts.
[5]
Subhashini et al. introduced an online exam hall seating arrangement platform accessible through mobile and web
portals. The system allowed students to check their seat assignments using their credentials. Although user-friendly,
the system did not integrate AI-based seat mapping, notifications, or spatial fairness mechanisms.
[10]
A more advanced solution was proposed by Adetona and Akintoye, who implemented a graph coloring algorithm to
avoid seating students with the same subjects in close proximity—thereby directly addressing academic dishonesty.
They also integrated a SMS-based alert system (Termii API), enabling real-time seat detail delivery before the exam.
However, their system lacked broader administrative modules and scalability across diverse institutions.
[11]
Kumar and Saxena analyzed the broader seat allocation problem using multi-list algorithms. Their theoretical model
suggested allocation optimization strategies applicable to exam settings, especially where students are distributed
across multiple lists or merit criteria.
[7]
Abubakar Sadiq et al. proposed a linear congruential generator (LCG) algorithm for seating arrangement. Their focus
was on computational fairness and randomness, which helps eliminate seating bias. The study supported algorithmic
seat generation, though it did not include user communication or system integration features.
[12]
Krishna et al. introduced a seat planning portal with a basic admin-student interface for seat mapping. Their study
emphasized simplicity and usability, though it did not address exam security, proximity control, or real-time updates.
[3]
Inamdar et al. went a step further by proposing an automated exam and invigilator allocation system, enabling dual-
sided logistics management. Their work emphasized automation and duty scheduling but lacked student-side visibility
and notification mechanisms.
[2]
Savakar and Hosur discussed the use of cloud-based technologies to manage large-scale exam operations. Their model
focused on scalability and real-time data access, which are essential in handling dynamic allocation across large
institutions.
[13]
Gayathri et al. developed a digital seat allocation framework focused on hall capacity, student distribution, and admin
configuration. Their system provided structural clarity but lacked notification systems or mobile-ready dashboards.
[14]
From this extensive review, it is evident that while many researchers have addressed specific components of digital
seat allocation-such as admin workload, seat fairness, or proximity strategies-none fully integrate all critical features
into a unified platform. Most systems still lack a combination of real-time student alerts, intelligent anti-cheating
algorithms, visual seat mapping, and a fully modular admin dashboard.
4. Conceptual framework
The conceptual framework of the Digital Examination Seating Allocation System is designed to outline the key
components, information flow, and overall architecture of the proposed solution. The primary goal is to automate the
process of assigning and communicating seat details to students, reduce errors, and improve examination integrity.
Fig. 2 and 3 shows conceptual framework and flow of the proposed system, respectively.
Core components of the system:
1. Admin Portal
a. Uploads exam schedules, student lists, and room details.
b. Manages seating rules and hall capacity.
2. Allocation Engine
a. Uses logic-based algorithms to assign seats based on criteria such as:
i. Registration number
ii. Subject/course
iii. Room availability
iv. Anti-cheating constraints (e.g., students with same subject not seated adjacently)
3. Database System
a. Stores student information, exam schedules, seating layouts, and hall maps.
b. Handles real-time updates and secure data management.
4. Student Portal / Mobile Interface
a. Students log in to view their assigned seat and hall.
b. Displays seat number, floor map, and real-time instructions.
5. Notification Module
a. Sends pre-exam alerts (SMS/email/push) with seat and hall details.
b. Reduces last-minute confusion and delays.
6. (Optional) Verification Layer
a. QR code or biometric system for seat validation at entry.
Fig. 2: Conceptual framework of the proposed system.
Fig. 3: System flowchart of the digital examination seating allocation system.
6. Implementation / system design
The implementation of the Digital Examination Seating Allocation System is based on a modular architecture that
ensures scalability, accuracy, and ease of use for both administrators and students. The system is divided into six core
functional components that interact with each other to automate the exam seat allocation process from data upload to
real-time student notifications.
The admin also sets predefined allocation rules and constraints to ensure that no student is assigned the same seat or
seated near students from the same course, minimizing the risk of malpractice.
