The Onboarding Process

Overview

This guide walks you through the complete onboarding process — from your first login to full team adoption. Follow these steps to ensure a successful Stageholder implementation.

Step 1: Account Setup

Create Your Account

1. Go to app.stageholder.com/register
2. Enter your work email address
3. Create a strong password
4. Click "Create Account"
5. Check your email for verification link
6. Click the link to verify your account

Create Your Workspace

After verifying, you'll create your workspace:

1. Workspace Name: Your organization or team name
2. Industry: Select the closest match
3. Primary Use: Asset tracking, inventory, or both
4. Company Size: Helps us tailor your experience

Step 2: Basic Configuration

Set Up Locations

Locations represent your physical sites:

1. Go to Settings → Locations
2. Click "+ Add Location"
3. Add your main location first
4. Add additional locations as needed

Tips:

• Start with high-level locations (buildings, sites)
• Add sub-locations later (floors, rooms)
• Include address for physical audits

Configure Categories

Categories help organize your assets:

1. Go to Settings → Categories
2. Review default categories
3. Edit or add categories as needed

For Fixed Assets:

• IT Equipment
• Furniture & Fixtures
• Vehicles
• Machinery & Equipment
• Office Equipment

For Inventory:

• Office Supplies
• Raw Materials
• Finished Goods
• Spare Parts

Set Depreciation Preferences

Configure how depreciation is calculated:

1. Go to Settings → Preferences
2. Select default depreciation method
3. Set fiscal year start date
4. Configure useful life defaults by category

Step 3: Import Your Data

Prepare Your Data

Before importing:

1. Download our template: Settings → Import → Download Template
2. Map your data to template columns:

• Asset name (required)
• Asset code/ID
• Category
• Location
• Acquisition date
• Acquisition cost
• Serial number
• Assigned to

3. Clean your data:

• Remove duplicates
• Fix obvious errors
• Ensure consistent formatting

Run the Import

1. Go to Settings → Import
2. Upload your file (Excel or CSV)
3. Map your columns to Stageholder fields
4. Preview the import
5. Confirm and run

After Import

1. Review imported records for accuracy
2. Fix any issues flagged during import
3. Spot-check a sample of records
4. Add missing information as needed

Step 4: Invite Your Team

Plan Your User Structure

Decide who needs access and what role they need:

Send Invitations

1. Go to Settings → Users
2. Click "+ Invite User"
3. Enter email address
4. Select role
5. Click Send Invitation

Invited users receive an email with setup instructions.

Train Your Team

For Admins:

• Full platform walkthrough
• Configuration and settings
• User management
• Reporting

For Managers:

• Asset creation and management
• Bulk operations
• Department-level reporting

For Standard Users:

• Basic asset lookup
• Mobile app usage
• Barcode scanning
• Assigned asset updates

Training Resources:

• Video tutorials (5-10 minutes each)
• Quick-start guides
• In-app contextual help

Step 5: Establish Workflows

Define Standard Processes

New Asset Acquisition:

1. Who adds new assets to the system?
2. What information is required?
3. What is the approval process (if any)?

Asset Check-In/Check-Out:

1. Who can check out assets?
2. How is checkout recorded?
3. What happens if not returned?

Asset Transfers:

1. Who initiates transfers?
2. Who approves transfers?
3. How is physical movement coordinated?

Maintenance:

1. Who schedules maintenance?
2. Who completes work orders?
3. How is completion recorded?

Configure Alerts

1. Go to Settings → Notifications
2. Enable alerts you need:

• Low stock alerts
• Maintenance due reminders
• Warranty expiration
• Asset assignment changes

3. Configure recipients

Step 6: Go Live

Soft Launch (Recommended)

1. Start with one department or location
2. Use the system for 1-2 weeks
3. Gather feedback
4. Address any issues
5. Roll out to additional areas

Full Launch

1. Announce to all users
2. Provide access information
3. Share training resources
4. Set expectations
5. Monitor adoption

Success Metrics

Track these in the first 30 days:

• Number of users logging in
• Assets added/updated
• Issues reported
• User feedback

Step 7: Ongoing Optimization

Regular Tasks

Daily:

• Add new assets as they arrive
• Update asset status as needed

Weekly:

• Review low-stock alerts
• Complete maintenance work orders
• Check for overdue items

Monthly:

• Run key reports
• Review system usage
• Update categories/locations as needed

Annually:

• Physical inventory audit
• Review depreciation schedules
• Clean up obsolete data

Get More Value

After initial setup, explore:

• Advanced reporting
• Integrations with other systems
• Mobile app features
• Automation capabilities

Need Help?

Self-Service

• Knowledge Base: Searchable help articles
• Video Library: Visual how-tos
• In-App Help: Context-sensitive assistance

Contact Support

• Chat: Available during business hours
• Email: support@stageholder.com
• Phone: Business and Enterprise plans

Professional Services

For complex implementations:

• Dedicated onboarding specialist
• Custom training sessions
• Data migration assistance
• Process consulting

Contact sales@stageholder.com for details.

Updated on: 24/12/2025