School Onboarding Checklist

PREPARING FOR COMMUNITY ONBOARDING:

▢     Inform and train staff. Customize this announcement letter and send to your staff. Schedule a tutorial for your staff or group admins (i.e., PTA, room parents)-- conducted online or in-person (in the Bay Area).

▢     Identify all groups that will be connected to the school group (i.e., grades, classrooms, school committees, faculty, etc.) and admins for each group.

▢     Determine whether the school group will serve as the group for parent-to-parent communication. If not, create a parent community group.

▢     Designate a Community Manager for this parent community group. Assign someone to post a welcome and outline purpose of the group (i.e., share resources relevant to school community, schedule playdates, no solicitation, etc.), monitor conversation, and add and remove members.  Multiple people can share this responsibility.

▢     Admins create their group (connecting it to the school group) and invite any other admins to the group.

▢     Contact HEARD to help set up links and calendar.

▢     Our team can add links that your school uses most -- i.e., school website, lunch menu, handbook, etc. We’ll add these links to the right side menu of the tool for easy access and reference.

▢     Our team can add your school’s calendar.  HEARD can integrate any public online calendar, like a Google calendar. Send us the link. We recommend updating events or adding any new events to your Google calendar, so that all events are automatically added/updated on HEARD.

▢     Customize announcement letter and community guidelines to families.


INFORMING COMMUNITY

▢     Inform community, using the announcement letter and community guidelines you’ve customized.

▢     Add information about HEARD on your website. Here's suggested copy/links.

▢     Post content before your community joins. Whether it’s a welcome post or photos from a recent event, this content will give your community something to see and engage in when they join. For classrooms, we encourage teachers to post a welcome message to their class.

▢     Teachers can create right-side links to online resources for their own class groups. By clicking the "Add a web link for your school or group" on the right side menu (it'll appear below all other menus).

Screen Shot 2018-07-20 at 2.10.33 PM.png

ONBOARDING COMMUNITY TO HEARD

▢     Invite entire community yourself. Or contact our team for a csv template that helps populate community profiles with full names of parents, student names, and contact info, and we'll send the invite. 

▢     Once the entire community is invited to the school group, admins can invite members to specific groups -- i.e., teachers invite parents to their class groups. Parents will already be in the school group, making inviting easier.

▢     Encourage people to create their own groups. Your community members can create other groups for members at the school -- i.e., room parents, an event planning committee for the annual fundraiser, sports teams.

▢     Encourage adoption and participation. In order for HEARD to work effectively, it’s important that the entire community use the platform. Your encouragement can go a long way in making this happen.