Once your Gnowbe programs are ready, it’s time to deploy them to your learners! Deployment isn't just about flipping a switch; it's about making the entry process as frictionless as possible.
Let’s look at how to seamlessly invite your team and get them successfully onboarded on day one!
Share the Program with User Groups
Before anyone can learn, you need to make your programs live by sharing them with your user groups. Deploying a program to a specific group—such as your Sales Team or New Hire Onboarding—ensures that when your learners log in, the exact content they need is already waiting for them.
👉 Learn how to share programs
Admins can also set up advanced sharing controls, such as scheduling a program to launch at a future date, setting a program expiry date, or adding a due date for completion.
- 👉 Learn how to schedule a program launch date
- 👉 Learn how to set an expiry date (to disable program access)
- 👉 Learn how to add a due date to your learners' calendars
Invite and Onboard Your Users
For your end users, the onboarding process is highly automated. As an Admin or Manager, your goal is to get the invitations out quickly and securely.
👉 Learn how to invite users to your groups
Here's a quick look at the overall invitation workflow:
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Invite users via email
You can invite users individually for smaller groups or upload a simple CSV file to invite your entire team in bulk.
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Trigger automated email invitations
You can opt to allow Gnowbe to automatically send an email invitation straight to your users' inboxes. The email includes a unique "Start Learning" link to bring them directly to Gnowbe.
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User registration
When users click the link, they will log in to Gnowbe using one of two methods:- Single Sign-On (SSO): If configured for your organization, users log in seamlessly using their existing company credentials.
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Non-SSO: Standard sign-ups will require users to create a password, followed by a quick two-factor authentication (2FA) email step to verify their identity.
👉 Explore the user registration flow here, featuring a complete walkthrough from account creation to starting their first program.
💡 Pro-Tip: Include the above user onboarding guide directly in your launch email to give your learners clear visuals on the registration process!
Drive Initial Adoption (The Hype Campaign) 🚀
Here is a crucial piece of advice: Do not rely solely on the automated platform invitation! If a busy employee suddenly gets an automated email telling them to "Start Learning," they might push it to the bottom of their inbox.
To ensure high adoption rates on launch day, you need a solid internal communications plan. Here are a few launch strategies:
1. The Face-to-Face Launch 🗣️
A great way to ensure adoption is to conduct a short 30-minute session (either in person or via video call) where you invite all your learners and get them excited about Gnowbe!
- At the end of the meeting, have them download the app, create an account, and walk them through the platform together.
- This also allows you to troubleshoot any login issues on the spot.
- A follow-up email with onboarding instructions should always be sent within 24 hours to all participants.
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2. The Email Launch 📧
If you cannot get everyone in a room together, an email launch is your next best bet. This is essentially a campaign sent to the learners to help them get onboarded. In the case of an email launch, a pre-launch campaign is what really drives success.
A successful email launch usually looks like this:
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The Pre-Launch Heads-Up:
- A few days before the Gnowbe invites actually go out, have a department head or leadership figure send an internal email to your users.
- Explain why this training is rolling out, how much time it will take, and what is in it for them (the WIIFM factor).
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The Launch Day Nudge:
- On the day you invite your users, send a quick follow-up message on Slack, Microsoft Teams, or company email: "Hey team! Your Gnowbe invitations just hit your inbox. Click the link to set up your account and dive into your first 5-minute session today!"
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3. Essential Elements for a Successful Rollout 🚀
Regardless of which launch strategy you choose, ensure your communication strategy covers these five bases:
- 📢 Set Clear Expectations
- Ensure participants know exactly what programs they are a part of and, more importanatly, WHY.
- Ensure participants know exactly what programs they are a part of and, more importanatly, WHY.
- ⏳ Establish Deadlines & Milestones
- Set a clear deadline for completion.
- Create time-based milestones so learners stay on track (e.g., "Aim to reach 50% completion by Sept 30 and 100% by Nov 30.")
- 👁️ Maintain Visible Accountability
- Communicate to the participants that their learning is being tracked.
- We recommend sending completion reports to team leads or giving them "Manager" access to view the analytics themselves.
- 🤝 Define Clear Support Channels
- Ensure learners know exactly how to get help along their learning journey.
- Clearly define who they should contact for content and administrative queries versus how to troubleshoot technical issues (more on this in Step 7).
- 🎁 Offer Incentives
- Give participants a tangible incentive or reward to complete their training!
Common Deployment Issues & Troubleshooting
Even with a flawless deployment, someone is bound to forget their password or accidentally delete their invitation email. As an admin or manager, you're the first line of defense! We have prepared a quick guide covering the most common user issues and exactly how to fix them.
👉 Common User Issues (and How to Fix Them)
By combining the smooth technical onboarding of Gnowbe with a great internal hype campaign, you will guarantee that your learners actually click the link, log in, and start learning the very first day!
👉 9. Impact Measurement, Analytics & Iteration