How Online Proctoring Software Protects Remote Assessments

Training employees remotely is no longer just a trend; it has become the new normal. However, the primary concern is how to ensure that online assessments are taken seriously and that employees are actually learning from them. 

Studies show that almost 70% of students admit to cheating during exams, and employees are no exception.

That’s where online proctoring software steps in.

It works like a smart digital invigilator, using webcams, screen tracking, and AI-powered monitoring to maintain fairness and integrity throughout assessments.

Let’s explore everything we need to know about this software.

What Is an Online Proctoring Software?

Online proctoring software is a digital tool designed to monitor and secure online assessments. Instead of a physical invigilator in a classroom, the software uses webcams, microphones, screen sharing, and AI-powered detection to serve test-takers remotely. 

It can flag suspicious behaviors, such as switching tabs or unusual eye movement, making sure the assessment is fair.

For businesses, this is especially valuable in the workplace learning and certification programs. When employees complete compliance training, technical certifications, or skill-based tests, managers need results they can trust. 

Without monitoring, it’s easy for learners to bypass the rules, which undermines both the investment in training and the quality of outcomes.

Why Businesses Need Online Proctoring

The rise of remote work and digital learning has created new opportunities for businesses, but it has also introduced serious challenges. Without proper monitoring, online assessments can lose their credibility. 

In fact, studies show that 93% of instructors believe online exams are more prone to academic dishonesty than in-person tests. If that concern exists in education, it’s easy to see how the same risk applies to workplace training. 

There’s also a hidden cost of unskilled employees slipping through the cracks. Research indicates that disengaged and undertrained workers drain $7.8 trillion from the global economy each year through lost productivity. 

Three Types of Online Proctoring Software

When businesses consider implementing online proctoring software, it’s important to understand that not all solutions work the same way. Different approaches offer varying levels of monitoring and scalability. 

Here are the three main types and how they apply to corporate training. 

1. Live Proctoring: Real-Time Monitoring by Human Invigilators

In live proctoring, a human invigilator monitors the employee’s assessment in real-time through webcam and microphone. The proctor can interact with the test-taker if something suspicious occurs, such as unusual movements or attempts to open other applications. 

This method most closely mirrors the traditional exam hall experience, offering high reliability and immediate intervention. However, it comes with higher costs and scheduling challenges, especially for global teams spread across different time zones. 

2. Recorded Proctoring: Sessions Stored for Later Review

Recorded proctoring captures both the screen activity and webcam feed during the test, which an evaluator or compliance officer can later review. Instead of live monitoring, this approach allows flexibility, as the review happens after the exam is completed. 

For businesses, recorded proctoring provides a balance between security and scalability. It’s cost-effective compared to live monitoring and still ensures accountability, as suspicious behaviors can be flagged during review. 

3. Automated/AI Proctoring: Real-Time AI Detection

Automated proctoring uses artificial intelligence to detect suspicious activities in real time. It can flag behaviors like looking away repeatedly, background noises, multiple faces appearing on the screen, or attempts to switch tabs. 

In fact, the market size for automated online proctoring has grown by 300% since 2020. Unlike human-driven methods, AI proctoring is scalable, cost-efficient, and available 24/7, making it ideal for large companies with distributed teams.

However, while automation ensures efficiency, it may sometimes raise false flags or miss subtle cues that a human might catch. For this reason, many businesses use AI proctoring in combination with recorded or live reviews. 

What Are the Benefits of Online Proctoring for Companies

Adapting online proctoring brings clear advantages to organizations that take workplace learning seriously. Beyond simply preventing dishonesty, it strengthens training programs, improves compliance, and boosts overall business performance. 

Let’s discuss the key benefits companies can expect. 

1. Improved Exam Integrity and Credibility

The most obvious benefit is integrity. Without monitoring, assessments risk becoming meaningless. 

For business, this translates into reliable results that reflect actual employee knowledge, not just their ability to find answers online. Credibility in testing ensures that skills are backed by certification, compliance checks, and promotions. 

2. Scalable for Global Teams and Remote Employees

Modern businesses often operate across multiple regions and time zones. Traditional in-person testing simply isn’t feasible. This is where online proctoring provides scalability and allows employees to take exams anytime, anywhere. 

With 70% of employees preferring online courses, the need for a tool that can monitor assessments becomes far more important. 

3. Reduces Compliance Risks

For regulated industries such as healthcare, finance, or aviation, compliance training is a legal requirement. A single lapse can result in fines, failed audits, or reputational damage. 

Online proctoring reduces these risks by ensuring compliance tests are taken honestly and results stand up to external audits. This is especially valuable during internal or third-party reviews, where documented proctoring evidence can support compliance claims. 

4. Saves HR and L&D Time

Manual exam supervision, scheduling, and follow-ups consume significant resources in HR and Learning & Development (L&D). 

Online proctoring software automates much of this workload, providing real-time monitoring, instant reporting, and easy integration with a Learning Management System (LMS). This allows HR teams to focus more on higher-value tasks, such as employee engagement. 

For instance, Coursebox automates grading and feedback, saving teams hours that would otherwise be spent on repetitive assessment tasks. 

5. Creates a Culture of Fairness and Accountability

Employees notice when systems are fair. Online proctoring ensures that everyone is assessed under the same conditions, leveling the playing field. This creates a culture of accountability and encourages employees to take learning seriously. 

