Week 1
Campus IT Getting Started Setup Tasks
Getting IT steps rolling right away is important for a smooth implementation.
See the Getting Started Article at the link below for a short list of tasks your IT department should complete ASAP once you become an ARI client:
Kick off call:
Who it includes:
ARI rep and integration manager
2-3 members of your team that will be spearheading your implementation
At least one from athletics and one from admissions
The objective of this call is to gather information about your athletic department and your goals regarding timeline, data transfer, and power users.
Establish power users (coaches), Slate admin for inner workings of the integration, and a point of contact for website updates.
We should leave this call with the above accomplished and:
All admins having access to ARI
A plan for coach logins (SSO vs. local login)
A general sense of preferred data requirements for the Slate integration
We will also confirm your institution's standard questionnaire settings:
Recommended Initial Questionnaire settings
Admins or each coach can always add more to their specific questionnaire!
Week 2
Admin Onboarding
Your account manager will thoroughly walk athletics admins through Department Manager covering the following:
Adding users
Easily tracking the number of records, duplicates, logins, account activations
Importing
Running reports
Confirm general questionnaire settings
Go over ARI Athletic Forms (Compliance Forms) (if applicable)
Initial Slate Onboarding
Initial integration documentation will be provided prior to this call.
This call will include your ARI Slate integration manager and your Slate admin.
The objective of this call is for our team to better understand your Slate instance, begin the first stages of setting up or confirming all sport prompts, and begin mapping the query to send data from Slate to ARI.
By the end of week 2...
What to Expect from Us
All of your general sport questionnaires will have been created and set live.
Embed codes and live links will have been sent to your website POC.
What We Need from You
Add your users!
Any admin can do this from Department Manager
Each sport account gets unlimited users for head coaches, assistant coaches, and admins.
Your account manager will work with you on the best timing for adding coaches for your department's needs and the timeframe of your implementation.
Weeks 3-4
Begin Coach Onboarding
Once your users are added, the following outline will begin!
Twice a week group onboarding sessions starting on the date of your choice.
These sessions will have specific topics but there will be at least one 'Intro' session a week.
We recommend that, at a minimum, you require coaches to come to one Intro session or schedule a one-on-one call.
Individual calls are available for all teams on an as needed basis!
Your account manager will reach out to the entire coaching staff with the dates, times, and topics of upcoming group sessions as well as information on how to schedule a one-on-one call.
New user video tutorials:
Our ARI Webinar Series runs through all of the primary areas of the system and is a great place for coaches to start!
Find the series at the link below. This will be sent to your coaching staff and is also available through our ARI Help Center.
Continued Slate Implementation
Your Slate integration manager will continue to work with your Slate admin to build out all components of your Slate integration.
Week 5
Continued Slate Implementation
By this point the integration should be fully tested by passing test records back and forth between ARI and Slate to confirm the integration configuration is working as expected.
The ARI team and the client implementation team will agree on one or two teams to be the first to set live with the integration.
The ARI team will work with the chosen teams and your Slate Admin to set the teams live, explain the data flow and carefully monitor the flow of data.
Coach Onboarding - Continued
At the beginning of the 5th week your account manager will:
Reach out to admins with an update on account activation, onboarding attendance, and general updates on the progress of implementation.
Reach out to the entire coaching staff with additional group session dates (if needed) and reiterate instructions for scheduling one-on-one calls.
Week 6
Go Live with Slate Integration
By this point, the Slate integration team is typically ready to go live with all teams.
What this means for athletics:
All coaches will start to receive admissions information in ARI.
Your account manager will join a department call to review with your staff exactly how your integration will work including:
Minimum criteria for records to go to Slate
Managing duplicates
Where to find admissions data
How to create groups based off of critical admissions information
and more...
Up Next
Two weeks after going live with the Slate integration your account manager will once again:
Reach out to admins with an update on account activation, onboarding attendance, and general updates on account progress.
Reach out to the entire coaching staff to check in on the integration and usage of the system.
Some Notes on Support
ARI provides continuous support through our in-platform chat feature where coaches can ask questions, report issues, and send feature requests.
We provide one-on-one calls with any coaching staff as needed throughout your institutions use of the system, whether that is for coach turnover, trying to figure out how to accomplish something new, or a current coach needing a refresher.
We aim to meet with the entire athletic department at least twice a year to go over general system updates and any institution specific adjustments.
At any point in your institution's use of the system, we can work with your staff to make adjustments to the Slate integration as needs evolve.