To ensure a smooth onboarding experience, your journey is guided through a series of clear milestones. Your Onboarding Specialist will support you throughout, ensuring you know exactly what to do at each stage.
It’s important to note that onboarding is a shared process:
- Our role is to lead the implementation, configure your account, support data migration, and help ensure your team is confident using the platform.
- Your role is to complete the assigned training learning paths to ensure your team has a strong understanding of how to use the product, provide accurate service data, prepare families for the transition, and reach key onboarding milestones on schedule.
Below is a breakdown of each onboarding milestone, including key actions, timelines, and resources to support you.
Our team is here to support you, so don’t hesitate to reach out with questions at any stage. You’ll have guidance, resources, and support every step of the way.
Centre & Service will be used interchangeably as the same process applies for both ECE & Homebased Services. However, there will be some differing tasks to action. Where this applies we will mark the ECE and HB Tasks to make it obvious for you.
Milestone Overview
Milestone 1: Welcome to Discover
- Your Onboarding Specialist will set up your Centre and import available data from your current system into Discover. (if required)
- Please note that what can be migrated will vary depending on your previous software.
- Any remaining setup will need to be completed by the Centre Manager / person completing the onboarding on behalf of the service.
- If you are a brand new service starting from scratch, this is when you can being entering your data manually or setting up the Digital Enrolment Form, to capture Enrolment data.
Milestone 2: Set your Foundation
- Once migration is complete, you will receive your login details
- Your Onboarding Specialist will register you for Xplor Academy, giving you access to onboarding videos to help set up your service for Go Live.
- Follow the setup checklist & the Discover Onboarding Guide to configure your service
- See here for more information regarding your Settings
Milestone 3: Managing Your Service
You will complete the training while navigating your service via Xplor Academy.
We have short and easy videos to help you get started covering your Day to Day Operations
- Update your Educator/Teacher/Administrator Profiles
(Staff Profiles are different based on Care Type - ECE/HB) - How to add a child and their family manually
- How to change an enrolment
(ECE Child is Enrolled in a Room, HB Child is Enrolled to an Educator) - Digital Enquiry to Enrolment process
- Customising your Enrolment Form
- Customise your Enquiry & Enrol Email Templates
Milestone 4: Go Live Preparation Week
Complete Your Final Setup
- Set up your preferred sign in/out method
- Create your roster for Go Live week (ECE only)
- Prepare how families will confirm attendance
If moving from another software provider:
- Add leaving dates to all enrolments
- Add leaving dates to all staff records
- Remove all future calendar entries
- Download your RS7 reports for your operating period
If taking over an existing Discover service:
- Request RS7 reports from the previous owner - We cannot provide this to you
Milestone 5: Go Live Week
- Your Onboarding Specialist will connect your service to the Ministry
- Begin using Discover for daily operations
- Use your selected sign in/out method
- Enter and manage bookings and attendance
- Attend your Go Live Q&A session
- Attend your Parent Payments & Invoicing session
- Set up your payment method
- Apply parent payments
- Begin running invoices
Milestone 6: Become a Discover Expert
- Your Onboarding Specialist may suggest some of the training available
- You can access pre recorded webinars which are handy for RS7
- Ask any final questions following Go Live
- Transition to our Support Team for ongoing assistance
Importing from another software provider
Data migration varies depending on your previous system.
Make sure all future calendar entries have been removed, all current children's enrolments have been ended, and all staff have a leaving date in your all software.
Change of ownership
The Ministry will only fund the current service owner at RS7 time.
Ensure the old owner provides you with all the reports you require including the Centre Funding Report at the time of sale. We cannot provide this to you.
Any reconciliation of funds between owners is managed outside of Discover.
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