How onboarding works
Five steps from the intro call to sign-off. At the kickoff we write down twenty questions, and in week six we use them for sign-off. All it takes from you is a few appointments agreed in advance.
We look at which documents exist and where they are stored.
Keep scrolling to move through the steps
01
Intro call (30 minutes, free of charge)
By video or phone. We look at what documents you have, where they are stored and who should be able to find what. You get an honest view of whether the knowledge base is right for your company and which package fits – followed by a quotation with a monthly flat fee and a one-off set-up fee.
02
Kickoff
We go through your documents: what types there are, which customers and suppliers, and how they are organised, for example by project number or location. That becomes the structure of your knowledge base. We also agree who can see what, which sources to include and who your contact person is. Together we write down twenty questions, which we use for sign-off in week six.
03
Set-up
We connect the agreed sources; for industry-specific software, we first check whether and how it can be connected. Then we import your existing documents, including scanned ones, and go through them with you. Your folders, mailboxes and programs stay exactly as and where they are.
04
Team introduction
Using your own documents, we show your team how to ask questions, check sources and add new documents. The introduction comes after the import on purpose, so the first questions are asked of your real documents. You keep a short guide.
05
Support and sign-off
In the first six weeks, we look at what people ask and what is missing, and fine-tune accordingly. In week four we meet with management, and in week six comes sign-off against the twenty questions from the kickoff. The quotation sets out what happens if they don’t pass.
✓
After that, day to day
Updates, backups and a dedicated contact. New documents are added as you work, and the knowledge base grows with them.
What we need from you
How long does it take?
We plan six weeks of support from kickoff to sign-off. How long the set-up takes before that depends on how many documents you have and which sources are connected. You get a detailed schedule with the quotation.
And after sign-off?
We take care of maintenance
We look after updates, security patches and backups for your instance.
The knowledge base grows as you work
New documents, dictated notes and feedback are added all the time. Your contact person keeps track of things, and if we notice something is missing, we get in touch.
One team, end to end
If you have questions or requests, you deal with the same people who set up your knowledge base.
Frequently asked questions about onboarding
How long does onboarding take?
We plan six weeks of support from kickoff to sign-off. How long the set-up takes before that depends on how many documents you have and which sources are connected. You get a detailed schedule with the quotation.
What do we have to change in our day-to-day work?
Your folders, mailbox and programs stay as they are; the knowledge base runs on our servers. All we need from you is a few appointments agreed in advance: kickoff, team introduction, the meeting in week four and sign-off.
Do our employees need IT skills?
Using it is much like a search engine: type or dictate a question, read the answer and open the source via the numbered reference. We show what that looks like with your documents in the team introduction.
What if the answers aren’t right at first?
That is what the six weeks of support are for: we look at what people ask and what is missing, and fine-tune accordingly. The benchmark is the twenty questions from the kickoff, which we use for sign-off in week six.
We have a large paper archive – will that delay the start?
No. Your paper archive doesn’t have to be fully digitised before you start. Most companies start with their digital documents and add scanned folders bit by bit, the most important ones first.
See what it looks like first
In a 30-minute video demo we show you how it works with sample documents from your industry, sources included. If you’d rather talk first, tick the intro call box in the form.