Frequently Asked Questions

• AI-powered analysis for incident summaries and suggested actions
• Seamless transfers between schools with CPOMS integration
• Policy-informed guidance based on your school’s actual policies
• Modern authentication with passkeys for secure, password-free access

• Data encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256)
• GDPR compliance: Full compliance with UK GDPR and Data Protection Act 2018
• Role-based access: Granular permissions ensure staff only see what they need
• Audit trail: Complete logs of all actions for accountability
• UK data residency: All data stored in UK-based servers
• Regular audits: Independent security assessments and penetration testing
• ISO 27001: Information security management certification

• Use our Chrome extension to transfer historical data in minutes
• One-click import of all incidents, students, and categories
• Automatic mapping to Signal’s structure
• No manual data entry required

• CSV import for students and incidents
• Bulk policy import from your website or documents
• Our team can assist with larger migrations
• Typical migration takes 1 day for full setup

• Web-based: Access Signal from any modern web browser (Chrome, Edge, Safari, Firefox)
• No installation: Nothing to download or install on school computers
• Mobile friendly: Works on tablets and smartphones for on-the-go access
• Cloud-based: No servers to maintain or backup

• Modern browser (released in last 2 years)
• Internet connection (works on school networks, no special firewall rules needed)
• For passkeys: Device with biometric authentication (fingerprint, Face ID) or security key

1. Receive invitation email from noreply@signalschools.co.uk
2. Click the setup link in the email (valid for 7 days)
3. Enter your details (name, email verification)
4. Set up authentication:
   • Recommended: Create a passkey for password-free login
   • Alternative: Use email OTP codes
5. Complete onboarding wizard to configure your school

1. Categories - Define your incident types (e.g., Bullying, Child Protection)
2. Locations - Add school locations where incidents occur
3. Agencies - Add external organizations you work with
4. Users - Invite staff and assign roles
5. MIS Integration (optional) - Connect your student information system
6. Policies - Import your safeguarding policies for AI guidance
7. Alerts - Configure monitoring rules (start with 2-3 simple rules)

• Basic setup (categories, locations, users): 30-60 minutes
• MIS integration: 10 minutes (if your MIS is supported)
• Policy import: 1 minute (automatic from website)
• Alert configuration: 30 minutes (start with 2-3 rules)
• Staff training: 1-2 hours (for safeguarding team)

• Automatic sync with your student information system
• Supported systems: SIMS, Arbor, Bromcom, ScholarPack, iSAMS
• Students update automatically overnight
• See MIS Integration

• CSV upload for bulk student import
• Template available in Signal (Students → Import)
• Supports basic fields: name, DOB, year group, groups

• Chrome extension imports students automatically
• Includes student groups and metadata
• See Chrome Extension

• Biometric or device-based authentication (fingerprint, Face ID, Windows Hello)
• Industry standard (supported by Apple, Google, Microsoft)
• More secure than passwords (resistant to phishing and breaches)

• Faster: Login in 2 seconds with a fingerprint or face scan
• More secure: No password to forget, steal, or share
• Easier: No password resets or “forgot password” emails
• Multi-device: Create passkeys on phone, laptop, tablet

• During first login, click “Create a passkey”
• Follow your device prompts (Face ID, fingerprint, PIN)
• Done! Future logins are instant

1. Enter your email address at login
2. Check your email for a 6-digit code
3. Enter the code to access Signal
4. Codes expire after 10 minutes

• Shared school computers
• Older devices without biometric authentication
• Staff who prefer not to use passkeys
• Temporary access (e.g., supply teachers)

• At login screen, click “Use email code instead”
• Enter your email and receive a one-time code
• This always works, even if you’ve lost your passkey device

• If you created passkeys on multiple devices, use any of them
• Passkeys sync across Apple devices (iPhone → MacBook)

• Owner: Full system access and configuration
• DSL (Designated Safeguarding Lead): Complete safeguarding features
• Deputy DSL: Deputy Designated Safeguarding Lead capabilities
• Admin: Administrative access to settings and users
• Viewer: Standard staff access with configurable permissions

• Link user groups to student groups
• Example: “Year 7 Team” user group sees “Year 7” student group
• Provides granular access control

“At 11:15am in the playground, Student A pushed Student B, who fell and scraped their knee. Student A said ‘I didn’t mean to.’ First aid administered by Mrs. Smith. Parents of both students contacted at 11:30am.”

“Fight in playground. Sorted.”

