OMNIA Users Guide

What it does

Paste your teacher notes, assessment data and pupil context. OMNIA drafts a fully-worded, inspection-ready plan with SMART targets, strategies for the classroom, and clear success criteria. Every plan is editable line by line before you save it.

How you use it

1. Open a pupil, click New plan, pick the type (DLP, ILP, AGT, BSP, PEEP).
2. Paste the teacher's notes and pick the strategies the AI should consider.
3. Review, tweak any wording, and save. The plan is on the pupil's record immediately.

What it does

Structured termly review for every plan. You record outcomes against each target; OMNIA reads what worked, what didn't, and proposes the next logical targets — not a copy of last term's.

How you use it

1. Open a pupil's plan and click Start review.
2. Mark each target as met, partial or not met, and add a short outcome note.
3. Accept or edit the AI-proposed next targets. OMNIA carries forward what's still relevant and progresses what's ready.

What it does

Ask a question the way you'd ask a colleague — "Year 4 pupils on DLPs with reading targets," "who's overdue a review," "which pupils have an unsigned Form 8." InSights answers instantly, with the underlying list one click away.

How you use it

1. Open InSights from the top bar.
2. Type your question in plain English.
3. Click any pupil in the result to jump straight to their record.

What it does

Visual dashboards for the whole school: caseload by year group, provision uptake, target attainment rate, time-to-review, access-arrangement coverage. Drill into any chart to see the pupils behind the number.

How you use it

1. Open Admin → Analytics.
2. Pick a view: caseload, provisions, outcomes or compliance.
3. Click any bar or wedge to drill into the underlying pupil list.

What it does

Assign teaching assistants, specialists and interventions to pupils and provisions. See every staff member's caseload, every pupil's hours of support, and where the gaps are.

How you use it

1. Open Admin → Resource Optimiser.
2. Drag a staff member onto a pupil or a provision.
3. Watch the heatmap update — over-allocated staff and under-supported pupils light up immediately.

What it does

A chronological record per pupil: plans, reviews, assessments, parent voice, pupil voice, access arrangements, comms, evidence uploads. Filter by type, export as an inspection pack PDF.

How you use it

1. Open a pupil and click Pupil history.
2. Filter to what an inspector is asking for (e.g. last 12 months of reviews).
3. Export as a PDF — fully sourced, time-stamped, ready to hand over.

What it does

OMNIA knows whether you're in the UK or UAE (more jurisdictions coming) and tunes every plan, review and access arrangement to the live legislation: SEND Code of Practice 2015, JCQ, STA/MTC in the UK; EAA / KHDA / ADEK in the UAE.

How you use it

1. Set your jurisdiction once in Admin → School setup.
2. Generate any plan or access arrangement — wording, references and required fields match the regulator automatically.
3. Check Admin → Regulator guidance at any time for the current rule set you're working to.

What it does

Full Form 8 editor, parental consent capture (with audit trail), MTC cohort view aligned to STA guidance, and an inspection-ready audit timeline PDF for every candidate.

How you use it

1. Open Admin → Access arrangements.
2. Add a candidate, complete Form 8, capture consent.
3. Export the audit timeline PDF for JCQ, ADEK or your exams officer.

What it does

The strategy library behind every plan is grounded in the EEF, the SEND Code of Practice 2015, RCSLT, RCOT and the Bell Foundation. Each strategy carries a rationale, how-to steps and the source it comes from.

How you use it

1. Open Strategies from the top bar, or pick strategies inside any plan.
2. Read the rationale and source before you accept it into a plan.
3. Strategies you use travel through to teacher-facing pupil passports automatically.

What it does

Drag-and-drop weekly timetable for every member of the inclusion team. Class times, intervention slots, PPA, meetings. OMNIA flags clashes the moment you create them.

How you use it

1. Open Timetable → My week, or Timetable → Overview for the whole team.
2. Drag a slot onto a staff member; conflicts highlight in red.
3. Publish — staff see their own timetable, leadership sees coverage.

What it does

Every action is logged. DPIA documentation is included. Data is encrypted at rest and in transit. EU hosting is available for schools that need it. Role-based access keeps the right people seeing the right pupils.

How you use it

1. Configure roles in Admin → Staff.
2. Hand the DPIA pack to your DPO — it's pre-written for OMNIA.
3. Audit log is always available under Superadmin → Audit.

What it does

Generates a plain-English, reading-age-appropriate passport summarising how the pupil learns best, what helps, what to avoid, and any access arrangements. Shareable with supply staff, trip leaders or transition schools via a secure link.

How you use it

1. Open a pupil → Passport. Click Generate (or Regenerate after a plan update).
2. Review the AI-drafted summary, tweak tone or reading age, and approve.
3. Click Share to issue a time-limited link, or export as PDF for handover.

What it does

Dedicated mailbox plus voice-note capture for parent contributions. Inbound messages are transcribed, translated into English, and tagged by theme so they feed straight into the next review and annual report.

How you use it

1. Invite the parent from the pupil record → Parent Voice → Invite.
2. Parents reply by email, web form or voice note in their own language.
3. Open Parent Voice in the pupil hub to read translations, mark as actioned, and pull quotes into reviews.

What it does

Age-appropriate question sets the pupil answers themselves (typed, voice or pictograms). Responses are transcribed, themed and surfaced inside every plan review, with gap-analysis so you can see what's never been asked.

How you use it

1. Open a pupil → Pupil Voice → New request. Pick a question set or build your own.
2. Send the secure link to the pupil (or open it on a school device).
3. Review themed responses and accept the AI's suggested pull-quotes into the next plan.

