Onboarding Checklist

This checklist is designed to guide you through setting up your platform, helping you stay on track and move through onboarding with clarity and confidence.

Your Customer Success Manager will support you along the way with regular check-ins and training sessions to walk through each step together.

Stage 1: Pre-Onboarding & Data Collection

  • Confirm preferred payment model: Union-managed or Club-managed

  • Collect bank details or relevant internal club reference ID number

  • Identify and map the sources for all necessary club and student data

  • Review, complete, and confirm current workflows spreadsheet among your team and Rubric

Stage 2: Platform Deployment & Initial Setup

Platform Deployed

  • Platform Deployed

  • Verify that the platform is online and accessible (Password/SSO works)

  • Confirm that the core system components are enabled and active

  • Identify and confirm any outstanding customizations that will be completed later

Admin Access

  • Add your Admins and set up their User management status

  • Send Admin users welcome email and advise to set password

  • Advise Admins to login and test out the modules

Stage 3: Fine-Tuning & Customization

Campus Settings

  • Define and set the various Club Types and organizational categories

  • Configure overarching campus-level settings

  • Create Branch and Custom Tags

  • Configure the platform’s "Link-in-Bio" page, including banner, logo, social media links, and organizational description

Forms Creation

  • Build and tag your forms

  • Create Club Affiliation/Ratification form

  • Create Funding/Grant form

  • Review your Event Approval workflow and design you Event Approval form accordingly

  • Add deadlines, multi-step approvals, specific tags, or set required fields as required for forms

  • Test forms by completing and approve/reject submissions

  • Edit the approve and reject email templates

Stage 4: Data Management & Financial Setup

Club Import vs. Organic Club Registration

If using Bulk Import:

  • Ensure Club Types and Tags in the platform perfectly match the fields in your import file

  • Import club records and verify they are accurate

If using Organic Registration:

  • Formally publish the affiliation/registration form to the public

  • Import Club Executive details

Membership Management

  • Create and upload all necessary membership types

  • Enable or disable the system for individual membership sales as needed

  • Confirm and lock in which student data fields are allowed, ensuring privacy constraints are met

  • Create account login/setup questions to collect better student demographic data

  • Upload or import the master student database

Grant Import

  • Download and complete the master grant import template

  • Collect all necessary banking details associated with grants

  • Upload the completed template to import grant data

  • Lock banking details for security once verified

Stage 5: Final Preparation & Platform Polish

Admin Content & Reporting

  • Decide on and create key reports and dashboards for any metric or insight you frequently use

  • Update your website with FAQ and club handbook

  • iFrame club directories or other pages as needed

Testing & Integrations

  • Finalize and deploy all requested system customizations

  • Create test club accounts

  • Run through full end-to-end "test flows" for core processes

  • Conduct end-to-end transaction testing to verify settlement

  • Verify all external integrations eg. Accounting Software

Completion of these tasks transitions our onboarding from the implementation phase into Pre-Launch Prep. At this stage, the focus shifts from technical configuration to user readiness—ensuring that your staff, club executives and student body are empowered to use the system effectively from day one.