Welcome to Qualio! We're excited to have you on board and want to make your implementation process as smooth as possible. Our proven 8-week onboarding program provides a structured approach to getting your QMS up and running efficiently.
This timeline breaks down the key activities week by week to ensure a successful implementation without overwhelming your team. Let's get started!
Week 1: Getting Started
Your first week is all about orientation and preparation:
Accept sandbox invitations - Check your email for sandbox access invitations and accept them promptly to begin exploring the platform
Complete orientation - Once you log into your sandbox, you'll receive a pop-up message with suggested activities to guide you through our orientation process.
Watch training videos/read articles - Review the training materials provided in your welcome email
Gather documents - Begin collecting your existing quality documents for migration to Qualio
Pro Tip: Designate a project lead who will be responsible for coordinating internal activities and communicating with your Qualio Customer Onboarding Manager (COM)
Week 2: Document Setup
Now that you're familiar with the system, it's time to start working with documents:
First Design session - This will be the first session with your COM to begin your enablement on Qualio’s document functionality. After this call, your COM will enable your access to the Migrations Manager
Upload documents to Migrations Manager - Upload your gathered documents to the Migrations Manager tool
Build document template(s) - Create your first document templates (either in the sandbox environment for practice or directly in production)
Create practice document(s) in your Sandbox - Create test documents to ensure you understand the document workflow. We recommend creating editable documents and trying out the upload format.
Create tags - Develop your document tagging strategy to make documents easily searchable
Pro Tip: Start with a small batch of high-priority document templates to gain confidence with the system before expanding
Week 3: Migration Preparation
This week focuses on setting up your document workflow and preparing for full migration:
Add owner(s)/approver(s) in Migrations Manager - Configure document ownership and approval chains
Assign Templates - Link documents to their appropriate templates (varies based on your organization's needs)
Confirm Migration is ready with COM - Check in with your Customer Onboarding Manager to verify migration readiness
Practice building event template(s) - Begin creating templates for quality events like deviations or CAPAs in the Sandbox
Week 4: Event Management Setup
During week four, you'll expand into event management functionality:
Determine which event templates to move into production - Select the event templates that are ready for actual use
Create a practice event using the new/updated template - Test your event templates with realistic scenarios in the Sandbox
Begin reviewing/editing docs (if available) - Start the review process for your migrated documents
Pro Tip: Create a small cross-functional team to test your event workflows before rolling them out to the wider organization
Week 5: Supplier Management
Week five introduces supplier management capabilities:
Create supplier policy - Develop your supplier management policy (in sandbox or production) based on your Supplier SOP
Begin adding Suppliers - Start entering your supplier information into the system
Continue reviewing/editing/approving docs - Maintain momentum on document reviews and approvals
Week 6: Training & Supplier Completion
This week focuses on training configuration and completing supplier setup:
Create Groups - Set up user groups for streamlined permission management
Begin creating Training Plans - Develop training requirements for different roles
Finish Suppliers - Complete supplier entries and transfer your supplier policy to production if needed
Continue reviewing/editing/approving docs - Keep processing your document queue
Week 7: Launch Preparation
Week seven is about preparing for your full system launch:
Review launch planning materials from Qualio - Go through the launch resources and planning documents
Determine rollout plan - Decide on your approach for rolling out Qualio to the wider organization
Continue reviewing/editing/approving docs - Maintain progress on document processing
Pro Tip: Consider a phased rollout approach, starting with one department or feature before expanding to others
Week 8: Go-Live Activities
Your final onboarding week focuses on launch activities:
Set up CSM cadence - Establish a regular meeting schedule with your Customer Success Manager
Begin inviting users - Start bringing end-users into the system according to your rollout plan
Continue reviewing/editing/approving docs - Finalize critical documents before full launch
Next Steps After Onboarding
Congratulations on completing your onboarding journey! Here's what happens next:
Your Customer Onboarding Manager will transition you to your dedicated Customer Success Manager
Begin tracking system metrics to measure your quality management improvements
Consider advanced training for internal super users
Need Help? Remember, the Qualio Support team is always available at support@qualio.com or the in-app chat to assist with any questions during and after your onboarding process.