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End User Launch Best Practices
End User Launch Best Practices

Tips for a successful Qualio Roll-out to your end users

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Written by Lydia Olu-Harding
Updated over a year ago

No two software implementations are exactly the same; so much depends on each customer’s requirements, processes, personnel, existing platforms and time. But we do have some best practices to share that can really make a difference between a successful launch and a flop. And if your organization is no longer in the Onboarding phase, but you have lingering features and teams you would like to roll-out Qualio to, this article is a great place to start. Your Customer Success Manager can help you get all the resources listed in this article.

Priority #1: We always want to have the end user experience in mind

when rolling out a new platform.

Roll-out Strategies

There are three common approaches to rolling out Qualio to end users, but keep in mind your best option may be a combination of these approaches.

  1. Everything, Everywhere, All-at-Once Approach
    With this approach, you’ll first add and configure all Qualio features; add and approve your relevant documents, create Training Plans, configure event workflows, add Suppliers, and set up Design Controls. And then you’ll invite users into Qualio to begin their training.

  2. Phased Feature Approach
    With this approach, you’ll first focus on Documents and Training. First add and approve your relevant documents and create Training Plans, then invite users to Qualio and train them exclusively on how to use the Documents tab and complete training. Then, you can add other Qualio features, like Events, Suppliers, and Design Controls, and train users on these features as needed.

  3. Department, Team, or User Role Phased Approach
    This approach can be used in conjunction with the first two approaches, but focuses on rolling out Qualio by team, divisions, geographies, etc. This is most often for large organizations.

Talk to your Onboarding Manager about a Roll-out Plan template to help you map out especially complex Launch Plans.

End User Training Options

End users will need to be trained on how to use Qualio at varying levels depending on their user role and enabled features. Below are some recommendations of what end users should be trained on based on their role. (Note: All Normal Users should understand what is listed in the Normal User column and Basic User column. All Quality users should understand what is listed in the Quality User, Normal User, and Basic User columns.)

A very successful way to train end users, and highly recommended by our Customer Onboarding Managers, is to leverage hands-on training within Qualio by creating a Qualio Training Document in your Sandbox that lists links to videos and articles on our Help Center and lists of actions they should try out in the Sandbox. If interested in this option, we have a template document to help you get started. Just mention it to your Onboarding Manager and they can share or add it to your instance.

Other training options include:

  • Instructor-led training sessions led by a member of your team. We can provide you with training materials you can customize for your training needs.

  • Adding training courses to your existing LMS. Again, let us know if we can help provide you with materials to get you started.

  • Basic Users Only - Because the Basic User experience is minimal, you can simply email login and account setup instructions to new Basic users with links to Help Center resources to get them started.

Along with the Help Center, there are some In-App tutorials to help guide new users added to the Sandbox.

Other Tips & Tricks to Help

  • Communicate early and often about the upcoming Qualio Launch.
    Send a “Coming Soon” email to users about 2 weeks before Launch Day to let them know WHAT is coming and WHY Qualio is important to your organization. Prepare a “Launch Day” message ahead of time with clear instructions and objectives, and even send a “Celebration” email after Launch week to congratulate team members on their participation in the launch. Your Onboarding Manager can provide you with email templates to get you started.

  • Add users on a Monday.
    When you “Go Live” on a Monday, you have the whole week to focus on supporting new users on the new system.

  • Set up a hyper-care / office hours session(s) on Launch Day or Week.
    Let new users know when and where they can get personal help logging in, setting up their account, and using features like Documents, completing training, etc.

  • Post a Qualio FAQ document.
    Talk to your Onboarding Manager for a template to help you get started, then post the document somewhere public and central to your Launch.

  • Monitor Launch progress with the Audit Trail, Qualio Analytics & the Training Overview Report.
    Use the Audit Trail search bar for things like “Sign in failed” to get ahead of user issues. Then use Training Analytics and the Training Overview report to track ongoing progress.

  • Set a clear cut-off date for “the old way”
    Communicate to your users early and often when the “old way” will no longer be acceptable or available. This might mean removing users from an old eQMS, removing access to SharePoint directories, or some other method that clearly prohibits users from the old way and forces adoption of Qualio.

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