You can use this Onboarding Guide whether you are setting up Makerble yourself or working with one of our Onboarding Specialists.

An overview of your Onboarding Process

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• Your Onboarding Guide covers the 4 stages of your onboarding process:

  • Design - thinking through how your platform will be setup

  • Build - adding your forms, projects, surveys, metrics and more to your platform

  • Import - adding your historical data to your platform (e.g. contact records and survey responses)

  • Embed - training your team to use your platform

8 onboarding steps to take you from setup to launch

1. What’s the participant journey?

• What stages do you take a participant through when you work with them? E.g. from their initial signup through to them completing their time with your organisation

• Do these stages vary across different types of project?

• What information is captured at each stage and which forms and surveys capture it?

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2. What are our reporting requirements?

• Which metrics do we need to report?

  • Demographics e.g. age, gender, ethnicity splits; and splitting results demographically

  • Activity & Engagement e.g. attendances, amount of support provided, people engaged

  • Outcomes e.g. improvements in wellbeing

• How do we need to slice and dice our results? e.g. by caseworker, by programme, etc

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3. How do we structure our work?

• Projects are the way you organise your work. The simplest setup is to have one project for each cohort you work with.

  • Events (whether one-off or a series of recurring events) sit within a project

  • Cases sit within a project and each case is associated with a single contact

  • Survey responses are saved within a project

  • Your colleagues are given different levels of access to specific projects

• Join up results from several projects at once by assembling them into albums - for example when reporting to a funder, external partner or internal stakeholders.

The same project can be part of several albums - so you’re always free to reorganise your work in whichever way suits you.

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4. Create our content and assign it to projects

• Create your own forms, surveys, flags, relationship types and event formats. There are also surveys you can add directly from Makerble Impact Store.

• Create your projects first and then create the albums. (It’s quickest to add existing projects to an album while you’re creating the album)

• Allocate content (forms, surveys, etc) to projects by opening Projects Designer

• If you’re likely to have hundreds of projects, set up Project Automations to automatically allocate content to particular types of project.

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5. Import the data

• 3 types of data can be imported

  • Contact Bios: names, contact details, demographics, consent

  • Survey Responses tagged to Contacts: case notes, attendance records, survey responses

  • Results that are not tagged to Contacts: i.e. KPIs

• Often it’s the case that a single original spreadsheet of yours will be split into a contacts spreadsheet and a surveys/case-notes spreadsheet so your information is organised as it should be on Makerble

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6. Select champions

• Curate a group of colleagues who will become the first to use the platform. They’ll get early training so they can use the platform before everyone else and ‘try and break it’ so-to-speak. They’ll be assessing whether the language in the forms etc is suitable and whether the training is clear. Their feedback can shape modifications to the design of your platform.

• These champions will be a helpful resource as you roll out the platform as they’ll be able to champion the platform internally across your organisation.

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7. Decide who gets trained to do what

• Makerble Staff can deliver training to your colleagues. Alternatively you can deliver your own training or we can use a train-the-trainer approach to co-deliver training.

• Define your User Groups - usually the different departments within your organisation or the key types of role. Then identify what you’d like them to be able to do - you can do this directly within your Blueprints.

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8. Set a Go Live date

• Go Live is when your colleagues start using the platform

• Remind your users that they have access to helpful resources such as the Request Support button as well as the User Guide. If you’ve got Crib Sheets for each User Group - circulate those to the people within that User Group. Let people know who the champions are - as they are often people’s first port of call when there’s a question.

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