Setup your team for success

Launch Stackby with clarity and confidence. Use this playbook to prepare the rollout, onboard collaborators, keep data secure, and continuously improve your workflows.

Set your team up for success

A successful rollout aligns people, process, and platform. Define goals, ready the base, introduce Stackby to stakeholders, invite collaborators with the right permissions, set guardrails for collaboration, and regularly review progress against targets.

1. Get ready for your Stackby launch

Set the foundation for a smooth go-live.

• Define launch goals: What outcomes matter in the next 30–60 days? Examples: reduce status-meeting time by 50%, track 100% of requests in one system, publish weekly leadership dashboard.

• Establish the launch team and roles: Product/Workflow Owner, Base Admin, Champions (per function), IT/Security (as needed).

• Pick a launch timeline: Pilot (1–2 weeks) → Iterate → Org rollout; identify milestones (data import complete, forms live, views published).

• Confirm scope: Which workflows and teams are in phase 1 vs later?

Deliverables:

• One-page launch brief (goals, scope, timeline, owners)

• Risks/dependencies list and comms plan
  
  

2. Prep your database for onboarding

Make the database understandable on day one.

• Create a Stack Guide: a README table or base description with purpose, owners, and “how to use” notes.

• Label and describe tables, key fields, and views; keep names clear and consistent.

• Set up role-based saved views (PM: This week, Design: In progress, Leadership: Rollup) and lock critical ones.

• Hide sensitive/internal-only fields in shared views; freeze key columns (Name, Status, Owner).

• Seed sample records to demonstrate the workflow; validate filters, groups, and automations.

Onboarding Checklist:

• Tables mirror your entities; linked records model relationships

• Field types match the data; select options standardized

• Default automations set (e.g., on submit → assign owner, set status)

3. Introducing Stackby to your team

Align expectations and reduce learning curves.

• Launch announcement: purpose, benefits, go-live date, what changes, and where to get help.

• Kickoff training: 30–45 minutes focused on the job-to-be-done per role (views, record updates, forms, approvals).

• Quick-start materials: 1-page “How we work in Stackby,” short Loom/GIFs, and links to role-based views.

• Office hours: schedule open Q&A in the first two weeks.

Tip: Lead with the “why” (fewer spreadsheets, fewer status meetings, single source of truth), then show the shortest path to value for each role.

4. Inviting your collaborators

Bring people in with the right access.

• Invite by role: admin, creator, editor, commenter, read-only; use interface-only access where appropriate.

• Use shared view links for external stakeholders who only need read access; hide internal fields

• Add collaborator fields for ownership; create “My work” views (Owner is me).

• Notify via automations (on assignment or status change) to keep everyone in the loop.

Guardrails:

• Least privilege by default; elevate as needed

• Maintain a roster of who has access to bases, interfaces, and shared links

5. Managing team collaboration

Keep data organized, accurate, and auditable.

• Change tracking: use activity history and comments for decisions; encourage in-record discussions.

• Backups and recovery: schedule periodic snapshots; document restore steps.

• Data hygiene: review select options, archive deprecated views, and standardize naming.

• Security and compliance: restrict sensitive fields, password-protect shared links, review access quarterly.

Operational rhythms:

• Weekly: triage queues, review at-risk items, prune stale records

• Monthly: audit permissions, retire unused views, tune automations

6. Set (and hit) your Stackby goals

Measure impact and iterate.

• Translate launch goals into metrics: adoption (active users, records created), cycle time, on-time delivery, request SLA.

• Review dashboards weekly with stakeholders; capture feedback and backlog improvements.

• Iterate the system: refine fields, views, and interfaces; add automations where manual steps persist.

• Plan phase 2: additional workflows, integrations, or advanced interfaces.

Sample KPIs:

• % of work captured in Stackby

• Time from request → assignment → completion

• Overdue items trend

• Stakeholder satisfaction (brief pulse surveys)