Project Initiation

The first stage of the onboarding process with LegalServer is the initiation stage.  You will execute a contract with LegalServer and receive a welcome email from IV Ashton.   We will ask that you submit a New Client Survey and an Accountability Matrix  before attending our monthly kickoff call.  Both the survey and the matrix will help us get to know your program better and frame your onboarding. We will also set up a Google Drive and Google Group for your team.  Please note, you do not need a Google account to access the Google Drive or receive emails for the Google Group. 

Kickoff Call & Initial Discovery

On the monthly kickoff call we will review life cycle of a project, training opportunities for new users and admins and point out resources available to you. The full slide deck is available below.  

Discovery Documentation

We  ask that you collect and upload reports that you routinely run and use for case management and funding.  This is done in our Future Reports Tool.  

If you have intake forms, or other documentation, such as our grants data sheet (used for the individual grant/program data sheet records fields that are unique to a particular project or grant) we will discuss these during the configuration process. 

Future Reports

At the very beginning of our project together, clients will gather critical reports to be built in LegalServer. These reports may be used to verify initial data import, to provide information to funders, to help manage staff's case load and to check for data quality issues. In one of our first one on one meetings, we'll demonstrate the “Future Reports” tool where you will list the reports you need.  This will serve as a mutual 'to do' list for the reports that we expect to see on your site. We'll discuss which reports our team will build out, and which ones your team will be responsible to create. Typically, agencies select two staff members to become skilled in creating custom base reports in LegalServer. Those people should attend our free additional trainings and read through our Report Manual.  You'll have a chance to review and verify any reports built out by LegalServer staff.  We also have a library of sample reports both on your demo site, and on our help site. 

Demo, Data & Project Planning

Shortly before or after the kickoff call, our team will create your self-guided demo site, which is  where you will upload your data for mapping.  We will enable any additional modules on your demo site as well.   Once you have access to your demo site, you will see a set of tabs at the bottom of your homepage.  These contain your standing meeting information, your project plan and tentative meeting schedule as well as a list of our platform wide training schedule.  We will update and refer to your project plan and meeting schedule throughout the onboarding process, and will review it in depth after data mapping (if applicable).

Attending our Initial Classroom Trainings

After our kick off call, there are three classroom trainings we ask you attend. These cover the basics of what your team will need to know about LegalServer, and should be a starting point for your team to discuss internally what you would like to focus on in your one on one sessions with your LegalServer Onboarding Specialist. 

• • Life Cycle of a Case: Demo’s case-related modules  on the second Friday of the month

  • The Essential Features Tour: Demo’s non-case related modules on the third Friday of the month

  • New Admin Training: Demo’s site administration tools  on the fourth Friday of the month

Our full Training Calendar can be found here.