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The Knowledgebase

Engage Implementation Overview

Upon receiving the contract, Terra Dotta will install the Engage module on the client's Study Abroad and/or ISSS site, as defined in the contract. Additionally, an implementation kick-off meeting will be held between a Senior Implementation Engineer at Terra Dotta, the Client's functional office, and an IT Lead if possible. The meeting will provide the functional office with an understanding of the overall project and requirements for this 4 week project. Resources for how to prepare for the project will be provided. 

 

Implementation Phases

  • Phase 1: Engage Planning Meeting
    • Discuss previous marketing processes and goals for using Engage
    • DKIM setup
    • Branding and logos
    • Marketing templates
    • Permissions
  • Phase 2: Build & Train (3-4 meetings over approximately 2 weeks)
    • Build Meeting 1: Contact Lists and Campaigns 
      • Creating a contact list
      • Review the templates and message builder features 
      • Create a blast email 
      • Review information available from Metrics 
    • Build Meeting 2: Guides (relevant for Study Abroad only)
      • Create one Guide template
      • Discuss goals for using Guides
      • Discuss how Guides are deployed
    • Build Meeting #3: Events & Site Builder 
      • Set up an Event
      • Set up a follow-up email journey related to the event 
      • Set up the blocks for Guides and Events in Site Builder (if using Site Builder)
      • Set up a Calendar Page in Site Builder (if using Site Builder)
    • Training Meeting: Metrics & Analytics
      • Full training on using Analytics to measure impact of outreach
  • Phase 3: Launch Meeting 
    • Verify together that everything is in place to start using Engage, including DKIM
    • Scrub/deactivate test data 
  • Phase 4: Post-Launch Check In Meeting
    • Review any functionality questions 
    • Check in on experience with campaigns so far
A successful implementation requires not only active participation from the functional office, but also organized resources that can be provided to the Terra Dotta Project Manager. This could include, but is not limited to:
  • Links or electronic files showing examples of the existing marketing process.
  • List of needs, requirements, or goals that you want Terra Dotta to address (ex: a special report, ability to collect a specific piece of information).

 

 Who is involved with the implementation?

Institution Roles Responsibilities:

  • Project Champion:
    • Senior-level person with a strong interest in the success of the project.
    • Liaison with other campus departments as needed.
  • Primary Admin:
    • Day-to-day owner of the project from "functional" (client) department.
    • Should have a moderate level of technology skills.
    • Can be the same person as the project champion
  • Technical Lead:
    • IT leader responsible for facilitating DKIM configuration

 

Terra Dotta Roles and Responsibilities:

  • Implementation Engineer:
    • Serves as primary liaison and project manager with the client during the implementation period
    • Coordinates online meetings/calls between the Terra Dotta team and the client team
    • Provides direct support through email and checkpoint meetings
    • Configures Terra Dotta to meet client’s business needs, leveraging best practices
    • Manages the project, driving all participants to meet milestones and maintain the schedule
    • Works with the client’s IT team on DKIM configuration
  • Account Executive:
    • Ensures information covered during initial contract discussions are conveyed to the implementation team
    • Facilitates discussions if any additional services are requested
  • Customer Success Manager:
    • Provides personalized support tailored to individual needs, ensuring a positive user experience and ongoing success with our solutions.