Follow the simple checklist below to complete the upgrade process. Most of the upgrade involves the communication, onboarding, and support of current partners using Console instead of legacy applications. Very little configuration is required in Console as all legacy data will be synced.
We strongly recommend completing the “Prep for Upgrade” actions as outlined in the Console Upgrade Guide before starting the upgrade checklist steps below.
Please Note: The checklist is intended to assist BenchPrep customers with external stakeholders/partners using Boost and/or Institution Admin. If you do not have any external stakeholders using Boost or Institution Admin, you can disregard the communication-related tasks.
Step | Task | Type | Suggested Timeline |
1 | Notify existing Partners of upcoming changes and upgrade timeline | External Communication |
8 weeks before upgrade complete |
2 | Provision Partner access to Console | BenchPrep Support Request | 6 weeks before upgrade complete |
3 | Notify Partners of access to Console | External Communication |
6 weeks before upgrade complete |
4 | Remind Partners of sunset date | External Communication |
4 weeks before upgrade complete |
5 | Sunset Boost & Institution Admin by removing legacy roles | BenchPrep Support Request | Final Week |
6 | Notify Partners sunset is complete | External Communication |
Final Week |
Step 1: Notify existing Partners of upcoming changes and upgrade timeline
Suggested Timeline: 8 weeks before upgrade complete
Overview
To ensure a smooth transition, we recommend notifying users with impacted roles (Institution/District Admins, Supervisors and/or Instructors) about the upgrade as early as possible so they can prepare accordingly and minimize operational disruption.
At a minimum, we recommend communicating what’s changing and when. It might also be helpful to provide additional documentation on the new interfaces. We’ve provided suggested messaging and links to relevant articles below.
Reminder: You can share generic articles from BenchPrep’s Knowledge base or repurpose documentation to meet the needs of your use case and partners.
Notify Impacted Roles via Email
Step 1: Identify your contacts and export names & email addresses from Console
Potential Audience: Institution Admins, District Admins, Supervisors and/or Instructors
To Export users via Console follow these steps:
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Navigate to Users page and select the role you would like to export (ie Instructor)
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Click Search
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The system will filter users with a designated role, click Export Filtered link to receive a CSV report of the user list.
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The export will contain name, email address, status (active vs. inactive), date created and list of all of their roles.
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Review the export to identify appropriate audiences for the communication and save/copy the email addresses accordingly.
Use your finalized list of contacts for all future communication.
Step 2: Send your email notification
Use the messaging below or craft your own.
District Admin:
Subject Line: Your upgrade to Console is coming! |
In two weeks, you will be upgraded to our brand new Console application! Don’t worry, we'll be here to provide you with updates on what to expect along the way.
Starting in two weeks, you’ll have access to Console and can explore all the exciting new features it offers. We will send you another email to let you know when Console is available to use. What should I do to prepare? Do I have to start using Console in two weeks? |
District Supervisor:
Subject Line: Your upgrade to Console is coming! |
In two weeks, you will be upgraded to our brand new Console application! Don’t worry, we'll be here to provide you with updates on what to expect along the way. What is changing?
Console will replace Boost, providing you with a new and improved home to report on your institutions and their learners. Starting in 2 weeks you’ll be able to access Console and test out all of the new and exciting functionality that it offers. You’ll receive another email letting you know when Console is available to use! What do I need to do to prepare? Do I have to start using Console in 2 weeks? No, you certainly don’t need to start using Console in two weeks (but why wait!). Although you’ll have access to Console, Boost will remain available to you for a period of time.Starting 8 weeks from today (6 weeks after you gain access to Console), the next time you login you’ll automatically be placed into the Console application and Boost will no longer be accessible. |
Institution Admin:
Subject Line: Your upgrade to Console is coming! |
In two weeks, you will be upgraded to our brand new Console application! Don’t worry, we'll be here to provide you with updates on what to expect along the way. What is changing?
Console will replace the Institution Admin application, providing you with a new and improved home to manage your users. Starting in 2 weeks you’ll be able to access Console and test out all of the new and exciting functionality that it offers. You’ll receive another email letting you know when Console is available to use! What do I need to do to prepare? Do I have to start using Console in 2 weeks? |
Institution Supervisor:
Subject Line: Your upgrade to Console is coming! |
In two weeks, you will be upgraded to our brand new Console application! Don’t worry, we'll be here to provide you with updates on what to expect along the way. What is changing? Console will replace Boost, providing you with a new and improved home to report on your institution and their learners. Starting in 2 weeks you’ll be able to access Console and test out all of the new and exciting functionality that it offers. You’ll receive another email letting you know when Console is available to use! What do I need to do to prepare? Do I have to start using Console in 2 weeks? |
Instructor:
Subject Line: Your upgrade to Console is coming! |
In two weeks, you will be upgraded to our brand new Console application! Don’t worry, we'll be here to provide you with updates on what to expect along the way.