According to a study, companies that have a strong culture of accountability are 2.5 times more likely to achieve high performance outcomes. When employees trust the process, the results carry more weight. 

Security and Privacy Concerns with Online Proctoring

While online proctoring software offers clear advantages, it also raises important questions about security and privacy. 

Employees may feel uneasy about being monitored, and businesses must balance their need for integrity with respect for individual rights. If you want to eliminate these concerns, address them openly to build trust. 

1. Employee Concerns About Being Monitored

One of the most common issues employees raise is discomfort with webcams and microphones being used during assessments. Some fear constant surveillance, while others worry about their personal environment being exposed. 

As a business, this discomfort can cause employees to skip the assessments, thereby decreasing engagement. 

2. Balancing Security with User Experience

As you might have heard, an excess of everything is bad, and that applies to security, too. If proctoring systems feel intrusive or complicated, employees may resist training altogether. For instance, excessive identity verification steps or false AI flags can frustrate test-takers. 

If you’re leaning towards using software like this, ensure a balance by implementing systems that can work fairly without overwhelming users. 

Clear instructions, intuitive interfaces, and the option to blur or mask personal backgrounds can make the experience more comfortable and discreet.

3. Legal and Compliance Considerations

Data privacy laws, such as the GDPR in Europe or the CCPA in California, place strict rules on how personal data is collected, stored, and processed. 

Since online proctoring often involves recording audio, video, and screen activity, businesses must ensure their chosen provider is compliant. 

Failure to do so can lead not only to fines but also to reputational damage. In fact, data also shows that GDPR-related fines exceeded €2 billion in 2023 alone. This shows how costly it can be to mishandle personal data. 

Features to Look for in an Online Proctoring Software

Not every online proctoring software is built the same. For businesses, the right solution should strike a balance between security, usability, and scalability. Choosing wisely ensures smoother adoption, happier employees, and stronger learning outcomes. 

Here are the essential features managers should prioritize. 

1. AI-Driven Detection Accuracy

Modern proctoring relies on artificial intelligence to identify suspicious activity such as tab switching, unusual eye movements, or multiple faces on screen. High detection accuracy reduces false positives and ensures employees feel treated fairly. 

With AI impacting every aspect of our lives, automation has become essential for large organizations. That’s why you should look for solutions that combine AI with human review for critical certifications. 

2. Integrations with LMS Platforms 

Seamless LMS integration is also a must. This enables HR and L&D teams to manage training, assessments, and proctoring from a single, centralized platform, eliminating data duplication. 

Whichever software you choose, ensure it has the necessary integrations to facilitate consistent reporting. 

3. Multi-Device Compatibility

Now that 28.7% of employees work in a hybrid mode, they use desktops at work, laptops at home, and even tablets while traveling. This means you need software that supports multiple devices and operating systems without performance issues. 

Multi-device compatibility ensures accessibility and reduces tech-related barriers. For global teams, this flexibility is essential to encourage adoption and participation.

4. Reporting and Analytics

A strong proctoring solution doesn’t just catch cheating; it provides actionable insights. Detailed reports and analytics help managers understand participation, flag suspicious activities, and measure training effectiveness. 

The ability to pull audit-ready reports also supports compliance and regulatory needs. One tool you can use for this is Coursebox, which provides built-in analytics to track learner progress and compliance. 

5. User Experience for Employees

If employees feel monitored in an invasive or complicated way, training engagement drops. A user-friendly experience, with clear onboarding instructions and minimal setup options, can significantly reduce anxiety. 

Remember, 88% of users don’t return after having a bad user experience. This is why you need software that offers the best experience, combining security and ease of use. 

6. Scalability for Large Organizations

Scalability is essential. As companies grow or expand globally, they need systems that can support thousands of users simultaneously. Cloud-based solutions with 24/7 availability also make it easier to handle training across time zones.

Whichever proctoring solution you choose, you should be able to scale it without compromising performance or increasing costs. 

Take the Next Step Toward Smarter Training

The best advice for companies exploring online proctoring software options is to start simple and focus on solutions that balance security with employee trust. However, many businesses still struggle with delivering engaging, scalable, and fair training experiences. 

This is where Coursebox jumps in. 

With built-in proctoring and AI chatbot tutors, you can ensure fair evaluations. Moreover, as the #1 AI-powered solution, we help build training videos within minutes by simply using the existing training documents. 

Start free with Coursebox today and create training that truly works!

FAQs

1. Is online proctoring intrusive for employees?

Yes, some employees worry about privacy when being monitored. However, modern solutions address this by offering background blurring, clear consent agreements, and limited data storage policies. When companies are transparent, employees usually accept proctoring as a fair way to ensure honest assessments. 

2. How does online proctoring help with compliance training?

Industries like finance, healthcare, and aviation require strict compliance tests. If employees cheat on assessments, companies risk failed audits and even legal penalties. Online proctoring software provides secure, audit-ready reports that prove compliance exams were taken fairly.

3. How secure is employee data with online proctoring?

Security depends on the vendor. Trusted providers adhere to strict standards, such as GDPR and ISO/IEC 27001, to safeguard personal data. Companies should select solutions that clearly outline their data storage policies, encryption methods, and retention periods.

4. Is online proctoring suitable for global teams?

Absolutely. Proctoring tools work across time zones and devices, making them ideal for companies with remote or global employees. AI-driven or recorded proctoring allows assessments to happen anytime, without requiring live invigilators.