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Documentation Index

Fetch the complete documentation index at: https://docs.trilo.chat/llms.txt

Use this file to discover all available pages before exploring further.

Successfully onboarding your team to Trilo ensures everyone gets value from the platform quickly. This guide walks you through the entire process from setup to adoption.

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Preparation Phase

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Before You Begin

Gather information you’ll need:
  • Team member list and email addresses
  • Organizational structure (who works on what)
  • Current tools and workflows to replace/integrate
  • Key projects and ongoing work
  • Any specific requirements or concerns

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Plan Your Structure

Design your workspace organization:
1

Define Areas

List the high-level categories (departments, teams, or initiatives).
2

Plan Projects

Identify projects within each area.
3

Determine Access

Decide who needs access to what.
4

Document Conventions

Establish naming conventions and usage guidelines.
Example structure: 
Workspace: Acme Inc
├── Engineering
│   ├── Platform Development
│   └── Mobile App
├── Marketing
│   ├── Content
│   └── Campaigns
└── Operations
    └── Company Initiatives

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Setting Up Your Workspace

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Step 1: Create the Structure

1

Create your workspace

If you haven’t already, create your workspace with a clear name.
2

Set up areas

Create areas based on your organizational plan.
3

Create initial projects

Add key projects to each area.
4

Configure project settings

Set prefixes, descriptions, and basic settings.

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Step 2: Prepare Content

Before inviting your team, prepare some initial content:
  • Welcome document: Create a page explaining how your team uses Trilo
  • Guidelines: Document your conventions and best practices
  • Templates: Create templates for common document types
  • Sample tasks: Add some initial tasks to demonstrate the workflow

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Step 3: Configure Settings

Set up workspace-level settings:
  • Workspace name and logo
  • Default timezone
  • Security settings (2FA requirements if needed)
  • Integration connections (calendars, etc.)

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Inviting Your Team

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Invitation Strategy

Don’t invite everyone at once. Use a phased approach: Phase 1: Core Team
  • Invite key team members first
  • Get feedback on structure and settings
  • Adjust based on input
Phase 2: Extended Team
  • Invite remaining team members
  • Core team can help with questions
  • Scale more confidently

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Sending Invitations

1

Go to Settings > Members

Navigate to member management.
2

Prepare invitation list

Organize by role (Admin, Member, Guest).
3

Send invitations

Invite batch by batch with appropriate roles.
4

Follow up

Ensure everyone accepts their invitation.

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Role Assignment

Assign roles thoughtfully:
RoleAssign To
AdminTeam leads who need to manage settings
MemberRegular team members
GuestExternal collaborators

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Introducing Trilo to Your Team

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Kickoff Communication

Send an announcement explaining:
  • Why you’re adopting Trilo
  • What it replaces (if anything)
  • Timeline for transition
  • Where to get help
Example email: 
Subject: Welcome to Trilo - Our New Team Workspace

Hi team,

We're excited to introduce Trilo as our new collaboration platform.
You'll receive an invitation to join our workspace shortly.

What Trilo includes:
- Knowledge base for documentation
- Task management
- Team chat and messaging
- Calendar and scheduling
- AI assistants to help with work

Getting started:
1. Accept your email invitation
2. Set up your profile
3. Explore the workspace
4. Check out the "Welcome to Trilo" page

Questions? Reach out to [contact person].

Looking forward to collaborating better together!

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Kickoff Meeting

Host a brief session to introduce Trilo: Agenda:
  1. Why Trilo (5 min)
  2. Tour of the workspace (10 min)
  3. Key features overview (10 min)
  4. Q&A (10 min)
  5. Next steps (5 min)

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Training Your Team

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Self-Service Resources

Point your team to:
  • This documentation
  • Your internal “Welcome” page
  • Video tutorials (if available)
  • Quick reference guides

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Essential Training Topics

Ensure everyone understands:
FeatureKey Points
NavigationSidebar, projects, areas
TasksCreating, assigning, updating
ChatChannels, DMs, mentions
ResourcesPages, search, organization
AIHow to chat with AI coworkers

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Role-Specific Training

For Admins:
  • Member management
  • Settings configuration
  • Project setup
For Power Users:
  • Advanced features
  • Integrations
  • Templates and automation

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Migrating Existing Work

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Content Migration

Bring existing content into Trilo:
1

Prioritize what to migrate

Focus on active, frequently-used content first.
2

Create pages for documents

Copy or recreate important documents as Trilo pages.
3

Set up task lists

Import or recreate ongoing task lists.
4

Archive old systems

Once migrated, archive (don’t delete) old content.

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Timeline for Transition

Create a realistic transition plan:
WeekFocus
1Setup and core team onboarding
2Full team invitation and training
3Active migration and parallel running
4Primary usage, resolve issues
5+Full adoption, retire old tools

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Driving Adoption

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Quick Wins

Help your team experience value quickly:
  • Start using chat immediately
  • Create their first task
  • Edit a document collaboratively
  • Try asking an AI coworker a question

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Champions Program

Identify “champions” on your team:
  • Power users who learn quickly
  • Enthusiastic about new tools
  • Willing to help others
Champions can:
  • Answer basic questions
  • Share tips and tricks
  • Provide feedback on issues

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Regular Check-ins

During the first month:
  • Weekly check-in on adoption progress
  • Collect and address feedback
  • Celebrate wins and usage milestones
  • Identify struggling users and provide help

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Measuring Success

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Adoption Metrics

Track these indicators:
MetricTarget
Invitation acceptance100% within first week
Daily active users80%+ of team
Features usedAll core features by week 3
Old tool usageDeclining to zero

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Gathering Feedback

Collect feedback regularly:
  • Short surveys at week 2 and week 4
  • Open feedback channel in Trilo
  • One-on-one conversations with key users

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Iterating

Use feedback to improve:
  • Adjust workspace structure
  • Update guidelines
  • Add missing templates
  • Address pain points

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Common Onboarding Challenges

  • Clearly communicate the “why”
  • Show benefits, not just features
  • Start with willing adopters
  • Address concerns directly
  • Focus on essential features first
  • Add complexity gradually
  • Create simple getting-started guides
  • Don’t explain everything at once
  • Lead by example
  • Make Trilo the “source of truth”
  • Stop using old tools for new work
  • Gently redirect back to Trilo
  • Set up notifications properly
  • Include Trilo links in other communications
  • Make checking Trilo part of daily routine
  • Consider daily check-in reminders initially

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Onboarding Checklist

Use this checklist for your onboarding:

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Week Before Launch

  • Workspace created and configured
  • Structure defined (areas, projects)
  • Welcome content created
  • Admin roles assigned
  • Kickoff communication drafted

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Launch Week

  • Core team invited and onboarded
  • Kickoff meeting held
  • Basic training provided
  • Feedback channel established

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Week After Launch

  • Full team invited
  • Migration started
  • First check-in conducted
  • Issues addressed

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One Month

  • Adoption metrics reviewed
  • Feedback collected
  • Structure refined
  • Old tools phased out

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Next Steps

Organizing Projects

Learn best practices for project organization.

AI Productivity Tips

Get the most out of AI coworkers.