• Minor incidents: 2-3 sentences
• Significant concerns: 1-2 paragraphs
• Child protection: Detailed account with exact quotes where possible

• Your own incidents: Always (if you created it)
• Other staff incidents: Only if you have the Owner, DSL, Deputy DSL, or Admin role

• All edits are logged with timestamp and user
• Original version is preserved
• Edit history visible to privileged roles

• Add new information as follow-up notes rather than editing original
• Only edit for typos or to add missing details shortly after creation
• Never delete or modify historical incidents for compliance reasons

• Domestic violence affecting multiple children
• Parental issues impacting all siblings (e.g., substance abuse, custody disputes)
• Household concerns (e.g., housing, financial hardship)
• Bereavement or family trauma

• See complete family picture on any sibling’s profile
• AI analysis considers all linked incidents
• Avoid duplicating information for each child
• Easier safeguarding oversight for families

1. Create incident for primary student
2. Check “This is a family incident”
3. Select which siblings to link
4. Incident appears on all selected student timelines

1. Reads incident content and identifies key information
2. Matches relevant policies from your school’s policy library
3. Analyzes patterns from student’s incident history
4. Generates summary highlighting risks and concerns
5. Suggests actions based on policies and best practices

• AI suggestions always reference specific policies
• Summaries highlight uncertainty when information is limited
• You can regenerate analysis if initial output isn’t helpful
• All AI-generated content is clearly labeled

• Records of safeguarding concerns or events
• Created by staff when something happens
• Examples: bullying incident, child protection concern, behavioral issue
• See Incidents

• Follow-up tasks created from incidents
• Assigned to specific staff with due dates
• Examples: “Contact parent by Friday”, “Refer to CAMHS”
• See Actions

• Automated notifications based on rules
• System monitors for patterns and triggers alerts
• Examples: “Student has 3 bullying incidents this month”, “High-risk pattern detected”
• See Alerts

1. Staff log an incident
2. Create actions for follow-up
3. System generates alert if pattern detected
4. Safeguarding team reviews and responds

1. Sending school creates transfer with selected incidents
2. Receiving school gets email notification
3. Receiving DSL reviews and accepts/declines
4. Accepted data imports into receiving school’s Signal

• Incoming: External schools submit via web portal, AI extracts data from PDFs/Word docs
• Outgoing: Signal generates PDF export for email/post

• Chrome extension for one-click CPOMS → Signal transfers
• Complete historical data transferred in minutes

• Data encrypted in transit (TLS 1.3)
• Transfer links expire after 30 days
• Access requires authentication

• Only designated safeguarding leads can view transfers
• Email verification required for external submissions
• Audit trail of all transfer activity

• You choose exactly what to include
• Can exclude sensitive documents or specific incidents
• Context notes for receiving school only

• Meets KCSIE and GDPR requirements
• Audit trail for ICO and Ofsted
• Secure alternative to email attachments

• Current child protection concerns
• Active safeguarding cases
• Ongoing early help or social care involvement
• Recent significant incidents (last 6-12 months)

• Historical CP concerns (even if resolved)
• Patterns of behavior requiring monitoring
• Successful interventions and strategies
• Family circumstances affecting safeguarding

• Minor one-off incidents from years ago
• Incidents unrelated to safeguarding (e.g., uniform issues)
• Information already in standard school records
• Excessive detail that obscures key concerns

• Non-Signal schools can submit transfers to you via web portal
• They upload PDFs/Word docs with safeguarding information
• AI extracts data automatically for your review
• See External Users

• Generate PDF of transfer for email or post
• Includes all selected incidents and context
• Professional formatting with your school branding

• If they use CPOMS, they can use our Chrome extension
• One-click transfer with all historical data
• See CPOMS Integration

• AI provides generic suggestions
• No reference to your school’s specific procedures
• Less useful for staff making decisions

• AI references your actual safeguarding policies
• Suggested actions align with your procedures
• Summaries highlight policy-relevant concerns
• Staff see school-specific guidance in context

• Generic: “Consider contacting parents”
• Policy-informed: “Contact parents within 24 hours as per school’s Bullying Policy (section 4.2)”

• Enter your school website URL
• Signal finds and imports all policies automatically
• AI categorizes policies
• Takes 5-10 minutes
• See Website Bulk Import

• Upload multiple PDFs or Word documents
• AI extracts and categorizes content
• Supports drag-and-drop
• See Document Upload

