This recorded webinar provides more in-depth information on the launch process, onboarding, group structure, and BugHerd.
Learning Objectives
After attending this webinar, learners will be able to:
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Explain the timeline of the launch process
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Differentiate the expectations and tasks between those of providers and those of the Client Success Team during the launch process
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Explain how group structure impacts 3 key areas of the app:
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Participant forms
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Reports
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Provider Access
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- Compile required session information to complete their organization’s group structure
- Work with their Client Success team to build a group structure based on programmatic needs
00:07: Well, hello everybody and welcome. 00:10: Thank you for joining us today on this, this, well, 00:14: at least here in southeast Michigan an ever 00:16: so lovely Tuesday. I'm glad that you are with us. 00:21: My name is Phil and I'm our Client Training Manager here 00:25: at DocNetwork. Love to find out a little bit about you. 00:28: How long have you been a provider for 00:33: your organization? And I think we've got a little instapoll that will pop up. 00:37: It'll pop up down below or right in the middle of your screen as it were. 00:42: Go ahead and let us know. I want to see, you know, are we dealing with a lot of folks who are pretty 00:46: new. So yeah, go ahead and enter that. While 00:50: we're waiting for those results to come in, I'll introduce my friends 00:54: who are here with us as well 00:56: today. Everyone say hello to my friend Lindsay, 01:01: and Lindsey introduce yourself. Hi everybody. 01:05: I'm Lindsay Wood. I'm a Client Success Manager here at 01:09: DocNetwork and I am looking forward to our webinar today. 01:12: Nice, excellent. Glad to have you here Lindsay. 01:15: And for her webinar debut, we have my 01:19: friend Eve joining us. Eve, say hello to all of our friends. 01:23: Hello friends! Nice, nice Eve. 01:26: What do you do here? What's your role? I'm a Senior Implementation Specialist. 01:31: It's a super fancy way to say, she builds stuff, she builds all your 01:35: stuff all day long ,and does a great job. So, well, 01:39: awesome. Glad to see. We've got, we've got a good mix here. 01:44: Lindsay and Eve we have 67 and 2/3 of our 01:48: group here. You're in your rookie seasons. 01:51: So this is maybe a lot of new ideas for you and you're trying to 01:55: get your mind around that. We've got about a third are 01:59: new. No, sorry. Not new you're experienced, you're you're veteran, 02:03: but you know what, we've got some new stuff to share with you today. 02:06: So I'm really glad you're here. I don't want to, like, just brag on that, 02:10: I'm just saying, Eve, Lindsey they're kind of mega pros, 02:15: rock stars around here. People when they walk by, people whispering, oh my 02:19: gosh, that's Eve. Oh, did you see Lindsay? And so you're kind of with celebrities 02:23: today who are going to going to help you out. So so today is 02:27: a good day for you to be joining us. 02:31: Along the way as they share all sorts of onboarding fun, 02:36: a few things, few kind of webinar instructions for you, feel 02:41: free to throw your questions our way. We've got a team behind the scenes, and we'll 02:45: be keeping an eye out for any questions that you have. 02:47: You can utilize the Q&A box to help 02:50: kind of keep those organized. Additionally, we'll have the chat open and 02:54: so feel free to throw some comments in there, some feedback, maybe share some thoughts 02:58: that are helpful for you and may be useful for others as well. 03:01: So I want to make sure you're aware of that. 03:04: The other thing, I always like to tell people you're going to hear us say 03:08: a few things that are kind of interchangeable with themselves. 03:12: So DocNetwork is the parent company of CampDoc and SchoolDoc and 03:17: I know some of you here today you work for schools and some of you are parks 03:21: and rec or whatever. You hear us say any of those three: DocNetwork, CampDoc, 03:25: or SchoolDoc, those are interchangeable. Just, just know that additionally 03:30: we often say the app. And we say, well, you go into the app and we're 03:34: not talking about on your phone, we're just talking about our platform, CampDoc 03:39: or SchoolDoc. So just be aware of that. 03:41: I think sometimes that throws people a curveball there. 03:44: So, all right, let's take a 03:49: look here before we dive into the actual training, I want to tell you, tell 03:53: you what's ahead. We're going to take a look at our objectives, our 03:58: learning objectives. This is how we know we've 04:02: done a good job. Here's our agenda. 04:05: That's okay. It was the welcome and introduction. 04:09: That's what we're doing. We'll go to learning objectives and then our 04:13: team will guide you through the different parts of the onboarding process. 04:16: The learning objectives here, here's our goals. 04:20: Here's how we know, Eve, Lindsay, here's how, you know, you did your 04:24: job well today, is if these these ideas are accomplished. 04:29: So I'm just saying, this is it. Number one, explain 04:33: the timeline of the launch process. 04:35: We want you to understand what it looks like to launch your platform 04:39: for the upcoming season. We want to help you differentiate the expectations 04:43: and tasks between those of providers, and those of the Client Success 04:48: Team during the process. So, what's on you and what's on us. Additionally, 04:52: we want you to know how group structure impacts three key areas of 04:56: the app: your forms, your reports, provider access. 05:00: Sometimes group structure can be a little overwhelming, 05:02: can be a little daunting. My friends 05:05: Lindsay Wood, Eve wood, the Wood sisters of no relation will 05:10: give you, will help make you a genius yourself 05:13: when it comes to group structure. Additionally, we want you to 05:19: know how to compile required session information, complete your, 05:23: to complete your group structure and then know the best way to work with your team 05:27: to build a structure based on your needs. 05:30: So those are our objectives. Sounds super fancy, doesn't it? Lindsay 05:34: Eve, you're impressed. Yeah. 05:37: It's very professional. It's really great. 05:40: Super professional. That's the way, that's, 05:42: that's who we are, nothing but, but professionalism. 