This article is designed for schools who are moving to Arbor and using the Manual Migration service. This guide outlines the tasks and training that should be completed over the course of your onboarding.
Your Onboarding Process
You will need to set your Arbor MIS up from scratch if you are a Manual Migration school. For more information on Manual Migrations, click here.
Most of the instructions on how to set up Arbor are delivered in your Arbor MIS, so keep an eye out for our friendly virtual assistant, the Arbor Bot, who will direct you to the relevant training and site setup information each week of your onboarding journey. Click here for more information about how to use the Arbor Bot.
As well as instructions in Arbor, and access to site setup videos on The Arbor Training Hub, we have provided an overview of what you need to do each week, broken down into two sections - Before Go Live and Post Go Live. Please scroll down all the way to see each week.
If any of the steps in this guide are unclear, or you require additional support, please contact the Digital Onboarding team at myonboarding@arbor-education.com.
Week 1: Kick-Off and Initial Setup
Your onboarding officially begins this week. You will receive an email from your Digital Onboarding Specialist which will contain a link to your new Arbor site. The key tasks and actions for this week, include:
Your Actions:
- Watch your onboarding video - This session will cover essential aspects like your project team, the onboarding process, and available support and training. We will also send your Implementation Workbook.
- Access your Implementation Workbook - This is the tool that you will use to track your onboarding and will list all key tasks that you will need to tick off before you go live on Arbor. Review your week one tasks on the 'site setup training & overview' tab.
- Look out for your Arbor Training Hub login email. Once received, ensure all key staff can log in and watch the 'School Details and Pastoral Structure' video on your Manual Migration course.
- Ensure you can access your Arbor site - Your Arbor site is ready from day one. We will provide access so you can set up your site as soon as you are ready. Add your school details and pastoral structure to your blank Arbor site.
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Add any staff members into Arbor who will be assisting with the Manual Migration process.
Week 2: Continued Set Up of your Arbor Site
This week you should focus on downloading the Entity Importer templates from your Arbor site and populating this with as much data from your previous MIS.
Your Actions:
- Complete the training module “Week 2 - Entity Importers” on the Manual Migration course on the Training Hub.
- Download Entity Importers and populate these with data from your previous MIS. More information on the process can be found here.
- Ensure all key staff have registered for the Arbor Training Hub and have started to book all their foundation webinar sessions before your Go Live date.
- Populate your Entity Importer templates with information that has been downloaded from your current MIS.
- Import your staff members using your 'staff template' importer. When all your teachers have been added into your site, make sure to assign them to the registration forms you set up last week. You can do this by going to Students > Enrolment > Registration forms > Select a form > Click +Add. Have a look at this article for more guidance.
- Update your Implementation Workbook to track your progress
- Contact any Third-Party Applications to inform them of your Go Live date.
Week 3: Staff Profiles and Data Entry
This week you should focus on entering the data from your previous MIS into your Entity Import templates in preparation to upload this into Arbor. You will also learn about staff profiles and continue your Pre Go Live Training.
Your Actions:
- Complete the training module “Week 3 - The staff profile” on the Manual Migration course on the Training Hub.
- Continue your Onboarding Training to learn the basics to allow you to operate successfully from day one. Further information on your Onboarding Training is found here.
- Populate your Entity Importer templates with information that has been downloaded from your current MIS.
- Update your Implementation Workbook to track your progress.
Week 4: Importing Students and CTFs
This week your focus should be on ensuring your students are added to Arbor.
Your Actions:
- Complete the training module “Week 4 - The student profile and CTFs” on the Manual Migration course on the Training Hub.
- Create an intake season in Arbor to allow you to enrol students in bulk. When adding CTFs make sure to link to the intake season so they are added as 'applicants'.
- Update your Implementation Workbook to track your progress.
Note: Once you have completed the upload of all student CTFs, please contact the Onboarding Team to let them know. They will be able to correct all start dates for students who started prior to September of this academic year. Contact the team at myonboarding@arbor-education.com.
Week 5: Preparing Attendance Data and Data Upload
This week your focus should be on ensuring your attendance data is uploaded to Arbor.
Your Actions:
- Complete the training module “Week 5 - Attendance data import” on the Manual Migration course on the Training Hub.
- Request your attendance data from your current MIS provider. You should request this to be taken on the last day of term, after your final register before you move to Arbor.
- Upload your completed Entity Importer templates to Arbor.
- Ensure you have a plan for any additional modules you plan to use from day one: Review this guide which explains the setup process for further module adoption outside of the standard Go Live operations.
- Update your Implementation Workbook to track your progress.
Week 6: Go Live Preparation
You are one week away from your Go Live date! You should have already completed adding your academic structure, staff, student and guardian data. Your focus this week should be ensuring any data that you require in Arbor has been added before next week.
Your Actions:
- Complete the training module “Week 6 - Final steps before go-live” on the Manual Migration course on the Training Hub.
- Finalise your data entry into Arbor and ensure all students, guardians, and staff has been added.
- Read and review the 'Readiness for Go Live' article to confirm your readiness for your Go Live date.
- Ensure staff are maximising their training sessions. Share recordings with anyone who might benefit.
- Import your attendance into Arbor using the Entity Importers.
- Update your Implementation Workbook to track your progress.
Week 7: Your Go Live Week
Welcome to your new Arbor site! Now you can begin using Arbor for all your MIS needs, starting with attendance.
Your Actions:
- Take attendance on your shiny new Arbor MIS!
- Ensure all Third-Party Integrations are functioning as expected.
- Book and attend any additional training to help with setting your modules.
Week 8: Onboarding Journey Complete
Congratulations, your Onboarding Journey is now complete! This week marks your handover from your Customer Onboarding Manager to your Customer Success Manager.
Your Actions:
- Onboarding completes and your Onboarding Specialist will hand over to Customer Success Managers.
- Finish any outstanding training using the Arbor Training Hub.
Note: If you are on the extended journey, the start of week nine is your official Go Live day and week twelve is when your Onboarding Journey ends.
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