What to expect: Your onboarding process for secondary schools

This guide is designed for secondary and middle schools who are onboarding to Arbor with an Onboarding Manager. It outlines the key stages and support you will receive during your 12-week onboarding process

Transitioning to a new MIS is a significant step, and at Arbor, we're here to make your move as smooth as possible. This guide provides a high-level overview of the onboarding process, designed for secondary schools, detailing what to expect and how our team will support you every step of the way.

What is the onboarding process for a secondary school

Your onboarding journey to Arbor is a structured process, typically spanning 12 weeks, with a focus on preparing your school for a successful "Go Live". This journey is designed to ensure your data is accurately migrated, your staff are trained, and your new Arbor MIS is configured to meet your school's daily operational needs.

The process can be broadly divided into distinct phases:

1. Preparation and Kick-Off (Weeks 1-2):
   • This initial phase focuses on getting you started. You'll receive a welcome email, attend your essential Kick-Off session, and begin the crucial task of data cleansing within your existing system. This is also when you'll identify your key Arbor Champions – staff members who will be central to the transition – and gain access to the Arbor Training Hub.
2. Data Migration and Initial Training (Weeks 3-5):
   • Once your data cleansing is complete by week 3, we'll initiate a dummy data migration from your current system to create your first Arbor site. While this is happening, your team will dive deeper into their training, familiarising themselves with Arbor's core functionalities.
3. Dummy Site Access & Data Validation (Weeks 6-7):
   • Your dummy Arbor site becomes available! This is a critical period for your team to begin data checking, ensuring that the migrated information matches your records in your current MIS. It's an excellent opportunity for your Arbor Champions and wider staff to practice navigating the new system in a safe environment. Any discrepancies or queries are raised and addressed during this time.
4. Readiness & Final Preparations (Weeks 8-9):
   • With data checks nearing completion, you'll sign off your data migration report. This phase also includes important activities like conducting a Fake Arbor Day – a simulated "Go Live" to test workflows.
5. Final Migration & Go Live (Week 10):
   • The moment arrives for your final data migration. This is a precise process where your up-to-date legacy data is transferred to your live Arbor site. Your Go Live day marks the official start of using Arbor for your daily operations, beginning with essential tasks like attendance.
6. Post-Live Support & Handover (Weeks 11-12):
   • After Go Live, you'll continue to configure Arbor to your specific requirements and ensure all staff are confident. Your Onboarding Manager will support you through this initial post-live period, before handing you over to your dedicated Customer Success Manager, who will provide long-term support and guidance.

Key Aspects of Your Onboarding

• Data Cleansing: A non-negotiable step. The cleaner your data in your current MIS, the smoother your migration to Arbor will be.
• Arbor Champions: Identify key staff members to become your internal experts. They will be crucial in advocating for Arbor and supporting their colleagues.
• Arbor Training Hub: This online platform is your primary resource for all training. Encourage all relevant staff to engage early and book their foundation sessions.
• Third-Party Integrations: Proactively contact any third-party systems you use (e.g., cashless catering, communication tools) to ensure they are ready to connect to Arbor.

How to Get Help

Your Arbor onboarding team is dedicated to supporting you throughout this journey.

• Your Onboarding Manager: Your primary point of contact for the duration of the onboarding. They will guide you through each stage.
• Arbor Training Hub: Provides comprehensive training webinars, guides, and resources.
• Arbor Help Centre: A vast online knowledge base available 24/7 for self-service support.

Your Partnership Manager will have already informed you when your onboarding journey is set to begin. On your planned start date, your onboarding manager will reach out to detail your next steps. 

We look forward to welcoming you to the Arbor community!