This guide is for VisionAtlas customer success, implementation partners, and professional services teams rolling out VisionAtlas for a customer tenant.
Customer administrators should follow Company admin setup for in-app configuration steps.
Overview
Roles
| Role | Responsibility |
|---|---|
| **CS / implementation lead** | Plan, schedule workshops, validate go-live, escalate platform issues |
| **Customer executive sponsor** | Approves scope, attends go-live sign-off |
| **Customer company admin** | Configures workspace per admin setup checklist |
Deliverables
- Provisioned tenant with correct plan and billing
- Customer admin trained on foundation setup
- Performance model seeded (Jumpstart or manual)
- Data path validated (manual, CSV, or API)
- Organization invited with roles assigned
Pre-implementation
Plan and scope
| Customer need | Minimum plan |
|---|---|
| Core goals, KPIs, initiatives, weekly updates | Foundation+ |
| AI Jumpstart and suggestions | Intelligence+ |
| API keys, scheduled integrations, webhooks | Intelligence+ |
| Multi-level department hierarchy | Enterprise |
| Microsoft Entra ID SSO | Enterprise |
Confirm employee count in Settings matches the sold tier to avoid usage limit surprises.
Security review
Share the VisionAtlas security overview (docs/security/overview.md) with procurement stakeholders. Cover tenancy isolation, API key hashing, audit logs, and MFA.
Tenant provisioning
Self-serve trial
Customer registers at /register. Default trial assigns Growth capabilities for evaluation.
Pilot / demo rehearsal
Use /demo for role-based walkthroughs before touching the customer production tenant.
For a rich executive review timeline (26+ weeks of Northwind inputs and AI summaries), operators run npm run db:seed:reset or npm run backfill:demo-history locally — see README.md (Demo history).
Platform checks (VisionAtlas ops)
Before promising scheduled email or integrations:
| Check | Action |
|---|---|
| App URL | `NEXT_PUBLIC_APP_URL` matches customer-facing hostname |
| Stripe | Products/prices mapped; webhook receiving events |
| Resend configured (`RESEND_API_KEY`, `EMAIL_FROM`) | |
| Cron jobs | All seven cron endpoints scheduled — see internal ops runbook (`docs/ops/cron-runbook.md`) |
| Health | `GET /api/health` returns `database: connected` |
| Monitoring | `MONITORING_WEBHOOK_URL` configured for ops alerts |
These are operator tasks — do not ask customers to configure cron secrets.
Phased rollout
| Phase | Timing | Focus | Customer admin actions |
|---|---|---|---|
| **0 — Handoff** | Day 0 | Kickoff, assign admin, share help links | Sign in, skim [Getting started](/getting-started) |
| **1 — Foundation** | Week 1 | Company, security, org | Sections 1–5 of [admin setup](/help/company-admin-setup) |
| **2 — Performance model** | Week 2 | KPIs, goals, initiatives | Section 6; Jumpstart workshop if Intelligence+ |
| **3 — Data & integrations** | Week 3 | Actuals, API, scheduled pull | Section 7; integration workshop |
| **4 — Go-live** | Week 4 | Training, notifications, billing | Sections 8–12; go-live checklist |
Adjust pacing for smaller pilots (1–2 weeks) or enterprise deployments (6+ weeks).
Integration workshop (Intelligence+)
Agenda (60–90 minutes):
- Review KPI catalog and integration mapping fields
- Choose ingestion pattern:
- Manual / CSV — ad-hoc and backfills - REST API — iPaaS (Power Automate, n8n, Zapier) via Integration playbooks - Scheduled CSV URL / Google Sheets — Settings → Scheduled integrations - Webhook ingest — customer system POSTs batches to /api/v1/ingest/kpi-values
- Create API key or webhook integration in Settings
- Run test batch; review Import history and Ingestion conflicts
- Optional: BI export via Analytics export
Training plan
| Audience | Session | Help articles |
|---|---|---|
| Admins | 90 min setup walkthrough | [Company admin setup](/help/company-admin-setup), [Admin day in the life](/help/day-in-the-life-admin), [Roles and permissions](/help/roles-and-permissions) |
| Managers | 45 min rhythm | [Manager day in the life](/help/day-in-the-life-manager), [Manager guide](/help/manager-guide), [Weekly updates](/help/weekly-updates), [Dashboard](/help/dashboard) |
| Contributors | 30 min basics | [Contributor day in the life](/help/day-in-the-life-contributor), [Contributor guide](/help/contributor-guide), [Observations and risks](/help/observations-and-risks) |
| Executives | 30 min leadership view | [Executive day in the life](/help/day-in-the-life-executive), [Dashboard](/help/dashboard), [Executive Briefings](/help/executive-briefings), [AI Summary](/help/ai-summary), [Executive reviews](/help/executive-reviews) |
| Department leaders | 45 min dept rhythm | [Department leader day in the life](/help/day-in-the-life-department-leader), [Manager guide](/help/manager-guide), [Dashboard](/help/dashboard) |
Validation and go-live
Smoke tests
| Test | Pass criteria |
|---|---|
| Admin login | Credentials or SSO (Enterprise) succeeds |
| KPI create | KPI with owner and frequency saved |
| KPI actual | Manual value appears on dashboard freshness |
| Weekly update | Delegate submits update for current week |
| Dashboard | KPI health tile reflects data |
| API batch (Intelligence+) | `POST /api/v1/kpi-values` returns `totalSuccess > 0` |
| Billing | Stripe subscription active or trial days accurate |
Joint go-live sign-off
Use the go-live checklist in admin setup with the customer admin. Document open risks (missing integrations, pending SSO) before inviting all users.
Post-go-live
- Confirm customer admin knows Manage billing in Stripe (Settings → Billing)
- Monitor Import history and Ingestion conflicts for the first two sync cycles
- Schedule 30-day check-in: weekly update adoption, KPI freshness, plan usage meters
- Escalate platform incidents via your internal ops channel (health endpoint + monitoring webhook)
Design partner pilot (recommended first customers)
For the first 3–5 customers, use a fixed four-week onboarding (sections above) with a single admin champion and weekly check-ins. Track: first KPI actual, first weekly update, and one executive readout (Briefing or board pack). Internal runbook: docs/gtm/design-partner-playbook.md in the repository.
Appendix: plan capabilities
| Capability | Foundation | Intelligence | Intelligence Plus | Leadership | Enterprise |
|---|---|---|---|---|---|
| Executive summary | Yes | Yes | Yes | Yes | Yes |
| AI Jumpstart / suggestions | No | No | Yes | Yes | Yes |
| API & integrations | No | No | Yes | Yes | Yes |
| Theme detection | No | No | No | Yes | Yes |
| Benchmarking (roadmap) | No | No | No | No | Planned |
| Multi-level departments | No | No | No | No | Yes |
| SSO (Microsoft Entra ID) | No | No | No | No | Yes |
Benchmarking is on the Enterprise roadmap only—not available in-app yet; do not commit in contracts until shipped. Theme detection requires Leadership or Enterprise and runs via daily cron or manual action on AI Insights.
Related
- Company admin setup — customer-facing checklist
- Executive leadership overview
- Executive Briefings — weekly leadership deck (Intelligence+)
- AI Summary · Executive reviews
- Welcome to VisionAtlas
- Integration playbooks