Onboarding New Members
We highly recommend that Organisation Owners/Admins adopt the following best practices when onboarding new room members to their organisations before their trial or first online collaboration. You may wish to draw up your organisation's internal Standard Operation Procedures (SOPs) based on the best practices below.
Confirm Email Addresses
All ClassDo users need ready access to their registered email address for logging into their online collaboration. Hence, do confirm with new room members that they will have access to the same email address that they have registered with.
It is recommended to invite members with a Gmail address if possible. This gives them the option to log in with their Google account, so that they do not need to check their email for the verification code.
If they are joining the room via room key, inform them to use the email address that they have registered with you for easier identification when approving join requests, or addresses with certain email domains that you can set to admit automatically.
Send Invites/Room Keys and Instructions in Advance, assign roles of new room members
Send room invites or room keys to new room members at least one week before their trial or first online collaboration session with these step-by-step onboarding instructions:
- The go-to guide for system requirements, internet speed, device settings
- How to join a room by invite, or
- How to join a room with room key words or with room key link
- How to run the built-in device test to ensure the room member is device-ready for online lesson
- How to enter the room
Complete Onboarding Process in Advance
Advise new room members that they must complete the onboarding process at least one day before their trial class or first online collaboration, including running the device test, and internet speed test at the same location where they will doing the online collaboration.
Try Out the Room Before Actual Session
Whenever possible, arrange a brief, pre-session online check-in with new members in the virtual room at least one day before their trial class or first online collaboration. This provides prior opportunities before the actual session to resolve any technical issues, and can go a long way in ensuring a smooth, disruption-free live collaboration.
Prepare Headsets
Encourage all room members to use headset or earphones with built-in mic for online collaboration. This is to keep out any background noise and acoustic feedback, and to ensure best audio quality and a disruption-free experience for everyone.
Run Tests in Advance
Advise all room members to run the device test and internet speed test before every online collaboration, especially if they are going to be taking part in the online collaboration from a new location.
Assign Appropriate Roles
Double check that the correct user roles have been assigned to each room member. Different roles have different permissions; for example, the student role does not have permission to enter live collaboration mode while teachers do.
On the Room Landing Page, click the Members icon at the top right to view the names and existing roles of all the room members. You can then change members' roles. Make sure to check and edit the rights of existing roles to better customise what the room members can do, or even create entirely new roles if you want to.