Congratulations! You signed your MediaOS contract, now what? It’s time to onboard! For a smooth and seamless transition it’s important to understand our successful onboarding process and what is expected of you and your team. We have outlined our structured onboarding process below to ensure you and your team feel informed during onboarding. Onboarding is truly a joint effort and everyone has a role. Thank you in advance for trusting and following our onboarding process outlined and detailed below. The steps in the process are as follows:
- Welcome Email
- Onboarding Kick-off call
- Onboarding Packet
- Pre-Onboarding Check-in’s
- Data Migration
- User Training & Account Setup
- Go Live!
- Post-Onboarding Check-in’s
- Onboarding Survey
- Continued User Education
WELCOME EMAIL #
After you complete MediaOS registration, you will receive a welcome email from your Onboarding Specialist. Your welcome email will include a suggested time for your intro call, your account login credentials and some important need to know information. Please be sure to read this email carefully. Also, included in your welcome email is a GOALS form that we need completed prior to your Onboarding Kick-Off Call.
ONBOARDING KICK-OFF CALL #
The purpose of your onboarding kick-off is to lay out your onboarding plan. Your Onboarding Specialist will discuss data migration and user training. Although this call does not include system training, we will discuss the training process and the expectations of each user. Decision makers and/or the onboarding point of contact should attend this meeting.
ONBOARDING PLAN PACKETÂ Â Â #
After your Onboarding Kick-off call you will receive an email detailing and summarizing your next steps and onboarding plan. In this email you will find resources such as your Onboarding Guide, instructions or import tool templates for your data migration, a comprehensive onboarding schedule, training instruction and possibly more depending on your account needs. You will want to keep this particular email handy so you can reference it throughout your onboarding process.
PRE-ONBOARDING CHECK-IN’S #
You can expect your Onboarding Specialist to check in with the main point of contact every week leading up to the start of your onboarding date. The purpose of these check-ins are to provide support, answer questions and make sure everything is moving along smoothly. However, please know we want you to reach out to your Onboarding Specialist whenever you have questions at any time during the process.
MediaOS DATA MIGRATION #
The data migration process is the first phase of MediaOS Onboarding. Migrating your data from one CRM to another might feel as unnerving as watching movers unpack your breakables. We understand that your data is a delicate and vital piece to your company’s success. That is why we have a devoted onboarding team and an established data migration process. With the guidance of your Onboarding Specialist and trained Importer, we promise to handle your data with care.
During your Onboarding Kick-off call, your Onboarding Specialist will determine how we will import your data; exported backup files or formatted csv files.Â
BACKUP FILES: #
If your data is coming from Salesforce, Magazine Manager, Launchpad or Zoho we need your most recent export of your backup files on your designated data delivery date.
CSV. DATA IMPORT:Â #
Data migrating from any other source that’s listed above, will need to be formatted onto our import tool templates and emailed as csv files. We will provide you with import tool templates for formatting your data. Along with the templates, we will provide you with a csv. Data Migration Guide.
- We can import the following data via csv: Leads, Advertisers/Accounts, Account & Agency Relationships, Account Tags, Contact Statuses, Insertions, Invoices, Account Owners, Account Shared Owners, Account/Contact Lists, Agencies, Credit Cards, ACH accounts, Payments, Notes, Issues, Locations, Users and Follow-ups.
The first big milestone on your onboarding calendar is your Data Delivery Day. That is the day we need all final data emailed to [email protected]. We will confirm receipt and then our Importer will review your formatted data. Data discrepancies will be communicated immediately so you can update and resend to us the same day. Data in good order will be imported on Data Import Day.
Next, your Onboarding Specialist will confirm that your data has been imported and provide you with our Data Import Approval Guide. You will use this guide to check the accuracy of your import. Please report discrepancies immediately. Once your data is in good order please sign the Data Import Approval Guide and email it back to [email protected]. This step will finalize your data import and clear you for live training!
IMPORTANT DATA GUIDELINE AND POLICIESÂ #
- For the success of your onboarding, ALL DATA MUST BE APPROVED prior to attending live onboarding training.
