This article is designed for primary schools that are Onboarding to Arbor. It details what steps you need to take before your whole school has access to their new Arbor site. This guide discuss top things to consider when you first receive your final Arbor Site, and before you Go Live.
Please also continue to work through the tasks outlined in your Onboarding Workbook.
Log in to your new Arbor MIS
Your Onboarding team will email you when your site is ready with login instructions. Please refer to this guide for login issues troubleshooting.
When you are ready for other members of staff to log in, you can send them a welcome email that includes their username and a link where they can set their password, or simply send them the URL of your site. Get help here to see how to do this, as well as some top troubleshooting tips. Remember to check your Business Roles and Permissions before allowing the whole school access.
Check your School details
Once you access your Arbor site, go to School > School Details to verify everything.
If you plan to use communications, you must add a school email address in the Contact Details section. Remember to set up 'Permitted senders' for emails, SMS, or in-app messages
Check your team’s business roles and permissions
Before you allow your school to log in to Arbor, it is important that you check all business roles and permissions to ensure all users have access to the areas of Arbor they need.
Arbor migrates business roles based on staff contracts from your previous MIS. If no contract was stored, you'll need to manually assign them a role. We strongly recommend you check which permissions are attached to each Business Role by following these instructions.
We understand that you may want to tailor access by adding extra permissions for staff members in your school - you can get help here on how to do this.
Check that all staff have a work email address
So that a member of staff can successfully log into Arbor, they will need to have a work email address attached to their staff profile. This will need to be set as the default email address.
This can be checked using the data quality dashboard following this guide, or by searching directly for a staff member's profile.
Create Courses for Nursery and Reception Students
During the migration, Arbor will automatically create registers for most courses. However, for Nursery and Reception courses, the school will need to manually create these. This is due to the various attendance patterns that nursery and Reception students can have; it's not possible for Arbor to do this automatically.
Setting Up Your Nursery/Reception Registers for the First Time
Once the courses have been created, the timetable slots can then be added. Similar to the Nursery and Reception courses, the timetable slots are not automatically created and will need to be manually added. In Arbor, registers are tied to courses. So, even if you strictly speaking do not have courses in your school, and call these classes or form groups, for example, you still need a course to ensure you have registers.
The quickest way to create courses and registers is to schedule registration sessions for your registration forms - this not only creates courses for each form group, but it also creates the timetable slots (and thus registers) too.
To schedule registration sessions:
- Go to Timetable > Timetable Administration > Schedule Registration Sessions
- Select the registration forms you want to create courses and register for by using the checkboxes
- Click Bulk Action
- Select Schedule Registration Forms
Enrolling Students Into the Courses
Now that the Nursery and Reception courses have been created, your school can begin to add the students into them. As some students may have different attendance patterns, the school can also schedule and enrol the pupils into different sessions depending on if they have an attendance pattern added onto their profile.
You will be able to create attendance patterns for your nursery students before they appear on registers.
- What are Attendance Patterns?
- Enrol nursery into registers using regular Attendance Patterns
- Enrol nursery into registers manually without Attendance Patterns (Irregular Attendance)
Check your Migrated Data
Now that you have access to Arbor, it's crucial to ensure all your school data has migrated as expected. Use your completed data checks and counts from your Arbor Implementation workbook to cross-reference.
The Data Migration Report compiles information from your previous MIS, including student numbers, demographics, and medical conditions. You'll find it at School > Data > Data Migration Report. Make sure to check the report thoroughly. Once you're happy, click Download QA Report, then the Sign-off button. It's crucial to sign this off within the first 2 weeks of going live, and please raise any discrepancies with your Support Team immediately.
The Data Quality Dashboard is a central page that highlights data issues or errors in Arbor. It's a great tool for quickly identifying areas that need attention and for bulk editing data. To access it, navigate to School > Data > Data Quality Dashboard.
Set up your Third Party Integrations
Now your site is live, you'll be able to go in and set up any third-party connections by navigating to System > Partner Apps (API Users). For further instructions on setting these up, please see this guide.
Check Behaviour Types and Severities
If you want your staff to be able to record behaviour incidents from day one, we recommend you check and amend the behaviour types and severity types that have migrated to ensure these are set up how you want them.
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