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Introduction
New software isn’t valuable until it’s adopted. And in distributed organizations, adoption doesn’t happen by accident.
If you're rolling out a campaign execution platform across partners, regions or vendors, you need more than logins. You need a structured, action-ready onboarding checklist to drive usage, clarity and accountability from day one.
This blog walks through how IRIS Strategic Marketing Support (IRIS) uses onboarding checklists to launch GearBox® successfully across complex networks—with brand control, campaign speed and partner readiness built in.
Why Most Onboarding Plans Fail in Distributed Environments
They Focus on Software Features, Not Execution Workflows
Most trainings explain what buttons do—not how to run signage kits, coordinate vendors or launch campaigns.
Vendors Are Brought In Too Late
Signage and print partners are often looped in after launch, creating fulfillment gaps and manual work.
Field Teams Don’t Get Tailored Access
Without role-based setup, users are overwhelmed—or worse, locked out of what they actually need.
No Visibility Into Adoption
There’s no way to track who’s using what, which markets are launching, or where to follow up.
The IRIS Onboarding Checklist for GearBox® Rollouts
Platform Access and Role Setup
- Provision user access by role (corporate, partner, vendor, regional)
- Assign permissions based on geography, partner tier or store type
- Upload user list and confirm login activation
Campaign Kits and Asset Configuration
- Upload brand-approved creative and templates
- Lock key brand elements (logos, disclaimers, legal lines)
- Configure editable fields for hours, pricing and contacts
- Organize campaign kits by market, tier or community type
Vendor Fulfillment and Routing
- Add signage, print and installation vendors to GearBox®
- Assign vendors by region or asset type
- Test asset routing, handoff and delivery workflows
- Enable real-time status updates for fulfillment and install
Training and Enablement
- Host corporate and regional training sessions
- Provide field users with quick-start guides and localized use cases
- Train vendors on workflow intake, routing and delivery visibility
- Walk through campaign calendar to align timing expectations
Usage Tracking and Visibility
- Turn on dashboards to monitor user logins and kit requests
- Set alerts for missed deadlines or underused materials
- Monitor fulfillment status by campaign or geography
- Share adoption reports with project leads and regional teams
Use Case: How Meritage Homes Launched GearBox® Across Their Network
Meritage Homes needed to support campaign rollout and signage execution across hundreds of communities—with speed and compliance.
IRIS built an onboarding checklist that helped:
- Assign users by region and builder type
- Upload pre-built signage kits
- Automate routing to print and install vendors
- Track completion and usage across every community
Read the Meritage Homes Case Study
Conclusion
A smart onboarding checklist isn’t just a training tool—it’s a launch strategy. When done right, it equips teams, aligns vendors and gets campaigns out the door faster.
GearBox® by IRIS supports execution-focused onboarding that scales with your network—so partners get what they need, vendors stay in sync and campaign performance stays on track.
Talk to IRIS to learn how onboarding with GearBox® drives faster adoption and better results across your distributed teams.
