Cobalt Retail Management System




Our FAQ page is tailored to assisting prospective clients like yourself in understanding the implementation of the Cobalt Retail Management System. Find answers to common questions, learn about system capabilities, and discover how our platform can scale with your growing business needs.

If your question is not listed here, do not hesitate to contact us for answers. We are here to ensure that your journey with Merlin Software is smooth and successful!

If you are an existing client, please visit the client portal for detailed how-to documentation and supporting videos on Cobalt RMS.

Frequently asked questions are grouped into the following categories. You can click on one of these to shortcut to the category you are interested in.

Cobalt Retail Software

On-Premises Server or Private Cloud

Onboarding & Implementation

Training & Support

Cobalt Retail Software

What is a retail management system?

A retail management system (RMS) is a comprehensive platform designed to equip retail businesses with the tools they need to manage all aspects of their operation. Cobalt RMS is powered by the Cobalt Retail software suite, including point of sale, accounting, payroll, workshop, commission sales, and Cobalt Touch. These applications are natively integrated and altogether enable Cobalt RMS to streamline operations and enhance business efficiency.

What does 'native integration' mean?

‘Native integration’ refers to the seamless connection between different software applications that are built to work together automatically, reducing the need for manual data entry and ensuring consistency across systems. This is precisely how Cobalt Retail is designed: all Cobalt software works together.

Do I have to use all Cobalt RMS applications?

No, you can utilise the Cobalt applications that best fit your business needs. Our system is modular, so each software component is a distinct application and can be used as relevant to your operations. We provide all the applications in Cobalt RMS, but it’s up to you how you use them.

Can Cobalt RMS integrate with other systems?

Yes, Cobalt RMS is designed with flexibility in mind and can integrate with various third-party systems to ensure a cohesive technology ecosystem for your business.

Can Cobalt RMS handle multi-site management?

Absolutely, Cobalt RMS can equip your team to manage multiple retail locations, providing centralised control and reporting to streamline operations across all sites, no matter the physical distance between them.

What kind of reporting can I obtain from Cobalt RMS?

Cobalt Retail offers a range of reporting features, including sales performance, inventory levels, order suggestions, financial summaries, and much more, all to help you make informed business decisions. This is a short list of the data that can be reported on. Reports can be scheduled and automatically received in PDF or Excel format as you need.

How is user access managed within Cobalt RMS?

User access within Cobalt Retail is managed by customisable permission settings, allowing you to control the level of access for each team member based on their role and responsibilities.

On-Premises Server vs Private Cloud

What is the difference between server and private cloud?

An ‘on-premises server’ is a physical server located within your business premises, offering direct control over your data and system. A ‘private cloud’ is a dedicated cloud service that provides similar control and exclusivity but is securely hosted off-site by Merlin Software. Private cloud is different to public cloud because it functions via private channels, is dedicated to a single organisation, and cannot be accessed via the open internet.

In which situations is a server better?

A server model is better for businesses with unreliable internet access, as it allows for continuous operation without dependency on external connectivity. Certain time-critical applications, such as point of sale, operate best in server models, because if there is internet outage, the business can continue to process sales without losing any revenue.

In which situations is private cloud better?

A private cloud model is ideal for businesses looking for reduced physical infrastructure, while still maintaining a high level of security and control. Merlin Software takes the pain out of managing server hardware by providing Australian-based private cloud infrastructure for Cobalt RMS.

Can I access Cobalt RMS remotely?

Yes, Cobalt RMS supports remote access in both server and private cloud environments, allowing you to manage your business operations from anywhere, which is especially beneficial for clients in regional areas and for clients who travel frequently.

Onboarding & Implementation

What are the technical requirements of installing an RMS in my business?

Cobalt RMS requires terminals running at least Windows 10 or Mac OS, with stable network connectivity recommended. Specific hardware specifications may vary based on the scale of your operations.

Will my existing hardware and peripherals be compatible?

Compatibility depends on the age and specifications of your hardware. Your onboarding agent will assess and advise if upgrades or replacements are required.

System changeovers are daunting, how can Merlin Software facilitate my changeover?

You will have a dedicated onboarding specialist, who will guide you through every step of the changeover, from initial setup to data conversion and training, ensuring a smooth transition to Cobalt RMS with minimal disruption to your business.

How can Cobalt RMS be tailored to suit my business?

Cobalt Retail is a customisable software suite, with modular applications that can be tailored to fit the unique needs of your business, whether it’s for sales, ordering, accounting, payroll, or other functions.

What is the process for importing existing data into Cobalt RMS?

Data import is facilitated by your onboarding agent, who will assist in converting and importing your data, including extensive product lines, into Cobalt Retail efficiently.

What are the upfront costs for implementing Cobalt RMS?

There are no upfront costs for implementing Cobalt RMS. There is a charge for on-site setup but this is completely optional. Cobalt RMS is designed for remote installation and most clients choose this option.

Training & Support

Is training provided for new clients?

Yes, new clients receive 8 hours of startup training remotely during their first month to ensure a smooth transition to Cobalt RMS.

Is training provided for new staff?

Absolutely, there is plenty of information in our client portal, such as videos and how-to documents, which staff who are new to using Cobalt RMS can learn from. Additional remote training sessions can be purchased and tailored as needed.

Is training tailored to non-technical users?

Our training is designed to be user-friendly and accessible, catering to both technical and non-technical users alike. Remote training is recorded and provided to you for playback purposes.

What ongoing resources are provided?

We provide a client portal, extensive how-to documentation, regular online training meetings, and annual user group meetings for continuous learning and support.

How can I access Merlin Support services?

Merlin Support can be accessed through phone, email, or portal, providing unlimited system support, including ongoing assistance and problem-solving. We prefer phone based support and will spend as much time as required to ensure you get the assistance you need.

Do I have to pay for ongoing system support?

No, unlimited system support is included in all Cobalt Retail software agreements at no extra cost. The Merlin Support team is based in Adelaide and is available between 8:30am – 5:00pm (ACST), plus via the after hours line for emergency assistance.

What is the average response time for Merlin Support queries?

The Merlin Support team strives to respond to queries promptly, with most issues being addressed within a few hours. We will generally contact you by phone, and after repeated attempts we will contact you by email.