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Onboarding Checklist: Get Started Guide for New Admins

  • Updated

Welcome to Motimate - we're very happy to introduce you to our platform, and hope your organization will reap all the benefits of being a Motimate customer 🎉


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In order to ensure you're set up for success, and get the most out of your organization account (or "MotiSpace" as we call it), we have created this onboarding guide for you. Here we will take you through some of the important settings, features, options and other considerations you should be aware of to tailor your MotiSpace to your business.

 

Getting started

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Customize your MotiSpace with logo and theme color

Make your users feel at home from the get-go! Go here to find out how you can easily upload your organization's logo and select the brand color for your MotiSpace.

 

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Features

Check out the optional features available in your account, and enable and configure the ones you wish to make use of. Read more on this here.

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Invitations

Customize the invitation and course reminder email templates that is sent out to your users - we recommend you pay particular attention to the invitation messages before you start inviting your users to your MotiSpace, so that you can give your users the best introduction to your new learning tool possible. You might want to inform your users that Motimate is a mobile first platform via the mobile app, but users can also log in via a web browser if they prefer. The app is called Motimate and can be found in the Apple App Store and in Google Play. More information on how to customize your invitations can be found here.

 

Administrators and Editors

All users will have a user role which dictates which permissions they will have in the platform, as well as a group role for each group they are members of. You can read more about these roles here.

 

You should think about which users in your organization you want to have as Organization Administrators ("Org. Admins"), and who you want to create courses, which will get one of the Editor roles. We recommend that only a handfull of users are set up as Org. Admins in your MotiSpace, seeing as these users will have access to all settings - and we all know that more people with access equals higher risk of issues. 

 

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Users and groups 

The first content you need in your MotiSpace are your users and groups. Groups in Motimate are primarily used to divide your user base into smaller segments that will usually be required to take the the same courses, in order to assign relevant training to the different users in the business  (ie. a course on the correct process for filing tax reports will be assigned to all the users in the "Finance" group).

Your group tree (or hierarchy) will have several levels, starting at level 1 which represents the entire organization, and branching down, for example through different departments, to the lowest level which will typically be individual teams or perhaps your different stores. Courses assigned to a "parent group" will also automatically be assigned to all users in the groups at the levels below (e.g. a course assigned to the level 3 group "Finance" will also be assigned to the level 4 groups "Accounting", "Auditing", and "Tax"). You choose how many levels your group tree will have. Your group structure can be based on stores in different locations, or simply follow your organization's team structure. You should have a think about which type of group hierarchy that would make more sense for your organization and how you plan on rolling out your training courses before you start importing anything. You can read more about this here.

Note that in addition to groups, you can also assign users Positions, which you create yourself. These can be used to assign training even more specifically. For example, you can choose to assign a course to users in a group (a specific store or team), but only to those who hold the position "Team Leader." Read more about Positions here.

 

When you have decided how you want to organise your groups, you should start considering how you want to import your users. 

 

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Importing your data

While it of course is possible to create single users via the platform UI (guide here), you are likely to require a way to create a lot of new users all at once when you are brand new to Motimate and setting the account up. We offer a range of options here, so that you can select the one that best suit your business. Note that not all capabilities are available for all options:

  • Bulk Upload:
    All your users can be put into a CSV file, and then be uploaded to the system in bulk. You can assign users to groups and give them a group role, but all users will get a 'normal user' user role, meaning those who should have another role will need to be updated after import (see guide here).

  • Integrations:
    You might want to set up an integration between Motimate and your HR system, so that you can import, synchronize and maintain all your users, and even your internal organization structure if you wish, directly from your own systems. The following integration methods are available:

    • API (recommended)
      This is our most flexible option, where you will be able to automate most admin actions via API, so that anything you do to a user in your HR system also reflects in Motimate (see guide here).

    •  SCIM (user and group import only)
      A SCIM integration allows you to import and update your users and groups, but is less flexible and there are some import actions that needs to be handled manually, such as setting group and user roles (see guide here).

    • sFTP (user import only)
      This is just like the CSV import option, only that it's an automated import where you make the CSV file available to our servers each day, reflecting any changes to your users, and this gets uploaded during the night and implements any changes to your users (see guide here).