05:45: So, all right, well Lindsay, I am going to toss 05:49: it your way first and the best way to 05:53: jump on in seems to me 05:55: let's, let's just start with an overview. 05:58: Let's start with a life cycle or the overview 06:02: of launch process and we refer to as the life cycle around here. 06:06: So, the proverbial Zoom floor is yours. 06:10: Thanks Phil. All right. So in order to get started 06:15: on your season or your next program, we have you submit 06:19: and you may have already submitted. It may be new to you, 06:24: our sales team might have helped you out with that first round, there could be a vary, a variation 06:29: of points you're at in your submission stage. This 06:33: checklist that you're seeing here is sent to you 06:37: in what we call our onboarding outreach. If 06:41: you don't have this, then your Client Success 06:44: Team is happy to share this with you. From the submission, 06:48: we receive an alert and the submission happens inside the application 06:52: under the Setup tab. And from that submission, we receive 06:56: it and review it, checking over your group structure and 07:01: any build notes that you may have, 07:03: and then confirm that submission in which gives you a tentative 07:07: timeline of when we'll be able to, when 07:13: we'll be able to launch your process. 07:17: And when we receive it and confirm that, there's a couple 07:21: of things happening behind the scenes: Eve or your Implementation 07:25: Specialist, is building out your test account and then your Client Success 07:29: Manager sends you a bullet points on things that you can do in the meantime, 07:33: while you're waiting for that test account. So updating your notifications, custom wording 07:37: to the 2024 season, 07:40: making sure your tags are up-to-date, your reviews. If 07:44: you have registration, your ACH information and it's all on this list 07:48: to make it nice and clear. Once that test account is built, 07:52: Eve or your Implementation Specialist is going to send it your way and that review 07:57: process starts. And so you're going to look at that account 08:00: as if you are a participant and review everything in the health 08:04: profile, to make sure it's there and correct. 08:08: And everything's in the order that you like. To 08:10: then if you have registration, reviewing that registration 08:14: piece. Once everybody is in agreement of 08:19: everything's ready to go, then we are ready to launch that account 08:24: and so we'd like to just mention that when we're talking 08:28: back and forth, when you're working with your implementation specialist, it can take two to four 08:32: business days for your request and changes to be complete. 08:36: And that's a really good thing to keep in mind when we're working on that timeline and 08:40: that launch date. Anything you have that you need, can be met 08:44: with those expectations. Did I miss anything? 08:50: That seems good by me. Eve did, was there anything that jumped out to? You 08:55: know, I think you nailed it. Nice. 08:57: Nice. And Lindsay 08:59: kept talking about, you know, she would say Eve, your implementation specialist. 09:03: I think this is actually a good example we have with us today, because Lindsay and 09:07: Eve are Partners. We refer to them as pods. 09:10: So Client Success Manager, Lindsay, works alongside Implementation 09:14: Specialist, Eve and we have a good number of different pods. 09:17: So, Lindsay and Eve, maybe your team that you that you work with, so 09:22: they work in tandem where Eve's doing those builds and edits and Lindsay's doing a lot 09:26: of the communication throughout the year and that sort of thing. 09:29: But Eve may know the ins and outs of the actual structure and the way it's 09:33: built and the forms and all that. So so this is a good example here that 09:37: you're seeing today. You'll see in the chat that that our 09:42: team shared that list with you if that's something that 09:46: you want to keep in front of you right now, you know. 09:49: Download that, save that to your your computer, and you can be aware 09:53: of where you're at in the process. So awesome. Lindsay, 09:58: what for a lot of your new organizations, what are some of the 10:03: places where you find them getting tripped up when they're when they're getting ready 10:07: for that, you know, for that new season? What's 10:12: a common common mistake? Yeah, I 10:16: would, I wouldn't say mistake per se, 10:19: but more like common threads that we see is, understanding 10:26: the group structure, which I hope there's a lot of clarification in today's webinar, which is great 10:31: because that is a hard thing to think. 10:33: It's really big picture thinking, and then not submitting because you 10:37: don't have your dates confirmed yet, and we can get started and review things 10:41: as you're finalizing the dates of your sessions. 10:44: So that can be added later on down the road and everything 10:48: is in place as it needs to to be. Yeah, that makes sense. 10:52: That makes sense and Eve, same, same question to you, just you know Lindsay's 10:57: help, helping organizing them and prompting them, getting, getting ready 11:01: to get stuff going. It winds up in your lap as far as like, okay, 11:06: it's ready, what are some of your common conversations back and forth that you see? 11:11: I would say, to echo the group structure kind of goes with 11:15: what permissions, what restrictions to the health profile 11:20: for different participants. So if there is staff, campers, different 11:24: groups, what kind of access they should have to the health profile 11:28: and kind of communicating, what, what forms are needed for 11:32: each participant type. Yeah, that makes sense. 11:35: And that's-- you guys are setting us up so well for for the upcoming sections 11:40: here. It's almost like you knew in advance. Well, let's 11:44: find out our friends who are here with us today. 11:47: We've got a quick poll we'll throw up. 11:51: How about put up? Throw up doesn't sound great. Let's go back to professionalism 11:55: Phil. Here's a poll. 11:58: Where are you at in the process for the upcoming season? Maybe you haven't started yet, you're 12:02: just trying to get an idea. You wrap your mind around it, maybe you're in the midst of gathering 12:06: forms. You're waiting on some, some authorizations to come back or you're looking to make 12:10: some changes. Maybe you're already working with your team here in the midst of the review 12:15: and edit process, or maybe you're just showing off because you're already launched. 12:19: So, let's see where we're at. 12:21: All right. Looks like a lot of us so far we're in the preparation 12:25: season. Got about, there we 12:29: go, about a third to two thirds haven't quite started yet 12:34: and third str in the midst of gathering form. 12:36: So this is good again, good preparation and planning. 