What it does

Aggregates the year's plans, reviews, parent voice, pupil voice and assessment data into a statutory-shaped annual review document. Tracks the 35-day clock and meeting paperwork.

How you use it

1. Open a pupil → Annual Review → Start. OMNIA pre-fills attendance, outcomes progress and views.
2. Edit any section, attach professional reports, and send invitations from inside the workflow.
3. Export the final paperwork pack as PDF for the local authority.

What it does

A library of curated, evidence-cited prompts that turn the AI into a domain-specific assistant: SALT-style language analysis, OT sensory-profile suggestions, EP-style cognitive interpretation, and so on. Each prompt is jurisdiction-aware and cites its evidence base.

How you use it

1. Open a pupil → Specialist Support → pick a discipline (SALT, OT, EP, ASD, ADHD, EAL, AGT).
2. Paste the relevant notes or assessment; the prompt is pre-shaped.
3. Review the output and pull any strategies straight into a plan.

What it does

Curated directory of local specialists, charities and statutory services, with AI-discovered suggestions based on the pupil's profile. Generates a parent-ready signposting PDF in the family's language.

How you use it

1. Open a pupil → Signposting. Review the AI-suggested services for that profile.
2. Pick the ones you want to recommend, add a personal note.
3. Send by email or download the PDF — automatically translated if the parent's language is set.

What it does

Integrations with Go4Schools (and other UK/UAE MIS systems) sync the pupil roster, attendance and exclusions overnight. Single Sign-On supports Google Workspace and Microsoft 365 so staff use their existing school login.

How you use it

1. Admin → Integrations → pick your MIS, paste the API key, choose which fields to sync.
2. Admin → Integrations → SSO to enable Google or Microsoft sign-in for your domain.
3. Sync runs nightly; trigger a manual re-sync any time from the same page.

What it does

Add teachers, TAs, SENCos, inclusion leads and admins. Each role has a tightly scoped view: teachers see only their classes, SENCos see everything for the school, admins manage settings, superadmins (you) manage the school itself.

How you use it

1. Open Administration → Staff and click Invite.
2. Enter the staff member's email and pick a role. They receive a magic-link email to set their password.
3. Change a role at any time — the change takes effect on the next page load.

What it does

Authenticator-app two-step login (TOTP). Admin and superadmin accounts cannot reach the admin areas without it — the system redirects them to set it up on first sign-in.

How you use it

1. Open Settings → Security and click Set up authenticator app.
2. Scan the QR code with Google Authenticator, 1Password, Authy or similar.
3. Enter the 6-digit code to confirm. From then on every sign-in needs the code.

What it does

Upload your school logo, set an accent colour, configure the parent contact address, and choose which features parents can see in the portal. Used on shared plans, parent-voice forms, the parent portal and PDF exports.

How you use it

1. Open Administration → School → Branding.
2. Upload your logo (SVG or PNG), pick an accent colour, set the parent contact email.
3. Open Administration → Parent portal to toggle which sections parents see (plan summary, documents, messages, voice contributions, reviews).

What it does

Connect your school's own AI API key so that AI processing runs through your account rather than OMNIA's shared one. Supports Anthropic (direct key) and Azure OpenAI (endpoint + key + deployment). Available on the Connected tier.

How you use it

1. Open Administration → Integrations → AI provider.
2. Pick Anthropic or Azure OpenAI, paste your key (Azure: also paste endpoint + deployment), and click Validate. OMNIA runs a quality-gate test before activating.
3. Once active, every AI feature routes through your key. PII scrubbing still applies. Falls back to OMNIA's shared key if your key fails.

What it does

Bulk CSV import for new schools, plus optional Go4Schools and Engage MIS connections for ongoing sync. Pupil records carry year group, class, EAL/SEND flags, contact details and any historical plans you choose to migrate.

How you use it

1. Download the CSV template from Administration → Pupils → Import.
2. Fill in the required columns and upload. OMNIA validates and previews changes before committing.
3. For MIS sync, open Administration → Integrations and connect Go4Schools / Engage. Set the sync cadence (daily is typical).

What it does

Centralised parent and staff communications: review meeting invites, consent requests, plan-share notifications, ad-hoc messages. Every message is logged on the pupil record and the outbound email queue.

How you use it

1. Open Administration → Communications.
2. Pick a template (review invite, consent request, plan-shared, custom) and select recipients.
3. Check the queue under Administration → System → Outbound email if a message hasn't arrived — admins can resend from there.

What it does

DSAR export and pupil-erase tools (admin/SENCo only), data-quality dashboard (missing fields, stale plans), EHCP timeline tracker, inspection-pack PDFs, and the live regulator rule-set you're working to.

How you use it

1. Open Administration → Compliance & Returns.
2. Run a DSAR or erase request from the pupil record (Compliance → DSAR).
3. Check the data-quality dashboard before every governor / inspection visit and clear any red rows.

What it does

Tamper-evident audit log of every action across the school, plus session management (revoke all sessions), MFA enforcement, and per-school visibility of which staff have signed in recently.

How you use it

1. Open Administration → Security to view the school-wide audit log and recent sign-ins.
2. Click any pupil row to see who has accessed that pupil's record and when.
3. Use Revoke all sessions in an incident — every staff member is signed out and must re-authenticate.

What it does

Track the cost of every provision and intervention against pupil outcomes. TA deployment value-for-money dashboard. SEND budget vs spend, ready for governors and the LA.

How you use it

1. Open Administration → SEND Budget.
2. Set the cost rate for each provision and TA role.
3. Open Value-for-money to see cost-per-outcome across the cohort.