What is changing? What do I need to do to prepare? Do I have to start using Console in 2 weeks? |
Relevant Knowledge Base Articles
-
Enterprise Engine documentation
Step 2: Provisioning Partner Access to Console & Prepare for Step 3
Suggested Timeline: 6 weeks before upgrade complete
Overview
To minimize manual migration efforts and ensure appropriate access is provisioned to users designated by you, BenchPrep support team will migrate users into Console for you! The steps below outline tasks you need to take to initiate and complete the migration, as well as steps BenchPrep will take to ensure a smooth transition.
When ready, BenchPrep will run a script which adds the new custom Console role and scopes it to the appropriate synced branch to all existing users who have an equivalent legacy role. For example, all users with the Instructor role will be given the new Group Manager role. If a user has multiple legacy roles, they will be granted new roles based on the table below. For example, a user with an Institution Admin AND Institution Supervisor role will be given the Branch Supervisor AND Branch Manager role.
New Custom Console Role | Comparable Legacy Role |
---|---|
Branch Supervisor | Division, District and Institution Supervisor |
Branch Manager | District and Institution Admin |
Group Manager | Instructor |
Once access is provisioned:
- Users can begin to explore Console. We suggest leveraging “Division, District, and Institution Supervisors”, “District and Institution Admins” and “Instructor” sections of the Explore New Tools in Console article to help Partners learn more about their respective capabilities in Console.
- Users will NOT lose access to legacy B2B tools until Removal of Legacy Roles step (Step 5) is completed at a later date. More info to come.
Provisioning Partner Access
- Review Explore New Tools in Console and Backwards compatibility between Enterprise Engine & Legacy B2B Tools to re-familiarize yourself with role comparison and backwards compatibility between Enterprise Engine and B2B tools.
- Confirm new roles exist in your tenant
- Login to Console
- Navigate to Settings and select Roles & Permissions
- Locate the New Roles and review their respective default permissions, by clicking on the Role Name. Reference the comparable legacy
Legacy roles matrix:New Custom Console Role Comparable Legacy Role Branch Supervisor Division, District and Institution Supervisor Branch Manager District and Institution Admin Group Manager Instructor
- Once confirmed, reach out to Support requesting “Assignment of new custom roles to ALL existing comparable legacy users” for your tenant. NOTE: Learners will not be affected by this effort.
- Allow up to 3 business days for our team to run a script and assign new roles to users within their respective branching hierarchies. Users will NOT receive any communication that a new role has been assigned to them.
- After the request has been completed, access Console, locate a few users and confirm their role assignment and scope context.
Few Considerations:
- If you would like to complete the role migration in our staging environment first, indicate that in your support ticket. Reference the staging refresh schedule here to ensure your testing efforts do not interfere with our data refresh cycle.
- If you would like to review the list of users to be migrated first and make any changes, you can export the list of users, per role, from Console, and provide a CSV of users you wish to include in the migration. To export users:
- Follow steps exporting steps from STEP 1 above.
- Review the export to identify appropriate audiences for the communication and Review the CSV; remove users who you do not wish to migrate from the file.
- Save the csv file - we recommend the file name to be the legacy role name.
- Repeat steps 1 - 3 for all roles you wish to review
- Submit a ticket to our support team when ready, attach all of the CSVs to the ticket. Our team will only migrate users in respective CSVs.
- Allow up to 3 business days for our team to run a script and assign new roles to users within their respective branching hierarchies. Users will NOT receive any communication that a new role has been assigned to them.
- After the request has been completed, access Console, locate a few users and confirm their role assignment and scope context.
Once steps above have been completed, prep for Step 3 to notify partners of access to Console.
Step 3: Notify Partners of Access to Console
Suggested Timeline: 6 weeks before upgrade complete; this should happen in coordination with Step 2.
Overview
As soon as Console access is provisioned to legacy roles, we recommend notifying impacted users about using and exploring the new interfaces available to them.
We’ve provided suggested messaging and links to relevant articles below.
Reminder: You can share generic articles from BenchPrep’s Knowledge base or repurpose documentation to meet the needs of your use case and partners.