12:40: And I think you're going to walk away from today with a good number 12:44: of resources. By the way, side note, one thing I forgot some 12:49: of you joined us late. You can feel free, 12:52: if you have questions that come up, feel free to use the question/ 12:56: answer box below or throw in the chat, and we'll keep an eye out there. 12:59: So, great. 13:02: Well, let's let's talk a little bit 13:06: more about, about as we prepare for the season. 13:11: A good number of our friends here today are in that preparation phase, what 13:15: are some tips and tricks that you would suggest. 13:18: I mean, we talked about, you know, talked about making sure to know 13:22: what's permission to what, you know, I think one of the, one of the big Ideas, 13:26: I always tell people is work your calendar backwards. 13:30: If you know you want to be live by January 1, at a minimum, 13:34: you want to have stuff to us six weeks ahead of time. 13:38: We know if it's January 1, we know we're going to run into a month full of holidays. 13:42: So how do we plan and what's our timeline there? So I always tell people, there's no 13:46: reason you can't start early. Once you have your stuff ready, you can really 13:50: get the ball rolling and you're going to take a lot of pressure off of yourself 13:54: and your team as well. So, starting early is always one of the 13:58: biggest things I would tell to the clients that I worked alongside. Lindsay 14:04: and Eve, I'll toss it over to you to you both and just see what thoughts 14:08: you have as far as other tips that you like to give. 14:14: One of the tips I like to give is we know you're working with your 14:18: team's. There might be more than one voice in the room, but communicating that 14:23: through that one person back to us is really helpful 14:25: so there's nothing contradicting itself, as well 14:29: as, as gathering as much as the changes in one review 14:35: session, or turnaround as possible because our 14:39: IS's are amazing at getting everything completed in those 14:43: 2-4 days. So as we have it all and makes it easier to 14:47: get through that review process sometimes faster than expected. 14:53: That's, that's a great, great reminder too, you mentioned the one point of contact 14:57: that really makes our life a lot easier too. 15:00: We don't have to sometimes play the middleman, I'll say it for them because I don't have 15:04: any of my current clients on here, but sometimes if we have two or three people 15:08: from the same organization, say, can you do this? And can you do this? It's conflicting. 15:12: Now, all of a sudden, we have to play that middle person. 15:15: So we really encourage as much as humanly possible to have one 15:20: primary contact that that Lindsay and Eve are going 15:24: back and forth with and so, you all work as a team on your end and then have 15:28: your point person communicating with us. 15:30: So that's that's a big one. Eve, what's 15:34: another, another tip that, that 15:38: you give, give to people there. Um, I would say, communication 15:44: where if you're taking vacation or yeah, 15:50: just communicating, we're a team, letting us know, when you'll be out 15:55: and how that might affect the launch process. 15:57: We'll, we'll try to get as much done as we can before 16:01: your vacation, but it really is a team effort to to get it 16:05: launched. And we want to work with you to get that launch date. 16:12: Definitely, just started talking without pressing unmute. Yeah. 16:15: The communication is a big deal. 16:17: You have your schedule. You have your organization's and program things happening. 16:22: And so let us know what windows to look out for and let us know when you'll 16:26: be off the radar, off the grid and and we do a pretty good job of communicating. 16:30: Hey, you know, our team and timeline is such and such. 16:34: So absolutely, that's that's great. 16:36: A few other things I like to point out to people before we move forward 16:40: into the next section is, and I think Lindsay touched 16:44: on this earlier, make sure to submit all your forms at once. 16:48: Make sure to submit all your forms together so that you're not dealing 16:52: with, you know, coming back later and it just makes it a much 16:56: smoother smoother process. So and then very simple 17:00: one that I like to tell people to try to keep things in one e-mail thread. 17:04: If you if you compose a new email every time you're 17:08: having to go back and look in different places and we're having to go back and look in different places. 17:11: So, just keep one long thread that really helps, helps 17:15: our team consolidate, helps you as well. 17:18: So all right, those are my tips and tricks. 17:21: Let's move on to group structure. 17:24: If you are heading into your your first season, 17:28: you just completed your first season. You're heading into your second season. 17:32: You might remember this from when you were working with the sales team or maybe you are heading 17:36: into your your third or beyond season. You might remember this daunting spreadsheet 17:41: and and some, some people look at it and they can totally see it right away. 17:45: Others look at it and it feels like an intimidating, 17:49: intimidating spreadsheet in front of them. 17:52: We're going to talk through group structure, what that means and how that impacts the different 17:56: areas of your app. 17:58: So Lindsay, I think you're going to take the lead here? 18:03: Absolutely. So, to preface, 18:06: preface, this I want to say that I'm a former camp director myself, and 18:11: when I first came on working at DocNetwork, group structure was 18:15: a hard concept to really fully grasp. 18:19: It's, it's really thinking 18:23: about the big picture and we're thinking long-term to ease 18:27: your life. So the first year is going to be the most confusing, and 18:31: then it's just going to, you're just going to get the hang of it more and more each each season. 18:36: So the group structure is the hierarchy in 18:40: which sessions and programs are organized wthin the application. 18:44: And I've heard a few examples of kind of giving an 18:48: example of what that means, and I usually pick the tree example. 18:52: So, we have different levels of the group, starting 18:56: with the trunk, we're going to start with the strongest base 18:59: first, the most common core information of your 19:03: structure, and then we're going to continue to branch out, whether it means 19:08: type of programming or a season 19:13: and then the year and then down to the individual session. 