How Luceo handles the required steps for a successful onboarding of a large organization with multiple member teams.
LUCEO ORGANIZATION ONBOARDING PROCESS
Purpose: To guide a large organization with multiple teams through a seamless transition onto the Luceo platform — including user account migration, content setup, calendar integration, and member onboarding.
Core Teams:
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Customer Success: John & Eric
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Operations: Thom & Andy
PHASE 1: KICK-OFF & DISCOVERY
Objective
Establish alignment with the client, confirm objectives, identify key stakeholders, and define next steps.
Pre-Call Preparation
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Schedule Kick-Off Call with all client stakeholders.
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Share agenda and calendar invite.
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Request client to come prepared with:
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Their intended use cases for Luceo
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Any current materials they’d like migrated
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A list of key personnel for each team
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Kick-Off Call Agenda
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Introductions – Introduce Luceo & Client Team Members
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Use Case Alignment – Discuss goals and success metrics
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Materials Overview – Identify content for migration
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Action Steps & Ownership – Assign responsibilities
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Training Setup – Schedule Live Admin Training (calendar link provided)
Follow-Up Email
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Summarize Action Steps, Owners, and Deadlines
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CC all stakeholders
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Include links to:
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Admin Guide PDF
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Training Session Calendar Link
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Support Form / FAQ
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PHASE 2: USER CONTENT MIGRATION (LIVE TRAINING CALL)
Objective
Provide admins with a hands-on walkthrough of the Luceo CMS and help structure initial content.
Session Outline
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Admin CMS Walkthrough (folders, naming, tags)
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Content Structure Form (build folder hierarchy + content plan)
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Sample Uploads (1–2 assets live)
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Q&A + Next Steps
PHASE 3: CALENDAR EVENT MIGRATION
Objective
Import and automate all practice and game schedules.
Data Requirements
Practice Schedule: Team, Days, Time, Location, Start/End Dates
Game Schedule: Team, Opponent, Date, Time, Location
✅ Use automated form (e.g., Google Form/Airtable)
✅ Integrate into platform calendar
✅ Provide external sync instructions (Google/Outlook)
PHASE 4: USER ACCOUNT MIGRATION
Objective
Ensure accurate user setup for staff, parents, and players.
Required Data Forms
(To be completed after calendar migration for accurate team association)
Organization Data Form
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Staff: First, Last, Email
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Parents: First, Last, Email
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Teams: Team Names
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Players: Player Names (no email required)
Staff Registration Form
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Team (Dropdown), Player Names (Dropdown)
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Used for training sign-ups
Parent Registration Form
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Child Name (Dropdown), Parent Email (Unique)
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Include Gmail creation instructions (if needed)
PHASE 5: TEAM MEMBER ONBOARDING
Coach Onboarding
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Verify roster accuracy
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Confirm player registration
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Complete basic library training
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Send Team Announcement to players
Player Onboarding
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Watch “Start Here” orientation video
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Log in and explore platform
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Confirm completion (via usage dashboard)
FINAL DELIVERABLES SUMMARY (Updated Order)
Deliverable | Owner | Due Date | Status |
---|---|---|---|
Kick-off Call | Customer Success | Week 1 | ✅ |
Action Item Recap Email | Customer Success | Week 1 | ✅ |
Live Admin Training | Success Team | Week 2 | ⏳ |
Content Migration | Client Admin + Ops | Week 2–3 | ⏳ |
Calendar Migration | Client Admin + Ops | Week 2–3 | ⏳ |
User Forms Completed | Client Admin | Week 3 | ⏳ |
Coach & Player Onboarding | Client Admin | Week 4 | ⏳ |