 

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Creating your courses and content

Now over to the fun part - creating your learning courses, which we like to call "Motis"!

Here we have a range of different tools and content blocks waiting for you to get creative and create engaging and awesome learning experiences for your employees.

 

Find our guide on how to create your first Motis here. Follow the linked articles found at the bottom of this page in order to get guided through the whole process from creating your Moti until it is published and rolled out to your users. 

 

We recommend that you have at least 5 courses ready for your users when you go live - and if you'd like some help adding to your library of learning courses, just speak to your Customer Success Manager who will be happy to suggest additional pre-made content that you can get your hands on, ranging from a wide number of subjects.

 

You can also combine your courses into Packages in order to assign a collection of related courses with ease, or you can create Learning Paths where users are taken on a journey through some of your courses in a set order in order to give them exactly the experience you want them to have.


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Avoid e-mails ending up in junk mail/spam

Emails sent from Motimate to your users (such as invitations and reminders) will be sent from the following domains:

  • motimateapp.com
  • motimate.app

In general, the email address below will be the one used:

  • no-reply@motimateapp.com

We strongly recommend that you whitelist these domains in your email solution to ensure that they do not end up in spam. Report this to the IT manager/department/supplier in good time. It is critical for the implementation that e-mails from Motimate are received by your users.

 

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Soon time to launch!

Before you launch, we have created the below checklist to help you ensure everything is set up for a successful start!

 

User Import and Login

  • ✅ Have all users been added to the system?
  • ✅ Are all necessary groups created?
  • ✅ Are users assigned to the correct groups?
  • ✅ Have you confirmed that the leaderboards are functioning as expected?

 

Roles and Responsibilities

  • ✅ Is it clear who the Org Admins are and who is responsible for approving and publishing courses?
  • ✅ Are the roles of Editors, Chief Editors, and Content Creators clearly defined?
  • ✅ Has a workflow been established for internal communication between Editors, Chief Editors, and Org Admins regarding course creation and publishing?

 

Courses (Motis)

  • ✅ Are at least five courses published in the app to ensure users don’t log in to an empty platform?
  • ✅ Have you tested that courses appear in the app and are functioning as expected?
  • ✅ Is there a publishing plan in place for the months following the launch to maintain a steady flow of new courses?

 

Support Setup

  • ✅ Has it been decided who will handle first-line support in your company?
  • ✅ Should users contact Org Admins directly, or will a dedicated support email address be provided?

Note: Your company manages first-line support. Motimate provides second-line support via support@motimateapp.com.

 

Account Settings

  • ✅ Have you scheduled a short call with Motimate to review account settings and address any questions? (Recommended no later than a week before launch.)

 

Invitations

  • ✅ Have you drafted the text for invitations to users via SMS or email? (Contact Motimate if you’re unsure which channel to use.)
  • ✅ Has the invitation text been sent to Motimate for inclusion in your account? (Submit this at least one week before launch.)
  • ✅ Has a test invitation been sent to a designated user within your company to confirm functionality?

 

Launch

  • ✅ Have users been informed about the upcoming launch? (Do they know what to expect?)
  • ✅ What type of launch will you have? (Silent launch? Event?)
  • ✅ Will invitations be sent to all users simultaneously, or will the rollout be gradual, group by group?
  • ✅ Have you communicated the launch date and time to Motimate? (Provide at least one week’s notice.)
  • ✅ Are you prepared to manage potential support requests during the initial days post-launch? (e.g., users not receiving invitations or experiencing login issues.)

 

Post-Launch Follow-Up

  • ✅ Is there a plan for following up with users who haven’t logged in?

Tip: Motimate can assist with sending reminder invitations to inactive users. Contact us if needed.

 

Stay in the Loop

  • 📰 Subscribe to our newsletter for product news, updates, and invitations to Meet-ups.
  • 💬 You can find answers to most of your questions in our Help Center.
  • ❓ If you need anything else, your Customer Success Manager or Support                                             (support@motimateapp.com) is just a message away!

 

✨ You're now all set - go out and enjoy your MotiSpace to the max! 🎉

 

- Love from the Motimate team 💚

 

 

 

 

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