ORGANIZATION ONBOARDING PROCESS

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:

• Customer Success: John & Eric

• Operations: Thom & Andy

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PHASE 1: KICK-OFF & DISCOVERY

Objective

Establish alignment with the client, confirm objectives, identify key stakeholders, and define next steps.

Pre-Call Preparation

• Schedule Kick-Off Call with all client stakeholders.

• Share agenda and calendar invite.

• Request client to come prepared with:

  • Their intended use cases for Luceo

  • Any current materials they’d like migrated

  • A list of key personnel for each team

Kick-Off Call Agenda

1. Introductions – Introduce Luceo & Client Team Members

2. Use Case Alignment – Discuss goals and success metrics

3. Materials Overview – Identify content for migration

4. Action Steps & Ownership – Assign responsibilities

5. Training Setup – Schedule Live Admin Training (calendar link provided)

Follow-Up Email

• Summarize Action Steps, Owners, and Deadlines

• CC all stakeholders

• Include links to:

  • Admin Guide PDF

  • Training Session Calendar Link

  • 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

1. Admin CMS Walkthrough (folders, naming, tags)

2. Content Structure Form (build folder hierarchy + content plan)

3. Sample Uploads (1–2 assets live)

4. Q&A + Next Steps

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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)

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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

• Staff: First, Last, Email

• Parents: First, Last, Email

• Teams: Team Names

• Players: Player Names (no email required)

Staff Registration Form

• Team (Dropdown), Player Names (Dropdown)

• Used for training sign-ups

Parent Registration Form

• Child Name (Dropdown), Parent Email (Unique)

• Include Gmail creation instructions (if needed)

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PHASE 5: TEAM MEMBER ONBOARDING

Coach Onboarding

1. Verify roster accuracy

2. Confirm player registration

3. Complete basic library training

4. Send Team Announcement to players

Player Onboarding

1. Watch “Start Here” orientation video

2. Log in and explore platform

3. Confirm completion (via usage dashboard)

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FINAL DELIVERABLES SUMMARY (Updated Order)