6.1 Admin panel
The system begins with the administrator securely logging into the platform. Through the admin interface, exam
controllers or staff members can upload essential data, including:
• Student registration details
• Exam schedules and course mappings
• Examination hall capacity and layout
6.2 Seat Allocation Engine
Once data is uploaded, the allocation engine processes the input using logic-based algorithms. The allocation algorithm
ensures:
• Even distribution of students across halls
• Separation of students with similar subject codes
• Compliance with hall capacity limits
• Optimization of seat usage within room constraints
Advanced allocation methods such as greedy graph coloring or genetic algorithms can be employed to handle conflict
resolution and efficient space utilization in large institution.
6.3 Centralized database system
The database serves as the core storage unit for all system activities. It securely stores:
• Student details
• Exam and course information
• Seat numbers
• Seating layouts and hall metadata
• Notification statuses (sent or pending)
This centralized structure ensures quick data retrieval and seamless system updates in real time.
6.4 Student portal interface
Students can access the system via a web or mobile portal to:
• Log in securely using their registration number
• View their seat number, room name, and floor plan
• Download or screenshot their seating info
The user interface is designed to be intuitive, responsive, and accessible across multiple device types (desktop, tablet,
and mobile).
6.5 Notification module
To reduce pre-exam confusion and increase punctuality, the system sends automated alerts to students via SMS or
email. These alerts are delivered approximately 5–15 minutes before the scheduled examination and contain:
• Seat number
• Hall name
• Start time
• Special instructions (if any)
This notification mechanism ensures that students are well-informed and arrive on time.
7. Expected outcomes
• A reduction in last-minute confusion and seating errors.
• A more structured and fair seating arrangement.
• Improved administrative efficiency and time savings.
• Enhanced exam integrity through transparent and trackable seating processes.
8. Results and discussion
The proposed Digital Examination Seating Allocation System was conceptually designed to enhance exam integrity,
minimize human error, and simplify the management of examination logistics. While this paper presents a conceptual
model, the expected outcomes can be compared with findings from similar implemented systems in related research.
It shows significant reduction in administrative workload, with automated systems completing seating allocations in
minutes compared to the several hours required for manual processes. These systems also improved resource
utilization, ensuring full hall capacity usage without overcrowding or double booking.
Another important observation from related implementations is the increased student satisfaction providing real-time
access to seat details through a mobile interface drastically reduced confusion and improved punctuality among
students. These methods ensured that students with the same subject were not seated adjacent to each other, effectively
lowering the risk of academic dishonesty. These results suggest that the proposed system, if implemented, would
achieve improvements across multiple dimensions:
• Efficiency, Fairness,
• Security, User experience
9. Conclusion
This paper presents a conceptual framework and system design for a Digital Examination Seating Allocation System,
with the objective of transforming how educational institutions manage exam logistics. The current manual methods
are not only time-consuming and error-prone but also susceptible to unfair practices and logistical bottlenecks.
By automating the seating arrangement process, the system aims to:
• Reduce administrative effort,
• Prevent seat duplication and assignment errors,
• Improve transparency and fairness,
• Enhance student readiness through pre-exam notifications, and
• Enable scalable and secure exam hall operations.
The system’s modular architecture, incorporating smart algorithms, visual seat mapping, and real-time communication
tools, offers a robust and scalable solution for modern educational environments. Insights drawn from previous studies
show that similar systems have successfully addressed many challenges associated with manual exam seating and have
significantly improved institutional efficiency and student experience.
In conclusion, while this research presents a conceptual model, its implementation has the potential to redefine
examination management systems. Future work may focus on prototyping the system, integrating biometric
authentication, and evaluating performance across multiple institutions and exam formats.
Conflict of Interest
There is no conflict of interest.
Supporting Information
Not applicable
Use of artificial intelligence (AI)-assisted technology for manuscript preparation
The authors confirm that there was no use of artificial intelligence (AI)-assisted technology for assisting in the writing
or editing of the manuscript and no images were manipulated using AI.