Notify Impacted Roles via Email
Step 1: Identify your contacts
- Refer to “Step 1: Notify existing partners of upcoming changes and timeline”
Step 2: Send your email notification
District Administrator
Subject Line: You’ve been upgraded to Console! |
Starting today, you’ll have access to Console and can start to manage your learning program exclusively from Console. Want to know where to start? Want to be a trendsetter in your organization? Not quite ready to check out everything Console has to offer? |
Institution Administrator
Subject Line: You’ve been upgraded to Console!! |
Starting today, you’ll have access to Console and can start to manage your learning program exclusively from Console. Want to know where to start? Want to be a trendsetter in your organization? Not quite ready to check out everything Console has to offer? |
District Supervisor OR Institution Supervisor OR Instructor
Subject Line: You've been upgraded to Console! |
Starting today, you’ll have access to Console and can start using it as your exclusive reporting application. Want to know where to start? Want to be a trendsetter in your organization? Not quite ready to check out everything Console has to offer? |
* NOTE - the knowledge base resources mentioned within template refer to any of your own knowledge base resources/materials that you have developed to guide customers through the transition.
Relevant Knowledge Base Articles
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Enterprise Engine documentation
Step 4: Remind users of sunset date
Suggested Timeline: 4 weeks and 1 week before upgrade complete
Overview
We recommend reminding impacted users about the new interfaces and upgrade/sunset timeline at least twice.
We’ve provided suggested messaging and links to relevant articles below.
Reminder: You can share generic articles from BenchPrep’s Knowledge base or repurpose documentation to meet the needs of your use case and partners.
Notify Impacted Roles via Email
Step 1: Identify your contacts
- Refer to “Step 1: Notify existing partners of upcoming changes and timeline”
Step 2: Send your email notification
District Administrator
Subject Line: Your Upgrade is waiting! |
We know work can be really busy and change can be scary, but don’t worry we’re here with everything you need to take full advantage of Console! If you haven’t already, please visit our support page [INSERT LINK TO SUPPORT PAGE] which contains articles, how-tos and general guidance on what is possible in Console and how to do it! You already have access to Console, so what are you waiting for (this e-mail maybe?). In a few short weeks [INSERT EXACT TIMELINE HERE] Console will become your exclusive administrative and reporting application, and you will no longer have access to District Admin, so take Console for a test drive today! |
Institution Administrator
Subject Line: Your Upgrade is waiting! |
We know work can be really busy and change can be scary, but don’t worry we’re here with everything you need to take full advantage of Console! If you haven’t already, please visit our support page [INSERT LINK TO SUPPORT PAGE] which contains articles, how-tos and general guidance on what is possible in Console and how to do it! You already have access to Console, so what are you waiting for (this e-mail maybe?). In a few short weeks [INSERT EXACT TIMELINE HERE] Console will become your exclusive administrative and reporting application, and you will no longer have access to Institution Admin, so take Console for a test drive today! |
District Supervisor OR Institution Supervisor OR Instructor
Subject Line: Your Upgrade is waiting! |
We know work can be really busy and change can be scary, but don’t worry we’re here with everything you need to take full advantage of Console! If you haven’t already, please visit our support page [INSERT LINK TO SUPPORT PAGE] which contains articles, how-tos and general guidance on what is possible in Console and how to do it! You already have access to Console, so what are you waiting for (this e-mail maybe?). In a few short weeks [INSERT EXACT TIMELINE HERE] Console will become your exclusive administrative and reporting application, and you will no longer have access to Boost, so take Console for a test drive today! |
Relevant Knowledge Base Articles
-
Enterprise Engine documentation
Step 5: Remove legacy roles
Suggested Timeline: Final Week
Overview
BenchPrep will remove all legacy roles within your tenant, thus removing access to legacy tools (Boost and Institution Admin) for your partners.
Removing Access
- If you would like this to happen sooner than planned with your Customer Success Manager, please reach out to Support requesting “Removal of partner legacy roles” for your tenant. Allow up to 3 business days for our team to run a script to remove all applicable roles. NOTE: Learners will not be affected by this effort.
- Allow up to 3 business days for our team to run a script to remove roles.
NOTE: If you don’t request the role removal, the roles will be removed automatically in accordance with predetermined migration timelines.
Step 6: Notify partners sunset & upgrade is complete
Suggested Timeline: Final Week
Overview
Once legacy roles have been removed, we recommend notifying impacted users that the sunset and upgrade is complete.
We’ve provided suggested messaging and links to relevant articles below.
Reminder: You can share generic articles from BenchPrep’s Knowledge base or repurpose documentation to meet the needs of your use case and partners.
Notify Impacted Roles via Email
Step 1: Identify your contacts
- Refer to “Step 1: Notify existing partners of upcoming changes and timeline”
Step 2: Send your email notification
Subject Line: Your upgrade to Console is complete! |
Today is the day, the training wheels are off. The next time you login you’ll land directly in Console!
Documentation on your present and future (Console) can be found [insert link to console documentation]. |
Relevant Knowledge Base Articles
-
Enterprise Engine documentation