19:17: So I'm going to share my screen here and the 19:22: original, what we start with, is going to look pretty familiar to 19:26: most of you, because, as Phil said, when you're working with that sales 19:30: team, we want to know as much about your programming that's going to live in campdoc 19:35: as possible. So it may be the session 19:39: type whether it's day camp, resident camp, 19:42: after school, preschool, one-day session, 19:47: weekend, something. Something along those lines to what 19:52: year or what season is going to run and then down 19:56: to what sessions you're offering because you could have 10 weeks of 20:00: summer camp and then this is without 20:05: the registration piece of it, but the start of the program the end 20:09: of the program, when you want those health forms, due by. 20:13: And then when you have the lockout date for those health forms 20:18: and just as a quick reminder, a lockout day is only 20:23: when those forms are 100% And then the participant 20:27: can ask for an extension and you get an alert of 20:31: what' section they want to change on that. If it's not 100% 20:35: filled out on their form yet they are not locked out of their forms past 20:39: that date. Just as a little reminder there. 20:43: So from there, from this spreadsheet here with 20:47: the headers being programmed season and session, we take that information and 20:52: form your group structure. So it's an easier 20:56: way to grab the information 20:58: you're looking for within, within the CampDoc app. 21:02: My first tab here is 21:07: a program based group structure, so it's not too different 21:11: from what that first tab 21:16: look like and so L1 is like level 1, this is our trunk. 21:19: This is our main point of focus has with our groups: day camp, 21:24: resident camp, and after school. Level 2 L2, is 21:28: what year it's running in, for after school, sometimes we even see the 21:32: whole like 2023 to 2024 in that level. 21:37: And then we can even break it down if we want to know the 21:41: camps by their age groups or 21:45: like in my example, of resident camp here, 21:47: it just goes straight into week 1, week 2 without needing 21:52: to know that. So it's really good to start thinking about what kind of 21:56: information am I pulling? What do you my providers need to do on a regular basis 22:00: compared to, like what I'm pulling for grants and for historical 22:04: data and budgeting purposes throughout the year. We 22:09: can even include seasons within 22:14: the group structure. So maybe my fall health forms. 22:17: look different than my summer health forms. 22:19: And so by having that in our level 2 column, Eve's going to touch 22:24: on this a little bit more later, but it helps break up the information 22:28: more clearly. And and if I want to know 22:32: my numbers, like my participant numbers based on season, this 22:36: is going to be an easier way to pull that. This is also by location. 22:40: So if you have a larger organization that has separate 22:44: locations may be having L1 with the location 22:49: and then the program type makes more sense for your group structure. 22:53: And that's what your team is here for too. We want to help you navigate 22:56: what information you have and what 23:00: information you need when you're looking at your your profiles, 23:04: your numbers by the week, by the whole group, all of that 23:08: information. It may be helpful to point out too Lindsay and 23:12: I think some people may know this but just for clarity as Lindsey's working through these different 23:16: tabs here. You know, you would have just want one group structure, 23:21: right? So maybe you're looking at this one and you are location-based. 23:24: This is the group structure, that would work for you. 23:27: You wouldn't change it year in and year out or you wouldn't say, oh, I want 23:31: to look at mine now and these others. So what Lindsay's 23:35: point here is, is figuring out what's the best for you and what works 23:39: best. That's where she said, working in tandem with your group. 23:42: I just want to point out, sometimes I think people can get overwhelmed by all these and just clarifying 23:47: that, you know, this is an example, these are all different examples 23:51: and we see a wide variety of different structures based on an organization's 23:55: need. So yes, thank you Phil. 23:58: Yes. So we will maintain your group structure from year to year. 24:02: So as I was saying at the beginning, 24:07: the first year is the hardest to grasp. 24:09: But this Group structure is really that big picture thinking of the many 24:13: years to come with using the system and collecting 24:17: that information. So you could go back and say, okay how many total people have 24:21: I had for day camp in the last 5 years. 24:25: You just need to pull day camp in the list builder and you're going to have your number. 24:30: The last example, I put together here is a more 24:34: simplified of the location without the season. 24:38: So just listing those locations to the, to 24:42: the year and then the session name there. 24:46: Yeah. That was a great point Phil. Everybody's group structure might 24:50: look different. Your team is going to work with you on your best group structure 24:54: that makes sense for your organization. And 24:59: and before we hand it over to Eve just to follow up that point Lindsay maybe 25:03: it's good to unpack, why is that important, as far as you know, 25:07: working with what's what's important for your organization. Like 25:12: why is it important that we give you that flexibility rather than us just saying, okay, 25:16: well, this is the box you have to fit into. 25:20: Yeah that is a great question. So your program is unique to your needs 25:24: and your information that you deem is important 25:28: is going to be different than what I may think. 25:32: So I don't want to assume that your most important is to look at the big numbers 25:36: all the time. Maybe it's just most important for you to look at each week's 25:40: session as you're running Camp, to 25:45: just making sure that it it's understandable 25:49: for you and your providers as you're working in the CampDoc system 25:54: and pulling the information, but I'm going to let Eve talk more on that piece. 26:00: Thanks Lindsay. Yeah, so it's, group structure 26:04: is very important as we learned for the how 26:08: you're going to use the list builder, how you're going to pull reports with that 26:12: information. Another key part of your 26:17: group structure is how it will function in the health profile. 26:21: So, if we build out the group structure, 26:27: Lindsay if you maybe want to share your screen, again, we can like 26:32: talk them through with a visual. 26:37: So if you want like location a 26:42: to have a different question than location b, 26:45: or if it's a camper versus staff, you would want different 26:50: questions or there's different requirements. 26:53: Less needed from staff in the health profile. 