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PTO Master is a purpose-built desktop application for managing Police Training Officer (PTO) programs. It digitizes the entire field training workflow — daily journals, CTRs, evaluations, PBLEs, remediation tracking, and PDF reports — into a single secure, offline-first application for Windows.

Download PTOMaster-Setup.exe from the Download page. Right-click the installer and select "Run as Administrator." Follow the setup wizard — it takes about 60 seconds. PTO Master installs to C:\Program Files\PTO Master by default.

The first-launch Setup Wizard guides you through entering your agency name and ORI, uploading your department badge logo, selecting a color theme, creating your Training Coordinator account, and choosing your PTO program structure (standard COPS Office model or custom).

The Training Coordinator creates accounts for all personnel from the Personnel section. Each account requires a badge number, name, and role (Trainer, Supervisor, or Recruit). Recruits can also create their own accounts during enrollment if the TC enables that option.

From the Recruits section, click "Enroll New Recruit" and enter their badge number, hire date, and program start date. Assign a field trainer and supervisor. The recruit is immediately placed in Phase 1 of your training program.

Each week, the recruit completes their journal entries for the period. The trainer then opens the CTR for that week, completes the competency scoring grid and narrative observations, and submits it for supervisor review. The supervisor reviews, approves or returns for revision, and the finalized CTR is locked and archived.

When a recruit reaches the mid-point of a phase, the trainer drafts the evaluation by rating all 15 core competencies and writing the narrative recommendation. The trainer signs and submits to the supervisor, who reviews, comments, and signs. The Training Coordinator reviews and finalizes. The recruit then acknowledges receipt.

Any trainer or supervisor can flag a recruit for remediation review. The flag goes to the supervisor or Training Coordinator, who reviews the concern and approves a formal remediation plan — including specific competency gaps, assigned LAPs, and a timeline. The recruit must acknowledge the active remediation.

Any completed CTR, evaluation, PBLE, or remediation record can be exported to PDF individually using the "Export PDF" button on that record. The PDF includes your agency logo, badge number, timestamps, and signature records.

From the recruit's profile, click "Generate Training Report." Select Summary (1-2 pages), Standard (all major records), or Complete (every record in the file). The report is generated as a PDF with your agency header and a cover page.

On the PTO Master login screen, click "Activate License." Enter your license key in the format PTOM-XXXX-XXXX-XXXX-XXXX. Activation requires a one-time internet connection to verify the key. After activation, PTO Master runs fully offline.

PTO Master enters read-only mode. You can view and export all existing records, but cannot create new ones. Your data is preserved. Purchase a license key from ptomaster.com and activate it to restore full access immediately.

We send renewal reminders to your billing email at 30 days and 7 days before expiry. Click the link in the reminder email or visit ptomaster.com/purchase to renew. After payment, you will receive a new license key by email.

Visit ptomaster.com/purchase and enter your existing agency ORI and billing email. Choose the total number of devices you need (we will calculate the correct additional-key charge). You will receive new keys for the additional devices.

License transfers due to hardware replacement are handled by support. Email ptomaster@outlook.com with your agency ORI and the badge number on the account. We will deactivate the old device key and issue a replacement.

Ensure you are running PTO Master as Administrator (right-click the desktop shortcut → Run as administrator). If it still fails to start, check that you are on Windows 10 or 11 64-bit. Email ptomaster@outlook.com with your agency ORI and a description of any error message you see.

Install PTO Master on the Training Coordinator's PC first and designate it as the Network Host during setup. Then install PTO Master on additional PCs — they will automatically discover the host on your local network. Each additional PC requires its own device key.

PTO Master's conflict resolution system flags concurrent edits to the same record. A dialog will show both versions — the connected user chooses which to keep. The discarded version is preserved in the audit log. In practice, conflicts are rare because records are role-locked once submitted.

PTO Master stores all data in a SQLite database at C:\Users\[username]\AppData\Roaming\PTO Master\ptomaster.db. Back this file up using your existing IT backup procedures — nightly copy to a network share, cloud backup agent, or external drive. The database can be restored by copying the file back to the same location.