Board portal switch: what to expect when you migrate to a new system

Maybe you’ve heard that it’s hard to switch to new board portal software, and you’re worried about migrating your data and teaching the board to use a new tool. 

We can’t speak for other board portal software providers, but with the help of our support team and our easy-to-use technology, we smoothly migrate customers from other systems in just weeks. We can even have you up and running with Aprio before your next board meeting.

Beyond the premium features and top-notch security that also set us apart from other board portals, Aprio’s real special sauce is in how we onboard and support our customers. It’s our Standout Service Commitment, and it’s how we offer the best value to our customers. And this commitment to each of our customers begins from the day you become part of the Aprio community. 

Here’s how we do it.

“We developed a project plan that reflected our full board process and worked with the Aprio team to take advantage of the efficiency of using the board portal to its fullest. The rollout took just a few weeks and Aprio did its quick training of directors in tandem. All but two directors have done Aprio training. And our most recent board recruit, an accountant accustomed to modern technology, just logged into Aprio, found it familiar and came up to speed quickly.” 

– Louise Carlow, Island Health

Aprio’s board portal implementation process

Let’s go through our implementation process week by week so that you can better understand how we can get you up and running with your new Aprio board portal. Typically, our customers are able to complete the entire process in as little as 4 weeks. 

Day 1: administrator welcome 

Congratulations, and welcome to Aprio! When you join the Aprio community, our support team of experienced former board administrators will reach out to personally welcome you and to invite you to sign up for a personalized, one-on-one training session.

At the same time, they’ll also send you a step-by-step guide on how the Aprio team will help you to implement the Aprio board portal so that there are no surprises along the way. We’ll also provide you with templates that you can use to update all board members about the decision to use Aprio as your new board management software.

Week 1: board portal setup and administrator training

Adopting Aprio is an opportunity to make it easier than ever to organize board meetings and engage and communicate securely with board members. If you have a routine for board management in place that you love, that’s great. If you’re looking for opportunities to improve board administration, we can review your current processes and information organization and advise on ways that Aprio can make your work more efficient based on industry best practices. 

During the first week, our support team will provide you with an in-depth, one-on-one training session with one of our dedicated support team members. In this session, we’ll provide you with an overview of all the features available in Aprio to maximize your board efficiency. Any questions you have can also be addressed at this time. After this session, you’ll be required to complete a bit of homework (but it’s nothing too hard, we promise!).

“When we shared with Aprio that we wanted to continue with them and find ways to better run our board, their service team took the lead in helping us to evolve to our “Aprio 2.0” experience. They helped guide us in reassessing the needs of our board, and advised us on the most streamlined way to operate. We evolved our setup to give board members more convenient access to materials and tools, did a refresher training round, and we’re now seeing the rewards. Board members are coming to meetings better equipped and it’s resulting in more efficient meetings.”

– Kate MacLeod, Meridian Credit Union

Week 2: administrator training

Once you complete the homework preparation tasks that we assign during the first week, we’ll book you in for a second training session. The second training session will be more hands-on and interactive, and we’ll guide you through the process of creating your own board meeting in Aprio and show you how to upload board materials. 

Week 3: data migration

During the third week, you’ll migrate your data from your historical board management solution into Aprio.

Around 95% of our customers prefer to migrate their data using Aprio’s self-serve tools for uploading and/or transferring board data into Aprio (via browser, RDP, SSH, SFTP, DVDs, etc.). For anyone wanting help, the Aprio support team is there for you. 

Once the setup and data migration are complete, the Aprio support team will check in with you to make sure that everything has been set up correctly. Once that’s confirmed, you’ll be ready to run your first board meeting using Aprio! 

Week 4: director training and first board meeting

During the final week, your directors will be invited to book their personalized 30-minute, one-on-one director training. Although Aprio is easy to use, we offer personalized training sessions to make sure that everyone using Aprio is 100% comfortable using the system. 

In addition, should you need any extra help getting your first meeting set up with Aprio, our support team will be standing by to assist. For example, you can book time with our support staff to review your first meeting prior to sending it out to directors. 

“Aprio provided training that is exceedingly practical for directors and administrators – focusing on the different actions each of us needs to perform – often in just 30 minutes. Compared to other portals, Aprio offered the biggest bang for the buck providing the same extensive security of more expensive portals as well as providing training and unlimited support at no extra cost.”

– Amy Nelson, Point West Credit Union

In the following weeks: admin super training 

This third administrator training session is usually done further down the road when you are comfortable using Aprio and ready to use some of the more advanced features, such as expense report management, discussions, polls, and surveys. This session can be scheduled at any time, and is optional.

Always available: continued support and training

The Aprio support team is committed to providing you 24/7 support. Although the initial implementation assistance and training sessions are typically all our customers need to be comfortable with Aprio, we’re always available to provide additional help and training sessions as needed.

Going forward, you’ll continue to have access to 24/7 customer support. You and your directors will also be invited to join our ongoing customer webinars that provide an overview of the new features that we add to the software every quarter. They’re also fantastic opportunities for you to connect with your peers and discover industry best practices.

When you add additional board members to your board portal, we’re happy to train them in one-on-one sessions, too! We never charge extra for training and we want to make sure that all our customers feel comfortable using our board management software. 

“Aprio is simpler to use [than Diligent], and as valuable to us as the technology is – the exceptional support from the Aprio team makes a huge difference. We had a few challenges getting up and running but any concerns were solved very quickly. Since then, we’ve had no issues. We know though, that if any concerns arise, we will be well cared for.”

– Sylvie Lemieux-Comtois, Fort McMurray Airport Authority

Questions to ask when evaluating a board management partner

When you’re out there in the market and considering your options for board portal management options, consider these questions:

1. Can you draw on expert guidance from experienced board administrators on how to setup your board portal?
2. What kind of training will you get?
3. Who answers the phone when you call for support?

You can also ask about the practical experience of the service team with the technology provider you choose. Will your organization get a dedicated account support leader that you can call? Aprio’s support team is comprised of former board administrators who become deeply familiar with your board needs and can proactively advise you on best utilizing technology.

You might also want to ask about the training for board administrators and directors your chosen technology provider provides during implementation, and the costs associated with it. Also ask – when a new director joins your board, do you have to pay again? With Aprio, all training is included in your annual cost, and more training can be added at any time, for anyone – whether it’s training for a new board member or a refresher course for an old hand. 

Also, it’s important to understand the level of customer support provided by the technology solution team. Do you have access to 24/7 live support? It’s easy to overlook the ongoing value of receiving answers when you need them as you are evaluating board portal features. Remember that the loyalty of technology users is hugely influenced by the quality and responsiveness of the help we get when we most need it. 

Unexpectedly helpful support and service are Aprio’s special sauce. It’s how we support you with the best value software to run your board meetings and board communication efficiently.

If you haven’t already, talk with us about the benefits of making a switch. And feel free to check out our case studies, which include stories from switchers like you. 

“I cannot believe how supportive the team at Aprio is. I have never received this quality of service from any other supplier. Aprio provides the most professional and efficient service – and they really do want to hear from their customers what we want to see.”

– Christie Scobie, Tandia Financial Credit Union