Soft Key Setup

How do I receive a password to log-in?

To ensure optimum security all members of staff must firstly create their own password. This can be done by selecting the ‘Forgotten your password or using CPOMS for the first time?’ option beneath the ‘Login’ button.

Simply input the email address which was supplied to us and click ‘Reset Password’.

This will then send you a link to your email address where you can create your first CPOMS password.

When I try to reset my password I receive the error 'The email address you entered does not exist'?

If you receive the error ‘The email address you entered does not exist’ when trying to reset your password, it is usually for one of the following reasons:-

  • You have not been setup with a CPOMS account as yet
  • We have a different email address down for your account/ the email address we have contains an error

In both cases, you can contact us to update, or ask your CPOMS administrator to check out; via your schools ‘Admin’ area > ‘Users’ tab.

What’s the difference between the Soft Key and the Physical USB key?

The App (Soft Key) works in much the same way as the latest revisions of Internet Banking in that it generates an ever changing 6-digit security code (to use alongside your email and password) to enable higher level access to CPOMS. The App must be download to an iOS or Android tablet / smartphone device but can be used to log in to CPOMS on all devices, including your laptop/ PC.

The USB key works in much the same way as the soft key, but as a physical USB device – so rather than inputting the 6 digit code from your app you would plug the USB key into your PC and press the button on the key itself to generate the unique code.

How can I set up the Soft Key?

Please click here for the Soft Key Setup instructions to follow.

Soft Key - I have got a new phone?

If you have a new phone and no longer have access to your previous Soft Key/ App, to set up your new phone you must firstly remove your previous key.

An Admin Key Holder in school can remove the key for you, within the ‘Admin’ section, ‘Users’ tab and clicking into your/ the users name (into your profile) and to the left ‘Security Keys’.

Tick ‘I confirm that I have read and understand this notice.’

And the ‘Remove this users 2FA devices’ button to remove the key from the users profile.

(Screenshot below)

Once the previous key has been removed, you may setup a new Soft Key following the original ‘Soft Key Setup’ instructions. Please log out and back in before you begin this process.

Soft Key - My app is asking me to ‘Scan QR Code’?

If your app reverts to the ‘Scan QR Code’ message, you would need to restart the Soft Key Setup. To do so, you must firstly remove your previous key.

An Admin Key Holder in school can remove the key for you, within the ‘Admin’ section, ‘Users’ tab and clicking into your/ the users name (into your profile) and to the left ‘Security Keys’.

Tick ‘I confirm that I have read and understand this notice.’

And the ‘Remove this users 2FA devices’ button to remove the key from the users profile.

(Screenshot below)

Once the previous key has been removed, you may setup a new Soft Key following the original ‘Soft Key Setup’ instructions. Please log out and back in before you begin this process.

I cannot access ‘Security Keys’? (within 'Account Settings')

If you cannot click on the ‘Security Keys’ tab (within ‘Account Settings’) to set up a new key, it may be that the system thinks you have a key already, if perhaps you started the process before or have got a new phone, or that you have logged in without using your current key.

If you still have access to the previous key please click ‘Elevate your access’ to the top right.

If you do not have access to the previous key, you must remove the previous key to start the process again.

An Admin Key Holder in school can remove the key for you, within the ‘Admin’ section, ‘Users’ tab and clicking into your/ the users name (into your profile) and to the left ‘Security Keys’.

Tick ‘I confirm that I have read and understand this notice.’

And the ‘Remove this users 2FA devices’ button to remove the key from the users profile.

(Screenshot below)

Once the previous key has been removed, you may setup a new Soft Key following the original ‘Soft Key Setup’ instructions. Please log out and back in before you begin this process.

Soft Key Error - 'Out of date app configuration’

This error may occur if the time on the device that the Soft Key is downloaded to is not set to GMT.  This is what our servers are set to, and therefore the code is out of sync with our servers.

Please check the ‘Settings’ on the users Soft Key device (phone or tablet) > ‘General’ > ‘Date and time’ – checking the time zone is set to ‘London GMT’, and it is also handy to switch the date/time to set automatically (on iphones/ ipads).

How to set up a U2F Key in School

Please click here for the U2F Key Setup instructions to follow.

Merilock USB Key Error - 'Unable to verify your MeriLock key'

This error usually occurs for one of the following reasons:-

  • You are using the incorrect Merilock key – keys are assigned to an individual user, please ensure you have the correct key code
  • You are on the incorrect CPOMS url – each CPOMS url is unique to the individual school, please ensure you are on the correct url for your school
  • You do not have a key assigned, as keys are assigned to a specific user, they must be re-programmed at our end to work for a new user
  • Please also ensure the CAPS Lock option is switched off.
How do I monitor, or un-monitor a student in CPOMS?

A student will automatically become monitored as new incidents are added by staff, you can also choose to monitor a student manually within their ‘Overview’ tab, by selecting the ‘Edit Information’ button (to the right-hand corner).  From here you can simply tick the relevant category name(s) and scroll down to ‘Update Student’ to save.

To un-monitor a student, simply click on their ‘Overview’ page and select the ‘Edit Information’ button to the top right-hand corner. From here you can un-tick the relevant category name(s) and scroll down to ‘Update Student’ to save.

This is important to ensure your monitored student figures are accurate and up to date.

How can I run a full Student Report/ Chronology?

