> ## 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.

# Onboarding Your Team

> A complete guide to getting your team up and running with Trilo

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.

## Preparation Phase

### 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

### Plan Your Structure

Design your workspace organization:

<Steps>
  <Step title="Define Areas">
    List the high-level categories (departments, teams, or initiatives).
  </Step>

  <Step title="Plan Projects">
    Identify projects within each area.
  </Step>

  <Step title="Determine Access">
    Decide who needs access to what.
  </Step>

  <Step title="Document Conventions">
    Establish naming conventions and usage guidelines.
  </Step>
</Steps>

**Example structure:**

```
Workspace: Acme Inc
├── Engineering
│   ├── Platform Development
│   └── Mobile App
├── Marketing
│   ├── Content
│   └── Campaigns
└── Operations
    └── Company Initiatives
```

## Setting Up Your Workspace

### Step 1: Create the Structure

<Steps>
  <Step title="Create your workspace">
    If you haven't already, create your workspace with a clear name.
  </Step>

  <Step title="Set up areas">
    Create areas based on your organizational plan.
  </Step>

  <Step title="Create initial projects">
    Add key projects to each area.
  </Step>

  <Step title="Configure project settings">
    Set prefixes, descriptions, and basic settings.
  </Step>
</Steps>

### 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

### 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.)

## Inviting Your Team

### 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

### Sending Invitations

<Steps>
  <Step title="Go to Settings > Members">
    Navigate to member management.
  </Step>

  <Step title="Prepare invitation list">
    Organize by role (Admin, Member, Guest).
  </Step>

  <Step title="Send invitations">
    Invite batch by batch with appropriate roles.
  </Step>

  <Step title="Follow up">
    Ensure everyone accepts their invitation.
  </Step>
</Steps>

### Role Assignment

Assign roles thoughtfully:

| Role       | Assign To                              |
| ---------- | -------------------------------------- |
| **Admin**  | Team leads who need to manage settings |
| **Member** | Regular team members                   |
| **Guest**  | External collaborators                 |

## Introducing Trilo to Your Team

### 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!
```

### 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)

## Training Your Team

### Self-Service Resources

Point your team to:

* This documentation
* Your internal "Welcome" page
* Video tutorials (if available)
* Quick reference guides

### Essential Training Topics

Ensure everyone understands:

| Feature        | Key Points                    |
| -------------- | ----------------------------- |
| **Navigation** | Sidebar, projects, areas      |
| **Tasks**      | Creating, assigning, updating |
| **Chat**       | Channels, DMs, mentions       |
| **Resources**  | Pages, search, organization   |
| **AI**         | How to chat with AI coworkers |

### Role-Specific Training

**For Admins:**

* Member management
* Settings configuration
* Project setup

**For Power Users:**

* Advanced features
* Integrations
* Templates and automation

## Migrating Existing Work

### Content Migration

Bring existing content into Trilo:

<Steps>
  <Step title="Prioritize what to migrate">
    Focus on active, frequently-used content first.
  </Step>

  <Step title="Create pages for documents">
    Copy or recreate important documents as Trilo pages.
  </Step>

  <Step title="Set up task lists">
    Import or recreate ongoing task lists.
  </Step>

  <Step title="Archive old systems">
    Once migrated, archive (don't delete) old content.
  </Step>
</Steps>

### Timeline for Transition

Create a realistic transition plan:

| Week | Focus                                 |
| ---- | ------------------------------------- |
| 1    | Setup and core team onboarding        |
| 2    | Full team invitation and training     |
| 3    | Active migration and parallel running |
| 4    | Primary usage, resolve issues         |
| 5+   | Full adoption, retire old tools       |

## Driving Adoption

### 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

### 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

### 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

## Measuring Success

### Adoption Metrics

Track these indicators:

| Metric                    | Target                      |
| ------------------------- | --------------------------- |
| **Invitation acceptance** | 100% within first week      |
| **Daily active users**    | 80%+ of team                |
| **Features used**         | All core features by week 3 |
| **Old tool usage**        | Declining to zero           |

### 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

### Iterating

Use feedback to improve:

* Adjust workspace structure
* Update guidelines
* Add missing templates
* Address pain points

## Common Onboarding Challenges

<AccordionGroup>
  <Accordion title="Team resistant to change">
    * Clearly communicate the "why"
    * Show benefits, not just features
    * Start with willing adopters
    * Address concerns directly
  </Accordion>

  <Accordion title="Information overload">
    * Focus on essential features first
    * Add complexity gradually
    * Create simple getting-started guides
    * Don't explain everything at once
  </Accordion>

  <Accordion title="Inconsistent usage">
    * Lead by example
    * Make Trilo the "source of truth"
    * Stop using old tools for new work
    * Gently redirect back to Trilo
  </Accordion>

  <Accordion title="People not checking Trilo">
    * Set up notifications properly
    * Include Trilo links in other communications
    * Make checking Trilo part of daily routine
    * Consider daily check-in reminders initially
  </Accordion>
</AccordionGroup>

## Onboarding Checklist

Use this checklist for your onboarding:

### Week Before Launch

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

### Launch Week

* [ ] Core team invited and onboarded
* [ ] Kickoff meeting held
* [ ] Basic training provided
* [ ] Feedback channel established

### Week After Launch

* [ ] Full team invited
* [ ] Migration started
* [ ] First check-in conducted
* [ ] Issues addressed

### One Month

* [ ] Adoption metrics reviewed
* [ ] Feedback collected
* [ ] Structure refined
* [ ] Old tools phased out

## Next Steps

<CardGroup cols={2}>
  <Card title="Organizing Projects" icon="folder-tree" href="/guides/organizing-projects">
    Learn best practices for project organization.
  </Card>

  <Card title="AI Productivity Tips" icon="robot" href="/guides/ai-productivity-tips">
    Get the most out of AI coworkers.
  </Card>
</CardGroup>