26:56: We use this group structure to restrict 27:00: questions or sections in the health profile. 27:04: So we can go down multiple levels, if day camp 27:09: has a certain session in L2 that has different 27:13: needs, we can either, we can restrict certain questions from day camp 27:18: to horse camp 27:21: for example. So we use that group structure for 27:26: permissioning/restricting 27:29: certain parts of the health profile as well. 27:34: Yeah, that makes a lot of sense. Especially when you think of, you know, maybe in our example, 27:38: you can't come up with some examples, but we work with a lot of universities, for example. 27:42: So maybe at their L3 or L4 levels, 27:46: it might be soccer camp, might be their L4 27:50: program. And there might be another L4 that says, you 27:55: know, computer engineering. We might have a concussion waiver 27:59: form that's required for a soccer camp, but they probably don't 28:03: need that for the computer engineering, unless it's a very physical computer engineering 28:07: program, so, you know? So it gives that ability to 28:11: customize those questions for different sections 28:16: and it's not just the questions too. We can also, what 28:20: about the staff side of things? What about, how we can give 28:25: different limitations and access, do we want to touch on on that as 28:29: well, there Eve? Yeah, like provider roles. 28:33: Yeah. Yeah. Yeah. Yeah. So when you're setting up certain 28:37: staff to have permissions access 28:41: you set up a provider role and based on what you register 28:45: that provider as they'll have access to those profiles. 28:50: So if you only want staff, that staff member to have 28:54: access in 2024, you would register them to the second 28:58: level: Staff 2024. If 29:03: you wanted them to have it for a certain session, like basketball 29:07: camp, you would register them to the basketball camp level. 29:13: Awesome. Yeah, that's super helpful. And we really encourage you to make 29:17: sure that you understand which providers have access to those different 29:21: sessions and no more no less. 29:24: Right? No no less because they need it for for the participants 29:28: that they're interacting with no more because we want to protect that that privacy. 29:32: We want to protect that data that may not affect and impact those 29:37: those staff as well. 29:39: So, Eve and Lindsay, we gotta a question 29:43: come in and I think this is helpful for a lot of us. 29:47: This individual has recently taken over for a previous co-worker in setting this 29:51: up for camps. I don't think I'm getting all the information so I'm unsure how it all works 29:55: still. They have multiple camps and and one 29:59: person has set it up. So how would it affect the setup stage? So, going 30:03: back to what we said earlier, with multiple people, and we have multiple 30:07: different locations. Lindsay, how do you typically recommend an organization 30:11: that's in this situation. We have multiple sites and multiple different needs. 30:16: What's a, what's your advice there? That's a great 30:20: question. We see that quite a bit. We see a lot of people get promoted to new, 30:24: new hires coming in and taking over roles and CampDoc kind 30:28: of is now your responsibility. 30:31: First, I want to recommend our new 30:35: provider toolkit. It's absolutely beautiful tool 30:40: that will help you learn the process and give you some back 30:44: knowledge of the overall view of 30:48: CampDoc. The second piece I would recommend is reaching 30:53: out to your Clients Success Manager, your team and 30:57: setting up a 30-minute call overview of your specific organization. 31:02: They're going to have that back knowledge of how 31:06: the group structure already exists in there to 31:10: helping you set up and get you a what we call our spreadsheet, 31:14: group structure. You'll hear both terms sent over to you, so we can go 31:18: off of what happened last year and just update it to this year. 31:23: And then, as far as the piece, where like, you're that one point of contact 31:27: for all locations, touching base with those other 31:31: providers of the at those locations and just making sure you're all 31:36: on the same page moving forward 31:38: to what your needs are in the CampDoc application. 31:43: Fantastic. Yeah, that's super helpful there. 31:45: Thank you, Lindsay and Lindsay mentioned that New Provider 31:50: Toolkit that Gabi threw in the chat there. By the way, 31:54: shout out to Gabi. Gabi, just, I'm telling you, this is fresh, 31:58: you know, hot off the presses. That the right phrase? Fresh, fresh 32:02: off the press. It's straight, new, fresh. 32:05: I don't know what the phrase is. I'm looking for help everyone. Someone stop him. 32:09: It's just hot off the presses because I don't know. 32:13: Heat. Yes. Alright, there we go. Hot off the press. 32:16: So. Oh, thank you. Thank you, Aris. 32:18: Yeah. That's, that was dangerous there. I don't know what just happened. 32:21: Any way highly recommend that. We're going to talk about resources at 32:25: the end, but that literally, we showed that to our team earlier today and 32:31: we encourage you to use that like you to use your like your 32:35: you, your car manual. You don't need to read that through front to back, but you're going to look 32:39: at different sections and say, okay? This is what pertains to me, 32:43: pertains to me right now. Definitely recommend you diving in 32:47: so as that's very hot off the presses as we all know. 32:50: So it was painful. All right let's do a little little 32:55: interactive activity where yeah yes you definitely saved us. 33:00: We talked about group structure. I'm going to show you another example here and I 33:04: just want to talk through this and I want you on your end as 33:08: a provider here to look at 33:13: Okay, you can look at my example but I also want you to consider what 33:18: your camp, what your organization, what your organization 33:22: or program is set up like. Lindsay shared the tree illustration, and 33:26: I saw her smirk because she knows my favorite illustration is a ridiculous 33:31: Russian nesting doll illustration. 33:33: I imagine it as the, the level one, the L1 is the 33:37: biggest nesting doll, right? Everything fits inside 33:41: of that until you take that next level down in, it fits 33:45: most things, but not everything and so on and so on. 33:48: Until you get to that smallest doll that's got the smallest permissions and that sort 33:52: of thing. So makes sense here. So in our case, Camp 33:56: Maple here and just for for conversations sake, imagine 34:00: Camp Maple is your typical summer camp but 34:04: its maybe associated with a school, so they also have some after-school programs 34:08: throughout the year. So you can see at a very basic level. 