This page will provide instruction on how to navigate, search, and edit information in the COTA Application.
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Logging in (Password Reset)
To log into the C-PASS system, use the following link:
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You will receive an email confirming that your password was reset.
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Navigation
The following tabs will show up after you log into the application.
My Programs
This is where you will find tools to complete tasks in the application. Each section is explained below.
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Dashboard
The dashboard tab will show you the Member Statistics for your school on one side, and give you a Member Management box on the other.
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Whenever you see this icon, you can click on it and it will give you additional information. This is the “How Do I Use This” feature of the system. |
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Member Statistics
You can see how many enabled, approved, or pending memberships are showing for your school. Click on the “View Details” link under each selection to see a list of the students, as well as edit or accept information.
Member Management
This box will allow you to search for a member by email or last name, or create a new member.
Members
This tab is where you can search for members in your school. The results found here can be exported out to an Excel file. (See Searching for a Student for details on the export feature)
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Credentials
This tab will allow you to view, search, and edit the credential ID for your members. The Credential ID for each member will be the cell/mobile number that the student is using to access the COTA app.
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Basic Tasks
Searching for a Member
To search for a student click on the Members tab. You can search for a student by their email or last name. Before a search, all students in your building who are members will show at the bottom of the screen. In the search fields, enter the criteria for the student that you are searching for. The search feature is very versatile and is able to search for students easily. To search in the email address search box, enter the student number of the student you are searching for. The full email address is not required.
You can filter your results to only see Approved or Pending members. You can sort the results and export them as needed by clicking the “Export Results” link. The default format will display in Excel, the Import format can be used to make mass changes to members and import those changes back into the system using the same file.
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Viewing a Member Profile
A member’s profile will provide the following information:
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To view a member profile, search for the member on the Member tab. When you have the student displaying on the screen, click on the icon next to the student’s name to display the profile.
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Adding a New Member
This should only be used to create a new student that has NOT already been loaded into the system.
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4. Select Approve Membership Now (default).
5. Click Submit.
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Approving a Pending Membership
There may be some students who have a pending membership request. You can search for these students on the Members tab by filtering the search results to show only pending members. Follow the steps below to approve the membership.
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4. Select “Approve Program Membership”. The screen will refresh to show that the student now has an “Approved” Membership Status.
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Editing a Credential ID
If a student has a phone number that has been entered incorrectly in the system, it can be edited on the “Credentials” tab.
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