Please see below instructions to run a full student report:-

  • To run a full student report, access the child’s profile via their class list, or using the ‘quick student search’ and click into their name.
  • Select the ‘Student Report’ tab and tick the ‘Incidents’ check box to ‘Include in report’.
  • In the additional filter options that appear, you may wish to also tick ‘Include Linked Incidents’ to ensure that you receive anything the student has been linked in to.
  • To print all records please ignore the further additional filter options, or you may apply specific dates or select certain categories here.
  • Scroll down to the ‘Report Format’ and amend this to ‘Print View (PDF)’ and finally ‘Generate Report’. This will then generate a PDF copy of the child’s incidents which you can then print or save electronically.

Please click here to view our Useful Reports Guide.

Useful Reports Guide

Please click here to view our Useful Reports Guide.

How do I access a archived students profile/ incidents?

Once a student is marked as archived in your MIS, they will automatically become archived in CPOMS on the next import.

You can still always access, and add to the students profile as normal. You just need to tick the ‘Include archived students’ check box, beneath the ‘Quick Student Search’ box when searching.

If you are unable to view archived students you will also need to make sure you have access to un-grouped students. You can check this within the ‘Admin’ area > ‘Users’ tab, and click into your name and to the left ‘Permissions’. Within permissions, simply select the tick box here:- ‘Can view students who don’t have a group (typically archived)’ and save.

Can I edit/ remove an incident or action?

Admin key holders can choose to edit and remove both incidents and actions within CPOMS.

The ‘Edit’ and ‘Delete’ functions are available within each childs profile > ‘Incidents’ tab, in the top right-hand corner of each individual incident, under ‘Options’.

If you do choose to edit or delete an incident, CPOMS will keep all previous versions of the incident in it’s change log so that nothing is ever lost. You can view any amendments made within the ‘History’ option. For deletions, there will be a small marker in its place in the chronology with the option to restore or view the history.

How do I remove a document/ file?

Admin key holders can remove incorrect or unwanted files within CPOMS; via the students document vault, or if added to an incident or action simply locate the incident within the childs ‘incidents’ tab, and in the right-hand corner of the specific incident/ action under ‘Options’ click ‘Edit’ – you can then remove the attached file(s), and save.

How do I order a new USB key?

Please complete and return the CPOMS New Key Order form below, and return back to us at Servicepoint@cpoms.co.uk.

CPOMS New Key Order Form

Please note, additional USB Keys are £22.50 + VAT per key. (29/08/18)

Can we re-use/ re-program USB keys?

Yes, in order to re-program a USB key, we just require it returning to us at the office, our postal address is as follows:-

CPOMS Systems Limited
CPOMS House
Acorn Business Park
Skipton
North Yorkshire
BD23 2UE

Please use a secure padded envelope (as non-padded envelopes often tear in transit), and include a note as to who the key belonged to, and the new key holders; full name, email address and user group and if necessary any restrictions on categories/ classes.

We are missing a student/class?

If you notice that you are missing students, or your classes do not appear to be up to date this is often a sign that your import is no longer running successfully.

You can check the status of your import via the ‘import health’ traffic light indicator on your schools dashboard, or within the ‘Admin’ area > ‘Imports’ tab.

Please feel free to contact us via ‘Contact Support’ if this occurs and we can provide you with the necessary instructions to restart your imports.

My import status is 'failing'?

If your ‘import health’ traffic light indicator changes to ‘failing’ this means your import link has been broken.

Please feel free to contact us via ‘Contact Support’ if this occurs and we can provide you with the necessary instructions to restart your imports.

I cannot see a students transfer information?

Once the transfer status changes to ‘Transferred’, the new school will receive the students full transfer information.

The schools/ students previous incident categories are brought across to CPOMS also, under a main category of ‘Legacy’, with sub-categories of the previous schools category name.

The Legacy categories are automatically deactivated, and the permissions are set to blank, to ensure that no new incidents can be logged against them and that only the correct level of staff at the new school can access the transferred information.

Therefore in order to gain access to the transferred information, an Admin key user needs to set the permissions for each Legacy category, and any sub-categories within the ‘Admin’ area > ‘Users’ tab, by clicking into the top level User Group name, i.e. SLT, to the right-hand side of this page.

Within the User Group ‘Category Permissions’ please tick ‘View Students’ and ‘View Incidents’ against each Legacy category, and any sub-categories, ensuring you ‘Save Group’ once ticked.

Please leave the ‘Add Incidents’ column un-ticked, and all of the Legacy categories de-activated so that no new incidents can be logged against them.

Once the category permissions have been switched on, the transferred information will appear within the students profile > ‘Incidents’ tab in date order, and any files within their ‘Document Vault’ tab.

For full information regarding CPOMS transfers, click here.

Member of staff not appearing in 'Add user' drop down list?

To appear in the ‘New User’ drop down list, staff must be added to your MIS, with a current start date, and as full time employment. Your imports must also be up and running successfully to be kept up to date.

If you have de-activated this user at some point, an Admin key user can re-activate them within the ‘Admin’ area > ‘Users’ tab, using the ‘Deactivated User’ option in the right-hand corner.

Or, if you would like to add a member of staff who is not in your MIS system for any reason, we can add them manually for you. Please request this via the ‘Contact Support’ option, and include the new users:- full name, email address and user group.

How do I add our school logo to reports?

To add your school logo to appear in the header of PDF reports, firstly upload the school logo into your CPOMS ‘Library’ area, in your preferred size.

Next, navigate to your CPOMS ‘Admin’ area, selecting the ‘Settings’ tab. Scroll down to ‘School Logo’, select the relevant logo here and click ‘Update Settings’.