34:13: They just have their forms broken up into two different ones, camper and 34:17: staff. And then 2024 for the upcoming 34:21: season. And then for them, they have some school year programs 34:26: and then Camp Maple Leaf and Camp Maple Syrup. 34:31: By the way, are we syrup or syrup people? My wife gets upset at me, that sometimes I 34:35: say syrup' but she believes syrup is that is the proper 34:39: pronunciation. You can throw that in the chat and if we can win that out, maybe 34:43: I can win that, win my wife over. So so 34:48: then you see further sessions and so on. 34:51: If you had session one, and you realized this next year, 34:55: we're going to add an AM/PM session. 34:58: You can simply take this, you could add a new line in, insert one 35:02: row below and now suddenly we can-- it's going to be the same day 35:06: but we'll just you know cleverly call it a.m. 35:09: and p.m. you can do that. 35:11: And now you have one more level there as well. 35:15: Maybe you do it by, maybe you do it by again, 35:20: whether it's time of day, that sort of thing. So that is a sticky debate. 35:24: I see what you did there, Eve, nicely done. What I want you to do 35:28: on your end, and again, maybe some of you already have this, 35:31: you already know it. Consider, what's your L1 35:36: and L2? What's your most important? And what's kind of your secondary 35:40: important? And again, we want to use this to think through reporting functionality. 35:45: We want to think through what is the way 35:49: we assign roles. It's helpful, not just for 35:54: you to think through that, but it's also helpful 35:56: for others to see well what other people are doing. 36:00: So, I'd love for you to take a look at that and see what makes sense, 36:05: and throw it in the chat. What's your, what's your L1? And 36:11: yeah, offer some feedback there. I thought of another 36:15: tip, Phil. Yeah. Oh bring it on. 36:18: Yeah. Not every group is going to have the same 36:23: number of levels in the structure and so don't worry 36:27: if one only goes to level 4 and the next type of group 36:31: only goes to level 3. So it could be different depending 36:35: on the group type. Absolutely. 36:37: And just for clarity to what Lindsay's talking about, even within your own organization, too - 36:41: like your own organization may have - again, I work with a lot of universities, 36:46: so those come to my mind - so it was not uncommon for some 36:50: of them to only have out to L3 and then others have out to like L7. 36:54: So that number can vary between different 37:00: between not only from organization to organization but even within 37:04: an organization. So Alright. 37:09: I didn't see any any answers come through in the chat so I'm going to assume that just means 37:13: we've already got it all figured out, we know our L1, we know 37:17: our L2, our hearts are clear. Don't stir it up a little bit. So 37:21: that's what we're going to do. We're going to keep things moving and I'm 37:25: super excited to share with you 37:27: this next part that Eve is going to walk you through. 37:30: This is a new tool, a new resource. 37:35: If you've been with us in the past, if you've been with us in the past 37:39: and it came to your review and edit season, you might remember 37:43: the let's not say 'dreaded,' let's go with 'blessed' Google 37:48: Doc Word document that was shared back and forth and 37:53: Eve, Lindsay, what's the longest document you've seen with a number of edits, 37:57: number of pages? I mean you guys have worked with some pretty intense 38:01: orgs. Eve's hesitant to share. What's the highest one? I feel 38:05: like we've gotten up to 70 pages. 70 pages 38:09: of requests? Well I think a lot is like copy, too, like copied 38:14: the language. So yeah. 38:16: So big pages but yeah it's a big document dump and 38:20: it can be overwhelming. It has been over overwhelming before for sure 38:25: but it was a good way to make sure we weren't missing everything. 38:28: It was a good way to make sure one common document, you know, stuff doesn't get lost, 38:33: but we're excited to debut this 38:36: new tool called BugHerd. Eve has been working with it with a number of 38:40: her clients for - I don't know, Eve, has it been about a year behind the scenes 38:44: off and on a little bit? I mean with groups here and there for you? Six 38:49: months? Six months. Let's go with six months. 38:52: So but this is the first year, we're kind of rolling it out for 38:57: everyone to use. So I I know sometimes learning 39:01: something new, it takes us a minute, because we feel like, 'oh wait, I gotta, you know, I'm not 39:05: sure if I I know this.' It'll take you a minute but your life is about to get way 39:09: easier for you. So so Eve, 39:12: no pressure, but do you want to debut BugHerd? Yeah, 39:17: I'm pumped. I'm pumped for you, pumped for me. 39:22: There's a lot of Pumped up in this happening. 39:25: A lot of energy coming at you. You know, Eve, this is hot off the presses, too. 39:30: Yeah, it's hot. It's hot and sticky. 39:33: Alright, so, we discussed 39:38: broadly about the launch process and reviewing 39:42: the account and how that process goes. 39:45: But we're going to dive in a little closer 39:50: to BugHerd. 39:52: So BugHerd will be our new tool when we review 39:57: the Health Profile. So let's step back, 40:01: you've submitted, we've received 40:05: it. And we have your launch schedule. 40:08: The IS will send you a test 40:13: account for you to review. 40:15: The test account is the view that the participant 40:19: will see, so you'll be able to review your account as 40:24: a true participant. Once you receive that, 40:28: you'll get an invite and you will set up BugHerd. 40:32: We'll have written documentation for 40:36: you to follow directions. It's 40:39: pretty simple. We have Support ready to help you. But 40:43: you download Google Chrome Extension and you have BugHerd. 40:49: Once you've logged in, you will see your 40:53: organization account here and 40:57: you will select it. It will give you a login screen. 41:02: Mine, I already logged in so you don't see that view. 41:06: But your IS will have sent you some test account credentials. 41:11: So you will log into your account. 41:15: And here is your beautiful Health Profile. 41:19: So this is, you know, kind of standard of what our old process was, 41:24: however, you used to view the Health 41:28: Profile, and then write notes on a different document as you 41:32: go. This new tool lets you suggest 41:38: edits and put in requests right in the Health Profile as 41:42: you review. So here's your little BugHerd extension, 41:47: and let's click on the Health Profile. 41:51: Alright. So as you review, you 41:56: can go through and request changes. 