2. Navigating your Onboarding Space

Introduction to Spaces

This guide will introduce you to Spaces - your Onboarding Portal, and will help guide you through the various areas that you will be using over the course of your onboarding. You will also have a video when you first log on to Spaces that will give you a thorough tour. 

When you log in to Spaces for the first time, it is recommended that you complete the Welcome To Onboarding training which you can access within your Arbor Training Hub

Your Space

1. Customer Onboarding Manager - This section will have your dedicated Onboarding Manager, along with their email address to the right so you can reach out to them
2. Key Dates - This section will highlight the most important dates for your onboarding, such as your Arbor Go-Live date, Dummy Migration date, and Final Migration date.
3. Support - This section will contain who will be providing you with technical support during and after your move to Arbor, whether this is Direct Support (supported by Arbor Support) or Partner Support (supported by one of our accredited partners).
4. Account Information - This section shows you which package you have bought for Arbor, you can find out more about what your package includes here.

Key Contacts

1. Book a Call - This is to book a call with your Onboarding Manager. It will take you to an appointment calendar so you can choose a date and time that works for you and your Onboarding Manager.
2. Onboarding Manager’s name and email 
3. Meeting Time Used - How much of your meeting time you have used (each school is allocated up 2 hours to book calls with their Onboarding Manager) 
4. Meeting Time Remaining - How much of your meeting time you have remaining
5. Name of your Project Lead - The key contact at your school during your onboarding
6. Your Customer Success Manager Contact - who will be your point of contact for Bespoke Module rollout and long term success after Onboarding. Please note, if you are Partner Supported this area will be empty as your partner supporter will also be your Customer Success Manager. 

Success Plans

This is where you will keep track of all your tasks during your onboarding.

1. Onboarding Task Plan: This contains all the onboarding tasks you will be working on over the course of your implementation:

Clicking directly on any task will display additional information below, e.g. if there are any additional steps needed to complete the task, detailed instructions, relevant links or documents etc.:

2.  Foundations Module Rollout: This is where you will fill in what modules you intend to go live with, what system you are currently using for this (MIS or third party) and the owner of this specific module.

Selecting the 'open' button will display a scrollable sidebar. You must complete all sections within this window.

3. Bespoke Module Rollout: This contains details on bespoke modules to roll out after go-live. 

We strongly recommend a 'crawl, walk, run' approach to module adoption. This means focusing on successfully implementing and embedding your foundation modules first. Once your staff are comfortable and the initial dust has settled, you can then begin exploring and building out your bespoke modules. 

Gantt Chart

If you want to see a view of all your tasks in one place, you can view this on a Gantt Chart.

  Once you click on Open Gantt Chart, you will see a new window pop up:

 You can scroll down this window to view all your tasks, including those in progress and those already completed. The completion deadlines for each task are also displayed. This feature provides a complete overview of your implementation.

Task Progress

The Project Task Progress and Tasks Overdue sections provide an immediate overview of your task status.

Clicking into either of these allows you to review your current progress and see which items are overdue. Below is an example of what you might see when clicking into your overdue items:

This window allows you to view overdue tasks, including their original due date and the name of the current task owner. Additionally, you have the option to download a report containing this data for your personal review. 

Meeting Notes

Notes from all meetings with your Onboarding Manager will be stored in this section for your easy reference and review.

Training Reports

This section provides an overview of various reports. These reports offer information such as which users have been added to the Training Hub, the training they have completed, and details about any additional training purchased.

Migration Status, Support Tickets, & Health Checks

Here you can track your migration status to ensure your team is always aware of the current stage. This section also provides visibility into all your active, open support tickets.

Migration status list:

Not ready to migrate - The school have not completed all setup steps ahead of their migration

Ready to migrate - School have completed all setup steps to allow migration to start

Data migration in progress - Migration has started

Error during migration - Migration has stopped due to an error

Migration done: awaiting QA sign off - Migration has finished but needs to be checked

Dummy site released - Dummy migration completed and released to the school

Final site released  - Final migration completed and released to the school

Lastly, here you can review your GroupCall health status to confirm readiness for migration!

Spaces Users  

At the top right, you will see an 'Invite Button', when clicking into this, a slide out will appear to the right: 

Within this, you can invite additional users within your team by searching for their email address. Please note, users must have an Arbor Training Hub account to be able to be invited to Spaces. See here how you can add additional members of your team to The Arbor Training Hub. 

Once users have been invited, within this section you can see users you have invited and whether they have  activated their account (Accepted) or not (Pending), as well as their invite date. You can also 'resend invite' from this area by clicking the 3 dots against their name (e.g. if a user has lost the original invite email): 

Any issues/questions on Spaces, please don't hesitate to reach out to your Onboarding Manager!