Clover ERA Team Onboarding Process

Complete guide for partners and internal teams to onboard organizations effectively

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Overview
Preparation
Meeting Structure
Follow-Up
Checklist

🎯 Onboarding Overview

This template provides a comprehensive framework for conducting effective team onboarding sessions. The process is designed to be conversational and focused on solving real problems managers and teams face daily.

Session Duration: 30-40 minutes

Keep the tone conversational and avoid making this feel like a product pitch. Frame it as a tool to solve a real problem the manager and team experience daily.

Meeting Flow at a Glance

Part 1: Context & Backstory 5-7 min

Set the stage with the problem, solution, and why this matters

Part 2: How the App Works 8-10 min

Demo the app features and user experience

Part 3: Download & Enrollment 3-5 min

Get everyone set up in real-time

Part 4: Manager Dashboard 6-8 min

Show how insights turn into action

Part 5: Q&A Session 8-10 min

Address questions and concerns

Part 6: Closing 2-3 min

Set expectations and next steps

Key Messages to Reinforce Throughout

  • Completely anonymous (say this at least three times)
  • Takes less than 30 seconds daily
  • Designed for managers who lack tools despite responsibility
  • Focus on small, incremental improvements
  • Real-time insights vs. rearview mirror surveys
  • Action-oriented, not just data collection

📋 Pre-Meeting Preparation

Ensure everything is ready before the onboarding session begins.

Required Items

  • Confirm meeting time with team leader (allow 30-40 minutes)
  • Prepare team enrollment code
  • Test screen sharing capability
  • Have QR code ready for app download
  • Ensure demo account access is working

Technical Checklist

  • Team enrollment code generated
  • QR code prepared
  • Demo account accessible
  • Screen sharing tested
  • Phone screen sharing capability confirmed
  • Dashboard examples ready
  • Worksheet samples available if needed

⚠️ Pro Tip: Customization

Adjust the backstory depth based on:

  • Team's familiarity with engagement concepts
  • Time available for onboarding
  • Organizational context (consulting vs. functional teams)
  • Prior survey fatigue levels
  • Manager's engagement with the process

💬 Part 1: Context and Backstory 5-7 minutes

Opening

  • Brief introduction of yourself and Clover ERA
  • Acknowledge the team and their manager

The Problem

  • 70% of transformations fail (McKinsey data)
  • 79% of people are not engaged at work
  • Clarify what engagement actually means (not just happiness or satisfaction)
  • 60% of workers show up, do their job, collect paycheck, but aren't invested in outcomes
  • Traditional surveys provide rearview mirror data, not real-time insights

The Solution: CLOVER Framework

C
Communication
L
Learning
O
Opportunity
V
Vulnerability
E
Enablement
R
Reflection

Brief mention of neuroscience foundation: Brain chemistry optimization

Reference books if relevant:

  • "The Trillion Dollar Problem"
  • "The Neuroscience of Employee Engagement"

The Gap

  • Managers are expected to look after people but given almost no tools or training
  • This app helps managers understand and improve the team environment
  • Focus on incremental action and small daily improvements

📱 Part 2: How the App Works 8-10 minutes

Key Features

  • ONE question per day
  • Takes less than 30 seconds
  • Completely anonymous (emphasize multiple times)

Anonymity Details

  • No names collected
  • No device IDs tracked
  • Only team code for association
  • Questions rotate through CLOVER elements

User Experience Walkthrough

  1. Show the daily question format
  2. Demonstrate emoji-based response scale
  3. Explain dropdown reason selection
  4. Show optional free text field (remind about anonymity)
  5. Preview the micro-action that appears after submission

Live Demo (share phone screen)

  1. Display enrollment screen
  2. Show "Enroll as Team Member" option
  3. Enter team code process
  4. Navigate through terms and conditions
  5. Show main question interface
  6. Demonstrate settings:
    • Notification time customization
    • Light/dark theme toggle
    • Work days selection
  7. Mention upcoming features if applicable (multiple team enrollment)

⬇️ Part 3: App Download and Enrollment 3-5 minutes

Installation Instructions

  1. Direct team to App Store or Google Play Store
  2. Display QR code on screen
  3. Share team enrollment code (drop in chat)
  4. Guide through first-time setup if anyone has questions

Immediate Testing

Ask team members to download and enroll in real-time:

  • Verify first question appears
  • Confirm notifications are set appropriately
  • Address any technical issues

📊 Part 4: Manager Dashboard Overview 6-8 minutes

Dashboard Components

  • Overall engagement score display
  • Response count and timeframe (typically 90 days)
  • Individual scores for each CLOVER element
  • Identification of problem areas (show example like enablement issues)

Reporting Cycle

Bi-weekly AI-Generated Reports

  • Top themes identification
  • Specific recommendations for addressing issues
  • Actionable next steps

Action Hub

  • How actions get created and tracked
  • Worksheet library: 150 worksheets, approximately 30 minutes each
  • Micro-actions and mini-actions: 600+ options
  • Action completion tracking and feedback loop
  • Connection to manager KPIs around employee well-being

Data Anonymity Assurance

Emphasize Privacy

  • Show that only aggregated data appears in reports
  • Demonstrate that individual responses are not visible
  • Explain how themes emerge from collective input

❓ Part 5: Q&A Session 8-10 minutes

Common Questions to Address

Purpose and Use of Feedback

Explain how feedback drives actionable insights and improvements

Multiple Team Enrollment

  • Scenarios for users on multiple teams
  • Complexity considerations
  • Data clustering and anonymity verification

Question Consistency

  • Everyone gets the same daily question
  • Rationale: Creates conversation opportunities
  • Team structure and code management
  • Functional vs. project team alignment

Manager Commitment

Set Clear Expectations

  • Emphasize that this requires action, not just data collection
  • Set expectation for manager to implement recommendations
  • Frame as ongoing improvement process
  • Distinguish from passive annual surveys

🎬 Part 6: Closing 2-3 minutes

Next Steps

  1. First report available after two weeks of data
  2. Manager will share findings and actions with team
  3. Open door for feedback on app experience
  4. Contact information for support

Final Reminders

  • Answer daily for best results
  • Complete anonymity maintained
  • Takes only 30 seconds
  • Small actions compound over time

📅 Post-Meeting Follow-Up

Within 24 Hours

  • Send email with team code and download links
  • Include quick reference guide for app settings
  • Share contact information for technical support

📧 Email Template Ready

Use our pre-written email template to send follow-up instructions to your team.

Download Email Template

After One Week

  • Check in with manager on response rate
  • Address any technical issues team members encountered
  • Confirm notification timing is working well

After Two Weeks

  • Prepare first AI report
  • Schedule brief review session with manager
  • Identify first action to implement

24 Hours: Send Resources

Email with codes, links, and support info

1 Week: Check Progress

Verify adoption and resolve technical issues

2 Weeks: First Report

Review insights and plan first actions

✅ Complete Onboarding Checklist

Pre-Meeting

  • Meeting time confirmed with team leader (30-40 min allocated)
  • Team enrollment code generated
  • QR code prepared and tested
  • Demo account accessible
  • Screen sharing tested (desktop and mobile)
  • Dashboard examples ready
  • Worksheet samples available

During Meeting

  • Context and backstory presented (5-7 min)
  • App features demonstrated (8-10 min)
  • Team downloaded and enrolled (3-5 min)
  • Manager dashboard shown (6-8 min)
  • Questions answered (8-10 min)
  • Next steps clarified (2-3 min)
  • Anonymity emphasized at least 3 times
  • 30-second daily commitment mentioned multiple times

Post-Meeting

  • Follow-up email sent within 24 hours
  • Team code and download links shared
  • Quick reference guide provided
  • Week 1 check-in completed
  • Week 2 report prepared
  • First action identified with manager

Print This Checklist

Use your browser's print function to create a physical checklist for each onboarding session. Check off items as you complete them.

🎯 Key Talking Points Reference

The Problem (Why This Matters)

  • 70% of transformations fail (McKinsey)
  • 79% of workers not engaged
  • 60% just collecting paychecks
  • Managers lack tools despite responsibility
  • Traditional surveys = rearview mirror data

The Solution (What We Provide)

  • CLOVER Framework (neuroscience-based)
  • 30-second daily questions
  • Complete anonymity (repeat 3x)
  • Real-time insights
  • Actionable recommendations
  • 600+ micro-actions and 150 worksheets

Manager Expectations (Set Upfront)

  • This requires action, not just data review
  • Bi-weekly reports need implementation
  • Ongoing process, not one-time survey
  • Connected to manager KPIs
  • First report after 2 weeks