41:59: You can tag an element and that will specific it - 42:03: specifically let you select where you want to edit. 42:07: So let's add a request. 42:17: Extra small, we want added. 42:20: So you create this task. 42:24: And that gets sent to the ISs. So 42:28: you'll do this in rounds. You'll go through the whole Health Profile and 42:33: you'll submit your edits. 42:35: If you want to make a change to this entire 42:40: page, if you want to remove this 42:45: section, then you can create a task 42:49: tag in the entire page so there's a few different options 42:53: of how you can request a change. 42:57: If you - let's go to Authorization - 43:02: so if you're tagging this and you want a whole new 43:07: authorization replacing this, you also 43:11: have the option to add attachments, so you can add 43:16: in your authorization document right in there. 43:21: 'Please... create, 43:27: attach.' So once you 43:31: have gone through your test account, 43:36: you will then - all this saves 43:40: automatically so no need to - every time you tag 43:44: an element, every time you make a new adjustment request, it's 43:48: already saved. So then you'll just email your IS 43:52: and let them know that all the edits are in BugHerd and 43:57: we can go in on our backend and 43:59: see exactly where you're requesting 44:02: these changes. We get a nice screen shot, we get the exact location, 44:07: all all of that. So it really streamlined it 44:11: and made it more clear for us to make these changes 44:16: exactly as you're requesting. 44:19: So I am very excited. I love this so much. 44:22: Even in the top right corner there, that shows the tasks, 44:27: right, that they've already requested so they can see what 44:31: they've already submitted so far, is that right? Yeah. 44:35: So here are old ones and 44:39: if - once 44:43: the IS - this looks a little funky because it's a test - that's the beauty 44:49: of test account sometimes, but we get the idea. 44:53: Yeah, so then you can add comments and then the IS can 44:57: respond right here and you'll see, you'll see all of them - 'testing.' 45:03: That's so great. And then I can attach a file back to you 45:07: and vice versa. So, all them live here. 45:11: What about, Eve, in the case - and I know this is something you talked to me about - what if like 45:15: you made the change based on my request but now I realize, 'oh you know 45:20: I thought either you missed it' or 'I wanted it slightly different.' 45:23: Can you talk about the - I know it's like the mark is open, mark is closed, 45:27: and where that would be beneficial. Yeah, so if you - if 45:32: I - if you've requested as the provider, the 45:36: org, a change and I, the IS, have written, 45:41: 'it's updated,' and you actually want something different 45:45: now, or 'I want this adjusted,' 45:49: you'll add a little comment here - 'add 45:54: back in,' and then you will want to adjust this. 45:58: You can mark it as 'closed.' That will archive the change. 46:02: You'll want to mark it as 'open.' Yeah, because if it's marked as 'closed' 46:06: on your end, you're not going to see that, right? Because you, you're under 46:11: the assumption that all this is set. So yeah, so that brings it back to 46:15: my attention that oh, this is reopen, this task is reopen, 46:19: I'll take another look at it. Yeah, absolutely. 46:22: Absolutely. I would love to see - throw in the chat 46:25: if you've been around before you've seen this. I'd love to hear some of your 46:29: initial thoughts on what BugHerd looks like. 46:32: If there's some questions that you have, this is a great spot to get those questions answered. 46:36: This is our first full season doing it. 46:39: So like I said, we know Eve and one or two other of our ISs have 46:43: been piloting it behind the scenes and working out a lot of the 46:47: kinks as we've gone, but we're feeling pretty confident. 46:51: But if there's questions that you have, this is a great time to get those questions answered. 46:56: Eve, from your end, what kind of a difference has this made 47:00: in the work that you do compared to working in the document and, 47:04: and all of that? What are you seeing and hearing from providers? Yeah, 47:08: I'm loving this. I'm getting lots of feedback - positive feedback - from 47:13: providers. There's a little bit of a learning curve just of like, 47:17: downloading the Chrome Extension, but it's pretty simple. 47:23: And there - it kind of can make it more efficient. 47:27: You're not guessing, there's less guesswork in 47:31: what - where - an edit is. The providers - 47:35: you don't have to go from one document to another while you're reviewing, 47:40: and then mark it over here, keep looking. 47:42: And we're - we usually have two screens. 47:45: A lot of other people might not be working on two screens, so 47:49: it can be a little challenging having two locations for edits. 47:53: So this really streamlines it. Absolutely, absolutely. 47:57: Makes life a lot easier all around. And like, like 48:01: you said, with anything new, there's always a learning curve. 48:05: We have created some resources. We have a couple of resources that are literally getting completed 48:10: this week or next, and they'll be live with that. 48:13: I know Eve worked with me on creating a tutorial video, 48:17: so you can kind of step-by-step go through. That video is complete. 48:21: I think that Support page is getting published in the next couple of days, 48:25: so that'll be out within a very short time span. 48:29: So stay stay tuned for resources there as well. 48:33: So, Yeah. 48:35: Fantastic, awesome. Thank you for all your work on that, Eve. 48:39: It's going to be a great improvement for our providers 48:44: going forward. So, awesome. 48:48: Well as we wrap up, what we want to make sure - 48:52: we want to make sure we get to any outstanding questions. 48:54: So if you've been sitting on a question, feel free to get that 48:59: in. In the meanwhile, while you're doing that, we have a few things 49:03: we want to share with you. Number one is 49:08: a bunch of resources. We have a whole lot of resources 49:12: at your fingertips. As I mentioned at the beginning of our time together, 49:16: we've got a Training team that I'm a part of, and our 49:20: team is just - our job is just to create resources for you 49:24: and to make your life easier. You've made this investment in CampDoc or 49:28: SchoolDoc and we want to help you use it to the fullness of its capabilities. 49:32: So we have Support Site articles - 49:35: I know Gabi's been sharing with you throughout our time today. 49:39: We have a full tutorial video library. 49:43: We have online courses that are being created very regularly. 