How long does the implementation take?

In some cases Eepos can be implemented quickly, but it depends on a couple of things.

  • Data migration and the format the data is in (how much extra work does it require).
  • The amount of admin users and the training demand (how many sessions are needed, are they in person or remotely, or does the customer want the online self learning model)
  • School’s own schedules.

If data migration isn’t needed the new Eepos can be launched instantly. If migration is needed, it may take a week or even two depending on the integrity of the data in the previous system. Migration will not take longer than this. 

If our schedules match well, the implementation training can be started quickly. If the customer has wished for the online self learning and training, the process can begin right away when new Eepos is set up.

If the implementation is done in its most usual form with data migrations and live training sessions, the process takes usually 3-4 weeks.

Why does the cat keep rolling on the screen?

The rolling cat in student’s and guardian’s portal shows up everytime Eepos is loading a function or the next page. If the cat keeps rolling for too long, it could mean an unexpected technical error has occurred or there are problems with the internet connection. 

If you were sending out an application form when the cat showed up, please check if you have received a confirmation email from Eepos. If you have received it, the application has gone through and everything is fine. You can kill the cat.

If you were doing something else when the cat decided to appear, please contact our technical support team at vikailmoitukset@eepos.fi

How does the Eepos implementation work?

If you are interested in Eepos school management system, please contact our sales team and we will tell you more about the process. The implementation takes usually 3-4 weeks, but includes only a few interactive days. Usually the process goes like this:

  1. The customer contacts us and we schedule a demo, which takes from 30 to 60 minutes.
  2. In the demo we ask for initial information for the quotation. It is easier to go on when we know the basics about the school.
  3. In the demo we discuss if Eepos suits the customer or not. We demonstrate Eepos according to the customers wishes.
  4. If the customer gets interested in Eepos, we provide them with a quotation which includes pricing, estimated time frame for implementation, training needs and details (in person, remotely, self study).
  5. If the quotation is accepted, we sign a service agreement. After this we plan the timeframe and create an online workspace where the steps of the implementation are logged, questions or thoughts can be discussed along the way. The implementation details are open for viewing and well documented.
  6. The first step of the implementation is the data migration (if wanted). We agree together on where, when and in which format the data will be provided and we copy the data for Eepos. Then we process the data which takes about a week.
  7. After the migration week we have the initial implementation training for administrators in which we go through the basic features and evaluate the migrated data. The next training is usually a couple of weeks after this.
  8. The teachers are usually trained after the administration in order to make sure the admins are familiar with their portal and know the basics of teachers tools as well.
  9. The last step is to create and deliver login credentials for students and guardians. At this point administrators are well up to speed with Eepos and know how to run their school management system properly.

Can school data be migrated to Eepos from the previously used system?

Of course! Eepos team has a long history of making successful migrations into Eepos from several different systems. But when preparing for the migration, there are a few points to think of:

  • Which format is the data in? If the data is in a readable and easily handled format (spreadsheets, databases, open APIs) or the system has the needed integrations in place, the migration can be very simple. But if the migration requires more manual work or tailoring, it could take a bit longer. 
  • What kind of data do we want or is necessary to migrate? Customers should think in advance, what data should be brought in and what not. The more carefully the migration is planned, the easier it will be for us to make sure all wanted data is migrated to Eepos.
  • If the data is a mess in the previous system, it will be a mess in Eepos also. We help our customers to go through and evaluate the data before the initial migration. This way we can adjust the data when migrating or customers have more time to cleanse it in advance in the previous system.

Migrations are optional parts of the implementation process and will be billed separately. The pricing is explained in the quotation.

Why doesn’t my login information work?

The most common reasons login information doesn’t work are:

  • Username or password has been misspelled. When typing the credentials, it is good to remember to write capitals as capitals and small letters as small letters and that there are no unnecessary spaces.
  • The user is trying to log into the wrong portal. Eepos has three portals, one for admins, one for teachers and one for students and guardians. 

Each of these portals have individual websites where to log in. For example admins log into example.eepos.fi/admin, teachers log into example.eepos.fi/teacher and students and guardians log into one without an ending, like example.eepos.fi.

  • The third reason for a possible failure is trying to log into the wrong Eepos. Make sure you use the right Eepos address, like example.eepos.fi.

How secure is Eepos?

We take information and data security very seriously and we take actions regularly in order to guarantee world class security level.

All the connections are secured by SSL-connection. Sensitive information and credentials are encrypted when stored in our databases. All the alterations to the system are logged and back-ups are taken every two hours, every day and every week. 

We perform security checks and audits regularly and all vulnerabilities and programming standards are evaluated carefully. Our last external security audit was performed in May 2021. 

Besides the audits, we are currently applying for an international information security certificate called ISO 27001. The certificate would verify that our information security, data protection and data handling measures are on an internationally acknowledged level. In practise this would mean that we base our operations on clear standards and protocols and that we take security into account in everything we do.

We are entering stage one of this certification in fall of 2021.

I lost my password. Where can I get a new one?

If you are logging in as a student or as guardian and you have lost your password, please read the following:

  • Go to your school’s eepos-portal (example.eepos.fi) and click on “I have login credentials”.
  • Press “forgot your password?”
  • Type in your username and press “Continue”. We will send you instructions for resetting your password.

Note! We cannot send you the reset link unless you have verified your email address. If you haven’t verified your email address, please contact your school’s office for a new password.

How does Eepos remote lessons tool work?

Right now Eepos is integrated with Google Meet and Microsoft Teams -video call platforms that allow many useful features for online lessons (video, audio, screen sharing, file sharing etc). 

The way to operate is similar for both services. Teacher schedules a lesson or launches it right away from Eepos and joins the session with 1 click. When a remote lesson is creted, we students an email which contains the link to the remote lesson. By opening the link students can attend the remote lesson in the chosen video call platform without any extra logins or credentials required. 

Besides the mentioned platforms, you can find easy functions for setting up workspaces in Google Classroom. Workspaces can be set per student or per group.

Which billing and financial management systems can Eepos be integrated to?

Eepos supports several external financial integrations, which you can read more about at Features-page.

How does Eepos billing work?

You can build an automatic pricing table with separate invoice rows, which are connected to the study information.

The billing itself can be done  

  1. by using an external integrated billing or accounting system, when billing information is delivered from Eepos to the other system or
  2. by sending the invoices directly from Eepos and managing ledger in Eepos as well.

Eepos can calculate the tuition fees, municipal costs, sibling discounts and pricing bundles automatically. Also, additional pricing rows can be added into invoices manually.

Pricing information can be delivered to external systems. You can find out more about this at Features-page. Eepos can send invoices by email, by snail mail and soon via external payment links.

Can I send Emails with Eepos?

Yes you can. Unlimited number of emails are included in your monthly subscription.

Can I send SMSs with Eepos?

Yes you can. However, SMSs are billed separately and the customers are billed per the sent amount of SMSs. You pay only for the sent messages, there are no hidden extra costs involved.

Can Eepos send invoices via email?

Yes. If you are using Eepos internal billing system, invoices can be sent via email or they can be printed out for snail mail delivery.

Do you transfer data outside of EEA-countries?

No.

How and how often are Eepos back-ups taken?

We save all the changes our customers make in our system into a separate log from where the changes can be monitored. In addition to this, we back-up all data

  • Every two hours when this back-up is stored for a week
  • Once a day when this back-up is stored for a month
  • And once a week and this back-up is stored for two years

Where are the Eepos databases hosted?

Our active databases operate in a Finnish hosting facility. All back-up data is encrypted and transferred via secure connection to Amazon cloud platform for storing.