Startup Guide
      Back to home
      1. Help Center
      2. Startup & Onboarding
      3. Startup Guide

      How to onboard your account in a timely manner

      Setting and keeping milestones, onboarding priorities, and tips and tricks

      High-Level Onboarding Gameplan

      We'll set a 4-week "cadence" for onboarding -- users should be hitting these milestones. The account can be set up in at least half this amount of time but that's dependent on how much dedicated time can be put into it and how structured the data/systems are.

       

      Settings Expectations

      • We want the users to learn by doing. Log in and fiddle with the software. We do setup and training, but it's no substitute for using the software.
      • You should never be blocked - if you have questions, check the knowledge base, use the live chat, or send us an email immediately at support@poologics.com. We often respond with video responses that will show you how to do something. 
      • Data must be maintained by the users. We can get the data into the app with you, but it is a handoff, and we can't be the ones that hold your team accountable.

      Week 1 - Startup Call, Leads, Projects 

      1. Schedule the Startup Call. We'll drive the setup, record the call, and do training. After this call, the account will be ready for leads and projects.
      2. After this call, send the lead capture form to the website team. The faster that data starts funneling into Poologics, the shorter the onboarding.
      3. Set up your remaining users. 
      4. Start adding all of your leads first, and then projects. IMPORT is available. 

      Week 2 - Record Relevance

      1. Get the team involved in making the records useful and relevant.
        1. Leads/Opportunities - get the records in the correct stage, upload estimate spreadsheets, designs, notes, etc.
        2. Agencies - if there are any outstanding cities, counties, or parishes that weren't created in the onboarding call, add them!
        3. Projects - add receivables, close out payments already made, add permit numbers, close out tasks and inspections/get schedules up to date, and upload documentation
        4. Vendors - add subs and suppliers. For subs, add their insurance information.
      2. Send your pricebook and a proposal to your onboarding coach
      3. Schedule the Pool School training for Q&A + Estimate/Proposal discussions.
        1. Don't get blocked by anything! If you have questions, refer to knowledge base, recordings
        2. AND ask questions

      Week 3 - Team Onboarding / Estimates & Proposals*

      1. Hand off the leads and projects to whoever "owns" them;
      2. Hold them accountable for keeping the data up-to-date. 
      3. Use Poologics for team communication
      4. Estimates & Proposals are not required to be setup to launch Poologics, but if you are going to onboard this into the software*: 
        1. We'll start by importing the products
        2. Then, user will create price book and price groups
        3. Then, user will create a proposal template

      Week 4 - Take it and run with it!

       

      TIPS TO ACCELERATE THE PROCESS

      • If you can export reports from another database, DO IT. We're pretty good at healing data, getting it into the Poologics import format, and getting it into the app.
      • Get your team involved from the start. Divide up leads and projects, and conquer.
      • Put someone in charge of hitting the milestones. This should be someone familiar with your company from lead through warranty; if you're putting a new hire in charge, be ready to support them. 
      • The more information you share with your onboarding coach, the more help they can be. Send us spreadsheets, credentials, and reports.