- Time your data export to minimize any data gaps. Track and manually enter data that falls in the “gap” or communicate a hard stop data entry cutoff date to your staff.
- We can not accept any more data files after data delivery day.
- Data company policy states that we are not responsible for the quality of the data we receive.
- If you are integrating with QBO, absolutely no accounting data can be imported into MediaOS .
- All integrations and permanent work inside MediaOS should be performed AFTER you have approved your data.
- Any setup prior to data import has the risk of being deleted by the import.
MediaOS TRAINING & ACCOUNT SETUP: #
MediaOS training is a two-step process for all users.Â
STEP 1: WATCH REQUIRED TRAINING MODULES #
All users are required to watch our user-role based training modules. That link is provided by your Onboarding Specialist in your Onboarding Packet. Each user will watch the video(s) according to his/her user-role; Admin, Sales, Accounting and Delivery. However, all users need to watch the video entitled “Required for All Users”.
As each user watches our modules, please follow along in your MediaOS account and attempt the materials covered in the video(s). Also, please make a list of all your questions and bring them to your live training session(s).
STEP 2: VIRTUAL TRAINING SESSIONSÂ #
We believe your company’s success and overall positive experience with MediaOS starts with user training. That is why we require all users to attend our user-role based Virtual Kick-Off Trainings. Those dates and times are provided to you in your Onboarding Packet and users will receive a google calendar invite for live training.
During each Virtual Kick-Off Training your MediaOS trainer will review important features to help users establish a good foundation. Then, your MediaOS trainer will open it up for questions. Please take advantage of this time with your ASG trainer and come prepared with questions. This is your opportunity to ask questions about your account setup!
IMPORTANT TRAINING NOTES #
- All users must watch our required training modules prior to attending virtual training. If you don’t you will already be behind.
- Your MediaOS trainer will email the zoom recording after your live training.
- If you do not see your invitation please check your spam folder. If you still don’t see your invitation please email [email protected].
- All training sessions are scheduled for 10:00am CST.
- If you are unable to attend your virtual training please watch the recording and attend our Q&A session; typically the following week.
- Other new MediaOS users will be on the Virtual training calls with your group.
MediaOS TRAINING & ACCOUNT SETUP #
Throughout onboarding and training you will set up your account to fit the needs of your business. Below is a list of initial tasks for you to review and complete if they apply to your account. A lot of your account setup will occur during virtual training. Our Knowledge Base and helpful setup videos are found in MediaOS under Support. Some of your setup tasks might include the following but are not limited to:
- Add Users
- Add Products
- Configure Account Settings
- Build Pipelines and Workflows
- Setup Contract, Invoice, Statement and Payment Plan Templates
- Input your contract terms
- Integrate with Quickbooks Online
- Integrate Payment Processor
- Configure invoice rules
- Build art collection template
- Integrate InDesign plugin
GO LIVE!  #
Finally, it’s time to put what you have learned to the test and go live! Remember to utilize our support resources to aid in your success and system comprehension. These support resources are available to all users: Knowledge Base, Chat Bot, past training and be sure to register for future live training sessions! Your Designated Support Contact has access to our live chat where questions can be answered and tickets can be submitted.
POST ONBOARDING CHECK-INs #
The first 30-days after onboarding is crucial to your MediaOS success. That is why your Onboarding Specialist will check in with you weekly the first month after onboarding. These check-ins will help us determine how your team is progressing, if you are meeting your initial goals and what training resources are needed.
ONBOARDING SURVEYÂ #
Finally, we continually look for ways to streamline and improve our onboarding process. As a last step in your onboarding, all users will receive a post onboarding survey. We look forward to your constructive feedback and thank you for helping us improve and enhance future MediaOS user’s experience.
NEXT STEPS: CONTINUED USER EDUCATION #
After you have officially graduated onboarding you can connect with us on any of our Live Training Sessions. Your Designated Support Contact can always reach out via live chat to get questions answered in the moment or submit tickets on your teams behalf.
Please let us know if you have any questions at onboarding@mediaos.com. Thank you for choosing MediaOS and we look forward to working with you and your team!
