Aloha Data Collection Onboarding: What to Expect

Aloha Data Collection Onboarding: What to Expect

Welcome to Aloha Data Collection!!

This onboarding outline is designed to guide you through each step of getting started with our platform. It includes key team members to be invited to trainings, structured schedule of training sessions, and assigned action items to ensure you and your team feels confident using Aloha Data Collection.

Our onboarding process is designed to set your team up for long-term success and typically takes approximately four weeks, depending on your organization’s needs and availability. Your dedicated Customer Success Manager will reach out to schedule a standing weekly call to guide you through each phase of implementation.

During these sessions, you will receive hands-on training with live demonstrations that build on prior milestones, along with check-ins to ensure understanding and readiness to progress. To keep onboarding on track, completion of assigned homework between sessions is required, allowing each call to move efficiently toward full system adoption.
Info
Please note: While the framework below reflects our standard onboarding curriculum, we understand that every organization is unique. The order or emphasis of topics may shift slightly to better accommodate your team's structure, workflows, and pace of implementation.

Milestone 1 – 60 minutes

  1. Who of My Team should join?
    1. Company owner and High level Clinical Staff who oversee clinical operations
    2. System Trainer who will help facilitate all internal organization staff trainings
  2. What we will review:
    1. Meeting format: Intros + Complete Milestone 1 training + HW assignments
    2. Milestone Training Content: Organization Setup
      1. Organization Setup
      2. Security and Permissions
      3. Staff and Client Profiles
      4. Lesson Note Templates
      5. Custom Data Fields
  3. Expected HW will be:
    1. Creation of all user roles and/or complete initial permission set up
    2. Creation/Review of staff and client profiles including updated user role name as needed
    3. Build out custom data fields needed for lesson note templates
    4. Build out at least one Session Note Template

Meeting 2 – 60 minutes

  1. Who of My Team should join?
    1. Company owner and High level Clinical Staff who oversee clinical operations
    2. System Trainer who will help facilitate all internal organization staff trainings
  2. What we will review:
    1. Meeting format: HW Review and any questions + Complete Milestone 2 Training + New HW Assignments
    2. Milestone Training Content: Program Settings and Program Management
      1. Program Templates
        1. Prompt hierarchy templates
        2. Outcomes & Promotions Mastery flows 
      2. Program Management  
        1. How to create Skill Acquisition Programs
        2. Add behavior reduction targets
        3. Build ABC data Sheets
        4. Manage program libraries
      3. Lesson Builder
      4. Documents
  3. Expected HW
    1. Creation of Prompt Hierarchy templates + Outcome & Promotions templates
    2. Begin a Client or Organization Library Programming build out by completing at minimum, one of the following
      1. Skill Acquisition Program
      2. Behavior Reduction Target
      3. ABC Data Sheet

Meeting 3 – 60 minutes

  1. Who of My Team should join?
    1. Company owner and High level Clinical Staff who oversee clinical operations
    2. System Trainer who will help facilitate all internal organization staff trainings
    3. Additional Supervisory clinical level staff who will be developing program and/or will need to help RBT/BT troubleshoot using the App for Data Collection
  2. What we will review:
    1. Meeting Format: HW Review and any questions + Complete Milestone 3 Training + New HW Assignments
    2. Milestone Training Content: How to use the App / Data Collection
      1. Intro to the App Settings
      2. How to do Data Collection on the app
      3. Lesson Notes on the App
  3. Expected HW
    1. Download the App
    2. Log-in and run at least half or all of total two real sessions with a client (If half lesson was run: lesson note + data can be archived and deleted from graphing as needed).
      1. NOTE: Completing this is very important to be able to move forward to the final milestone in onboarding

Meeting 4 – 60 minutes

  1. Who of My Team should join?
    1. Company owner and High level Clinical Staff who oversee clinical operations
    2. Non-Clinical Staff who oversee operations (e.g., Billers and Schedulers) 
    3. System Trainer who will help facilitate all internal organization staff trainings
  2. What we will review:
    1. Meeting Format: HW Review and any questions + Complete Milestone 4 Training + Wrap up and plan for Staff launch 
    2. Milestone Training Content: Reporting and Analytics + Integration  
      1. Lesson Note Review Hub + Integration of Notes
      2. Analytics for Skill Acquisition, Behavior Reduction, and ABC Data
    3. Wrap up of Onboarding
  3. Expected Next Steps After Completing Onboarding - Develop "Go to Launch" Plan with your CSM
    1. Prepare internal trainings for your staff.
      1. See our KB Center for Training materials
    2. Plan to launch Welina in Pods or across your entire Organization (Your CSM will help you design a plan that fits best)
      1. Begin fully building out client profile and run sessions as fit for your Orgs needs
      2. These can be IOA sessions with your current data collection methods to start if you like

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