Imagine your SME needs to certify twenty salespeople after a product training, or you need to reliably assess candidates in a remote recruitment process. Bringing everyone together in one place is not always feasible or cost-effective. That’s where proctoring comes in: the technological supervision of digital tests that allows an online assessment to be as defensible as an in-person one.
What exactly is proctoring?
Proctoring is the set of processes and tools that verify the identity of the test-taker and monitor the development of an exam. It’s not a single technology: it includes ID and photo verification, camera and audio recording, screen activity tracking, and even automated analyses that generate alerts for human review. At its best, it provides reliable evidence (videos, logs, reports) to interpret what happened during an assessment.
A bit of etymology: why is it called that?
The word comes from proctor, related to the Latin procurator: someone who looks after or oversees something. In modern practice, proctoring means safeguarding the integrity of an assessment, now with digital tools.
Why and when is it useful for an SME?
For an SME, proctoring makes sense when the organization needs guarantees about the validity of a training program or test. Common use cases include:
- mandatory internal certifications (e.g., legal compliance or workplace safety),
- technical training evaluations,
- large-scale recruitment processes,
- talent assessment,
- tests linked to incentives.
It’s also useful when the cost of bringing people together in person is higher than investing in supervision technology.
It’s not necessary for every test: for internal surveys, informal micro-quizzes, or low-risk continuous learning activities, it may be disproportionate. The key is to evaluate the impact of potential fraud and the importance of the exam’s outcome for the SME.
How does it work in practice (without jargon)?
A proctored exam usually follows these steps:
- the candidate identifies themselves with an ID or selfie;
- camera and microphone are activated;
- the platform records the screen, captures random screenshots or video, and logs events (opening other apps, prolonged absence, multiple people on camera);
- the system generates a report with alerts that a human specialist can review if necessary.
There are fully automated modes, post-exam reviews, or live monitoring depending on the required level of supervision.
Antiplagiarism vs. proctoring: are they the same?
No. Antiplagiarism compares documents to detect copying in written work; it evaluates the final product. Proctoring monitors the process: who takes the test and under what conditions. Many programs use both to ensure academic and professional integrity. In fact, proctoring can even help verify whether a candidate is using generative AI in a selection process.
Key benefits for SMEs
For a small or medium-sized company, the practical benefits are clear:
- Internal and external credibility: certifications and assessments can be easily defended in audits or before clients.
- Logistical savings: avoids renting venues and costs associated with in-person sessions.
- Objective evidence: recordings and logs make it easier to resolve disputes or verify compliance.
- Flexibility: employees can take exams from different locations, improving the adoption of training programs.
These benefits are maximized when implementation respects privacy and offers reasonable alternatives for those unable to use certain methods.
Risks and legal obligations: pay special attention
Proctoring handles sensitive data (video, audio, and in some cases biometric parameters). In Spain, regulators have been very strict with technologies like facial recognition in online exams; the Spanish Data Protection Agency has stated that its use requires legal justification and additional safeguards, even prohibiting or sanctioning unjustified applications. Therefore, before contracting, assess the provider’s compliance with GDPR and local rulings.
What solutions exist and what does the market offer?
The market includes major international providers as well as European or local solutions that prioritize compliance and language support. Each product combines different features: from “lockdown browsers” to AI analysis and administrator dashboards. For an SME, the decision depends on integration with the training platform, costs, level of supervision required, and the ability to manage the evidence generated.
Highlighted solutions in Spain
In Spain there are providers with presence and services adapted to the legal framework and local operations. Among them, SMOWL (developed by Smowltech) is a tool created in Spain that has gained global presence for its focus on LMS integration, scalable supervision options, and resources to manage evidence. Choosing a provider with local support facilitates implementation and adaptation to claims and regulations.
Why recommend SMOWL for SMEs?
SMOWL stands out for several practical reasons for SMEs: it is designed to integrate with corporate training platforms, allows supervision levels to be adjusted to avoid over-controlling, and offers management dashboards to review evidence. Being a European solution focused on compliance, it usually provides documentation and resources useful for GDPR compliance and for resolving questions from employees and administrators. For an SME that wants to professionalize training and ensure controls without the complexity of solutions designed only for large institutions, SMOWL can be a balanced option.
The value it adds to your team’s services and training
Proctoring does not, by itself, make training or recruitment processes robust, but it adds traceability: it makes it possible to prove that evaluations were carried out under controlled conditions, which reinforces the trust of clients, partners, or certifiers.
Additionally, for an SME that offers training services, incorporating proctoring can differentiate the offering and facilitate issuing internal or external certifications with greater perceived validity.
How to decide and implement it in your SME
- Define the objective: do you need to verify identity, avoid impersonation, or certify competencies?
- Assess risk vs. cost: for high-value certificates, invest more; for internal tests, a lighter option may suffice.
- Demand transparency from the provider: what data is collected, retention period, alternatives, and security measures.
- Pilot with a small cohort before scaling, and clearly communicate the rules to employees.
Conclusion
For SMEs, proctoring can be a practical tool to ensure trust in evaluations and certify competencies without the logistics of in-person exams. But its potential is only realized if chosen with the right criteria: proportionality, legal compliance, and care for employee experience. If your SME is considering proctoring, look for solutions with local support and clear policies, and plan a phased, transparent implementation.