References
[1] D. Chandewar, M. Saha, P. Deshkar, P. Wankhede, S. Hajare, Automatic seating arrangement of university exam,
International Journal of Scientific Engineering and Technology, 2017, 3, 2017.
[2] A. Inamdar, A. Gangar, A. Gupta, V. Shrivastava, Automatic exam seating & teacher duty allocation system, 2018
Second International Conference on Inventive Communication and Computational Technologies (ICICCT),
Coimbatore, India, 2018, 1302-1306, doi: 10.1109/ICICCT.2018.8473145.
[3] S. Krishna, Examination room and seating arrangement system of AU, 2003, Accessed: May 04, 2025.
[4] B. H. Hungund, A. Shaikh, G. Owais, A. S. Ali, P. Dumane, Automated system for management of examination
processes, Automated system for management of examination processes, 2019 International Conference on Nascent
Technologies in Engineering (ICNTE), Navi Mumbai, India, 2019, 1-6, doi: 10.1109/ICNTE44896.2019.8946030.
[5] S. Anjum, M. Devi Chodey, M. C. Afzal, Automation of exam hall allotment and seating arrangement, International
Journal of Engineering Research & Technology, 2021, 10, 447-452.
[6] P. Kadarkarai, M. Nikhil, P. Sukumar, E. S. Kumar, G. Muneswar, Automated seating arrangement for conducting
examination, 2025 International Conference on Multi-Agent Systems for Collaborative Intelligence (ICMSCI), Erode,
India, 2025, 1245-1250, doi: 10.1109/ICMSCI62561.2025.10894025.
[7] R. K. Singh, S. Saxena, On seat allocation problem with multiple merit lists, 2020, doi:
10.48550/arXiv.2008.05844.
[8] E. Adeosun, B. Awe, E. Asaolu, The effects of climatic variation on some agricultural crops in ekiti state,
Engineering and Technology: Catalyst for National Survival, 2021.
[9] D. R. Dhotre, S. Makwane, P. Lahase, Automatic exam seating arrangement system, International Research Journal
of Engineering and Technology, 2019, 627.
[10] S. Subhashini, S. Kamalaveni, M. A. H. Ansari, Online examination hall seating arrangement, International
Journal for Research in Applied Science & Engineering Technology, 2022, 10, 25–30, doi:
10.22214/ijraset.2022.46312.
[11] S. Adetona, Design and implementation of an examination seating arrangement application to curb examination
malpractice, ABUAD Journal of Engineering Research and Development, 2023, 6, 143–156, doi: 10.53982/ajerd.
[12] K. Abubakar Sadiq, A. Abdulrahman, O. Dada, A. Olajide, Automated students examination seat allocation using
linear congruential generator algorithm, International Journal of Computer Trends and Technology, 2021, 69, 23–26.
[13] D. G. Savakar, R. Hosur, Automation of examination system, International Journal of Science and Research,
2015, 4, 1808-1811.
[14] M. Gayathri, M. S. Sharma, V. B. Sai, Exam hall seating arrangement system, International Journal of Research
and Analytical Reviews, 2023, 10, 24–30.
Publisher Note: The views, statements, and data in all publications solely belong to the authors and contributors. GR
Scholastic LLP is not responsible for any injury resulting from the ideas, methods, or products mentioned. GR
Scholastic LLP remains neutral regarding jurisdictional claims in published maps and institutional affiliations.
Open Access
This article is licensed under a Creative Commons Attribution-NonCommercial 4.0 International License, which
permits the non-commercial use, sharing, adaptation, distribution and reproduction in any medium or format, as long
as appropriate credit to the original author(s) and the source is given by providing a link to the Creative Commons
License and changes need to be indicated if there are any. The images or other third-party material in this article are
included in the article's Creative Commons License, unless indicated otherwise in a credit line to the material. If
material is not included in the article's Creative Commons License and your intended use is not permitted by statutory
regulation or exceeds the permitted use, you will need to obtain permission directly from the copyright holder. To view
a copy of this License, visit: https://creativecommons.org/licenses/by-nc/4.0/
©The Author 2025
