This article is designed for schools who are taking our 'manual migration' onboarding service. These schools could be coming from systems such as Pupil Asset or SchoolPod.
Go Live Checklist
Complete your site setup
You should ensure by the end of week four that your site setup is completed. This includes
- Year groups and registration forms
- Term dates and holidays
- Students
- Guardians
- Staff
- Any data entry needed for day one using Entity Importers
You should use your implementation workbook to track progress throughout your implementation.
Check business roles and permissions
Every staff member who is planning to log onto Arbor should have a business role and correct permissions so they only access and view data that is applicable to their role. If staff members do not have a business role, navigate to the staff profile, find the 'current business roles' table and click add.
More information on business roles can be found here.
Note: You can see all business roles and permissions associated to them by going to School > Users and Security > Download
Ensure all staff have their work email address set as 'default'
Every staff member should have their work email address set as default. If this has not been set, users will not be able to log into Arbor with their work email address.
Share your Arbor URL with the team
Once you are happy that staff have the correct business roles and their email addresses are set correctly as 'default', you can share the Arbor URL with them so they can get logged in.
Note: Their username will be their email address and they will be forced to set a new password when they first log in. Please contact the onboarding team if you need help or follow this guide to troubleshoot logging in issues.
Approve your third party applications
You should have already notified any third party systems of your move to Arbor. Once you are live, you'll be able to approve and test these connections. To manage API connections on your Arbor site, you'll need the School: User Accounts: Administer permission.
To set up a new API connection, please follow the steps for approving a third-party connection here.
If you don't see the app you're expecting listed in your pending requests, it means they haven't yet asked for access to your Arbor site. You should contact them directly and ask them to do so.
Note: It is really important that you check that the data pulling through to your third party systems is correct and accurate. This is especially important if you're using third party applications to send any communications to guardians or external agencies.
Confirm that your registers are available
Check that the registers are available for day one by going to Students > Attendance > Registers by date then change the date to the first day that you plan to take attendance. This will show you all the registers scheduled for that day. If you use a timetable, you should also check that your timetable is showing as expected by navigating to School > Timetable. To be extra thorough you should check some printable timetables for both staff and students for accurate teaching/learning times, rooms and breaks.
Make sure teachers know how to take a register
Share this guide with teachers ahead of your first day taking attendance so they know how to take a register in Arbor.
Upload your attendance data
You'll need to upload historic attendance data for the next Census. Within your Manual Migration training, you should have downloaded your Attendance Data Entity Importer Template for you to populate with the required attendance data and upload into Arbor.
Click here to read more about Entity Importers.
Set up any priority operations (e.g. behaviour, communications etc
Arbor has several areas of functionality that require some customisation before you can start using them e.g. Behaviour, Parent Portal. If you are planning to use any of these areas take a look at the setup guides in the Help Centre to guide you through the process.
Note: It is recommended that you go live with only the basic, statutory day to day operations before looking to implement further modules.
If you need support with any of these steps, please contact the onboarding team at myonboarding@arbor-education.com.
Migrating over summer?
If you are moving to Arbor over the summer holidays, you will need to complete your 'new school year setup' on Arbor before your next academic year. Guidance on this process can be found here. We will also be running live webinars shortly before the summer break which you can check for and book onto using our Upcoming Webinars page here.
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