How to use Spaces

Introduction to Spaces

This guide will introduce you to Spaces and 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 more thorough tour.

Your Space

When you log in to Spaces for the first time, it is recommended that you watch the welcome video and check out the linked sections, the Arbor Training Hub, the Help Centre, and Arbor HQ.

1. This area shows you the name of your Customer Onboarding Manager. There is a link to their email so you can reach out to them.
2. This section has key dates to keep in mind, such as your Arbor Go-Live date, dummy migration date, and final migration date.
3. This section details what support you have with Arbor, such as Direct Support (supported by Arbor Support) or Partner Support (supported by one of our accredited partners).
4. This section shows you which package you have bought for Arbor, you can find out more about what your package includes here.

Inviting Users

To start, navigate to the top right corner of your Space and click the invite users’ button as shown below:

You will only be able to invite users who are already nominated on the training survey that you will receive on the first day of your onboarding. 

When you click on the add person button, the following window will appear:
 

1. This is where you can search for users to add to your Spaces.
2. This toggle allows you to see users you have invited, as well as all users invited.
3. This shows you a list of current users on Spaces, whether they’ve activated their account or not, as well as their invite date. You can also 'resend invite' from this area (if a user has lost the original invite email)

Key Contacts

1. 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. This is your Onboarding Manager’s name
3. This shows how much time you’ve used  as well as how much time you have remaining (you have a total amount of 2 hours to use with your Onboarding Manager) 
4. This is the name of your Project Lead at school
5. This is the email address for your Customer Success Manager
6. This is the email for your Partnership Manager

Success Plans

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

1. 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.

2. Onboarding Task Plan: This contains all the onboarding tasks you will be working on over the course of your implementation. It is split into three different sections:

The key sections of your onboarding are:

1. Training: This section covers all training-related tasks, such as completing the training access survey, adding other users to the training hub, and participating in the Fake Arbor Day.
2. Project Tasks: This area holds all tasks for your overall Spaces onboarding, like watching the welcome video, confirming modules for Go-Live, and confirming your third-party integrations.
3. Data Migration: This displays all activities related to moving your data, including setting up GroupCall and checking data in both your current MIS and in Arbor during the dummy and final site stages.

Be sure to click into each task to review the required actions.

Clicking "Open" for any task will display a new side window. This window provides essential information: the steps needed to complete the task, detailed instructions, relevant links or documents, and the task's start and end dates.

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.

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.

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!

Support on Spaces

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