Get ready for your Stackby launch

Set up a smooth rollout that drives adoption from day one. Align on goals, assemble the right team, and pick a realistic launch date so the first experience with Stackby is clear, compelling, and repeatable.

Get ready for your Stackby launch

A great launch starts before anyone gets invited. Clarify why Stackby is being adopted, who’s responsible for the rollout, and what “ready” looks like for the first cohort of users. Then, launch to a pilot group, gather feedback, and expand with confidence.

Define your Stackby launch goals

Turn vision into measurable outcomes. Align leaders and contributors on what will improve and how success will be tracked.

Key topics for your team to understand

• What goals will Stackby help achieve in the next 30–60–90 days?
  Examples: reduce status-meeting time by 50%, centralize 100% of intake requests, publish a weekly exec dashboard.

  
  

• Which pain points exist today (duplicate spreadsheets, unclear ownership, version drift) and how Stackby addresses each.
  
  

• What does success look like for this rollout (adoption, speed, visibility, accuracy) and how it will be measured (KPIs, cadence).
  
  

• What changes for each role (PMs, reviewers, leadership), and what stays the same.

Take action: Create a launch document

• One-page brief capturing:

  • Goals and KPIs (e.g., active users, % of work captured, cycle time)

  • Scope and constraints (workflows, teams, dependencies)

  • Timeline and milestones (pilot start, import complete, go-live, review dates)

  • Roles and responsibilities (owner, admin, champions)

• Reuse this document for stakeholder updates and training materials.

Assemble your launch team

Cover strategy, execution, and governance with a small cross-functional group. Define who does what and how decisions are made.

• Workflow owner: Leads rollout; accountable for outcomes and change management.

• Executive sponsor: Communicates intent and secures buy-in across teams.

• Program/Project manager: Coordinates plan, milestones, training, and comms.

• Technical stakeholder: Handles access, security, and integrations/imports.

• Workflow creators/champions: Power users who help model tables, fields, and views; co-run training and peer support.

• Workflow contributors (pilot users): Provide real-world feedback before broad rollouts.

Take action: Identify key stakeholders

• List names, roles, and responsibilities for each stream (data model, training, comms, security).

• Set weekly checkpoints and a shared tracker (risks, decisions, blockers).

• Nominate one champion per function to streamline feedback loops.

Set a launch date

Pick a realistic timeline with clear milestones. Start with a pilot, iterate quickly, then scale.

• Proposed cadence:

  • Week 1: Pilot build and data import; draft role-based views; run dry runs.

  • Week 2: Pilot cohort onboarding and training; gather feedback; refine fields, links, and automations.

  • Week 3: Broader rollout; publish help docs; open office hours.

    
    

• Readiness checklist before announcing go-live:

  • Database structure complete (tables, key fields, linked records, sample data)

  • Role-based views saved and locked (PM: This week, Review: Needs approval, Exec: Rollup)

  • Intake forms live (required fields set) and basic automations active (assign/notify on submit)

  • Permissions configured (least-privilege) and external share links curated (if needed)

  • Quick-start guide and 30–45 min training deck ready

When are you ready to introduce Stackby to the whole team?

• Users can complete their daily tasks via defined views and forms without guidance.

• Ownership is visible (Collaborator field) and statuses are standardized.

• Pilot feedback is addressed; no blocking gaps in fields, views, or automations.

• Support plan in place (FAQ, office hours, point-of-contact list).