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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.

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