• Connect to Google Drive, OneDrive, SharePoint
• Auto-sync keeps policies updated
• One-time setup, ongoing automation
• See Cloud Integration

• Connect Signal to your policy storage (Google Drive, website, SharePoint)
• Policies sync automatically (daily, weekly, or monthly)
• You’re always using current policy versions
• See Auto-Sync

• Re-import from website or upload new documents
• Signal detects changes and updates existing policies
• Version history preserved
• See Updating Policies

• Staff log incidents throughout the week
• System monitors for patterns based on alert rules
• Alerts notify safeguarding team of emerging concerns
• Team reviews student profile and decides on action

1. “3+ incidents of any type in 7 days” → High priority
2. “Any child protection incident” → Critical priority
3. “2+ bullying (as victim) incidents in 14 days” → High priority

• Creating 20+ rules on day one
• Rules that trigger constantly (alert fatigue)
• Overly specific rules that never trigger

1. Increase thresholds: Change “2 incidents” to “3 incidents”
2. Narrow time windows: Change “30 days” to “14 days”
3. Add cooldown periods: Prevent duplicate alerts for same student
4. Pause low-priority rules: Temporarily disable less critical alerts

• Review alert analytics to identify noisy rules
• Adjust student filters (exclude certain groups)
• Change priority levels (High → Medium)
• Add “exclude categories” filters

• Critical alerts: 1-2 per week
• High priority: 5-10 per week
• Medium priority: 10-20 per week

• Annual reviews with parents present
• Parent meetings about student progress
• Screen sharing or projecting student profiles
• Transition meetings (Y6→Y7)
• Showing timeline during consultations

• Hides configured categories (e.g., Child Protection, Staff Conduct)
• Shows only pastoral and appropriate incidents
• Works across entire system (profiles, timelines, exports)
• Toggle on/off instantly

• Not a replacement for formal Subject Access Requests (SARs)
• Not permanent filtering (temporary meeting view)
• Not role-based (any user can enable it)

• Child Protection concerns
• Staff conduct issues
• Police involvement
• Social care referrals
• Allegations against staff
• Sensitive family circumstances

• Pastoral support
• Positive incidents and achievements
• General behavioral concerns
• Academic interventions
• Attendance patterns
• General wellbeing notes

• SIMS
• Arbor
• Bromcom
• ScholarPack
• iSAMS
• Pupil Asset

• Arbor (enhanced features)
• Edulink One
• School Pod

• Use CSV import for bulk student data
• Request your MIS via support@signalschools.co.uk

• PDF export (formatted, suitable for printing)
• Word document (editable)
• CSV (data analysis)

• Incident reports (CSV, Excel)
• Alert summaries (PDF, CSV)
• Transfer history (PDF)

• All incidents (CSV with full details)
• All students (CSV with demographics)
• User activity logs (CSV for auditing)

• Governance reporting to trustees
• Ofsted evidence
• Annual safeguarding reports
• Data analysis in Excel/PowerBI
• Subject Access Requests (SARs)

• Smartphones (iOS, Android)
• Tablets (iPad, Android tablets)
• Laptops and desktop computers

• Quick incident logging
• View student timelines
• Receive alert notifications
• Review and approve transfers
• Complete assigned actions

• Touch-friendly interface
• Simplified navigation on small screens
• Works offline (limited functionality)
• Push notifications for alerts

• You can continue viewing data already loaded
• Cannot save new incidents or changes
• Unsaved work will be lost when connection drops

• Refresh the page to reconnect
• Signal automatically logs you back in (if using passkey)
• You can continue working normally

• Save incidents frequently (auto-save every 30 seconds for drafts)
• Check connection before long incident entries
• Use “Save as draft” for longer entries

• Unlimited users
• Unlimited students and incidents
• All features (AI, transfers, alerts, policies)
• Support (email and phone)
• Updates and new features

• Invoice (purchase order)
• Credit card
• Direct debit

1. Contact support@signalschools.co.uk at least 30 days before renewal
2. Confirm cancellation and export any data you need
3. Access continues until end of billing period
4. Data retained for 90 days after cancellation for retrieval

• Export all incidents, students, and reports
• Complete any active transfers
• Notify staff of upcoming service end

• 90-day grace period for data export
• After 90 days, data is permanently deleted
• Can request final data export (one-time fee may apply)

• Teachers
• Teaching assistants
• Safeguarding leads
• Senior leadership
• Admin staff
• External partners (limited access)