49:47: In fact, we have one on Onboarding, 49:49: so if you want to do like a learning course, at your pace, we have those 49:53: available at DocNetwork University. 49:55: Those there's no cost to any of those things that I mentioned. 50:00: That being said, we're excited that this is the first season where 50:04: we are offering customized, personalized training for you 50:08: and your team. So maybe as you're getting ready for this upcoming season, maybe 50:12: as your medical staff, there are a lot of volunteers who invest their time, but 50:17: you want to make sure they're trained properly or your program staff is getting ready or 50:21: hey, we're all new and we just want to fold training. 50:23: We have our training, team offers customized Training 50:27: Services. There is a cost associated. Customization. 50:31: But otherwise it's a great opportunity to take some of these 50:35: learnings and be able to customize them to your organization's need. 50:40: So if that's something you're interested in or have questions about any of those 50:44: other things reach out to your team as well. 50:49: Additionally, we do have a new newsletter that goes out to our primary providers 50:53: once a month. Our first one just launched last month and it is chock full of all 50:57: sorts of resources. So if you're not, The primary provider you can 51:02: reach out to your team and say hey I would love to get a copy of that or 51:06: you can reach out to your provider and say quit hogging stuff I would appreciate it if 51:10: you send it to me please and I'm sure they would love to do that as 51:14: well. We have coming up just in 51:18: case you're new to all this. We do webinars twice a month 51:22: and this was our first month kind of back in the saddle again and 51:27: coming up the third Thursday of every month. 51:29: We always do. New provider webinar. And we typically see about, I 51:34: would say 50 to 70% or brand new providers, and the rest are people 51:38: looking to refresh themselves on on the 51:43: campdoc. The schooldoc platform and find their way around again. 51:47: So our next new provider webinar is Thursday, November 16th and 51:52: then additionally in the month we also do what we call a feature webinar, just like today 51:56: where we focus in on onboarding and group structure and Bug heard. 52:00: Our next one next month will be on groups, rosters and registration 52:04: setup. So if that's something that's important or value to you, or you have a team 52:08: member in your organization who oversees that, let them know that that's coming up on Wednesday, 52:12: November 8th at 2 p.m. 52:14: Eastern. So, those things are definitely on the horizon. 52:19: We have recordings of all these so if you can't make it, we'd love to get those to you 52:23: as well. So, Alright, last thing is 52:27: we as we wrap up, what would be a great benefit? Is, 52:31: we'd love it if you through in the chat. 52:34: Something today. That's what's one thing you learn. 52:36: That's one big takeaway for you. It's helpful for us 52:40: to know where to focus in. Frankly, it just makes us feel better. 52:45: I mean, Eve Lindsey don't you always want to watch? Always want to feel good. 52:49: I mean yeah we want to we want to feel good. So no, we'd love to know what was super 52:53: useful. It helps us to know where to pour our energy and resources 52:57: so throw that in the chat even if it's just to humor me and 53:01: make me make me happy. 53:04: So Eve Lindsay when it comes to 53:08: this conversation while we wait for those responses, when it comes to those, this 53:12: conversation, any big idea. 53:14: Any last thought that you want to make sure to communicate to people 53:18: that, you know, hey, here's something we really encourage you. 53:24: You just reach out to your CSS team. 53:27: We're here to help you if you're new. 53:31: If you're returning, just always feel free to reach out 53:35: and, you know, on board as you know, it's 53:41: no harm in our onboarding early. 53:43: So we're here to for the Long Haul. 53:48: Absolutely. That's that's great for sure. Definitely communicate with your team. 53:52: That's this is literally our day job. 53:54: Let us help you with that. You have people like Eve and 53:59: Lindsay. We have fun with where we work, and who we work with? These are 54:03: great people. Every one of the team members here are happy to help you out. 54:06: So Lindsay, what about you? What's big takeaway for you or 54:10: big? Reminder? I even had some great points on 54:14: and just to reiterate, we are here to help And 54:19: and it does not hurt to on board early. 54:22: If you have a hard launch date in mind, the earlier, 54:26: the better, we can always have everything ready to go and and 54:31: it can sit down and dormant for a couple weeks, 54:35: but you just know it's ready and available for you when you're ready to go. 54:39: So no harm and submitting early, that's great. 54:42: And that's you reminded me, when's? It may be helpful for you to know our season 54:46: really ramps up, You know, coming up here in the next 54:51: month or two and then pretty busy through March 54:56: april-ish. So if you're wanting to get it get it in the sooner you get it in 55:00: the better. You are the quicker you get to the front of the line because once that line starts building, you 55:05: got to wait in line. So love seeing these responses here too 55:09: by the way thank you Darlene Love that you're excited about bug heard 55:13: as Gabby said, so are we? That is definitely great to hear 55:18: Aras. Welcome. I know, it's can be a little intimidating, I 55:22: would encourage you, or anyone else who's new and you're like, okay, I got a good start, but 55:26: now, I'm still not sure like Lindsay said earlier, just say, hey, I've got a good sense, 55:30: but can we just hop on a call with with your client success manager and they'll 55:35: they'll baby step you through this thing. 55:37: So and of course, Gabby's takeaway was 55:41: that I didn't know how to off the presses. I knew how to suppress his I panicked and I couldn't 55:45: remember. And I blanked so whole thing, all Right. 55:49: Lastly, as you leave, you know, there was that QR code on the screen. 55:53: Hopefully, you got a chance to get a screenshot of that. 55:57: We're going to send an email follow-up full of resources but we would love your 56:01: feedback. So if you would take two or three minutes to fill out that 56:05: survey that's super helpful for us as we continue to shape these out. 56:10: We know your time is valuable, I appreciate you joining us today. 56:15: So thank you for that as we've said multiple times. 56:18: Don't hesitate to reach out to us. We're here to help and we love 56:22: serving alongside you. So thanks for being here. 56:26: Everybody Eve, Lindsey thanks for joining us and yeah, have 56:30: a great day everybody. Bye.