New Client Onboarding Guide

We would like to welcome you to the Spectra Networks family. Here at Spectra Networks, we aim to provide you with white-glove service exceeding your expectations in every aspect of customer service and IT service delivery.

This form aims to guide you through the onboarding process over the coming weeks, gather some additional details for your organization, and schedule your kick-off call.

Discovery

Kick-O Call: Schedule a kick-o call with stakeholders to review onboarding steps, identify the holder of existing IT documentation, and schedule onsite tasks if required.

Network Evaluation: Review all physical networking equipment and current document configuration.

Audit & Inventory: Gather a list of employee contact information and existing company-owned equipment, including workstations, servers, printers, scanners, and mobile devices.

Help Desk Procedures: Learn how to open a ticket with our help desk and learn our standard processes. Your employees will be enrolled in our onboarding email sequence.*Estimated time to completion 1 to 2 weeks

On-Boarding

Management Agent Installation & Configuration: Install an agent on supported devices and configure the appropriate settings.

Threat & Security Setup: Install Sophos Endpoint security agent on supported devices and configure the appropriate settings.

Backup & Disaster Recovery: Identify assets and data to protect. Deploy backup agents and configure appropriate settings.

Operation Manually Creation & Security Best Practice: Record all captured data into the documentation system. Review and confirm all systems meet internal security best practices.

*Estimated time to completion 1 to 2 weeks; the above tasks may be completed onsite, remotely, or a combination of the two. Specific steps are based on active subscriptions.

Support & Maintenance

Network Operations Center (NOC): 24/7 monitoring of critical assets, including servers, workstations, networks, and cloud services.

Security Operations Center (SOC): 24/7 threat hunting and response for critical assets, including servers, workstations, networking, and cloud services.

Help Desk Support: 8 AM to 6 PM Monday through Friday support via phone, email, SMS, live chat, and customer portal.

Disaster Recovery Testing: Monitor and test backups regularly to verify le integrity.

Windows Updates & 3rd Party Patching: Weekly installation of approved updates on all managed systems.

Maintenance: Weekly and monthly cleanup, recover hard drive space, and optimize all managed systems.

Life Cycle Management & Consulting

Hardware & Software Procurement: Recommend hardware and software to meet organization goals and use cases. Source solutions, provision, and installation of all equipment.

Asset Life Cycle Management: Identify and track all managed company-owned equipment's age and warranty status.

Virtual Chief Information Ocer (vCIO): Develop a technology strategy to assist organizational growth. Identify projects to solve business problems and perform quarterly business reviews to identify technology gaps. Maintain a budget to project technology spending.

System Health Reporting: Generate and review ticket volume reports to identify knowledge gaps and recommend organization comprehensive training and areas for improvement.

To streamline the onboarding process, please complete the information below; if you have any questions, don't hesitate to contact your account manager, Joe Silva, directly by email at [email protected] or phone at 1 (978) 717-3691.

New Client Onboarding Guide

Step 1: Contact Information

Please provide the contact details for the primary and secondary account contacts. The listed individuals are authorized to make changes to the account, purchase and or authorize services, request new licenses, and add and remove users. Request password resets on behalf of other users. While a secondary contact is optional, it is strongly encouraged; we will engage with the listed contacts in the order they are listed for any authorizations.
Primary Contact (Required)
Primary Contact (Required)
First
Last
Secondary Contact (Optional)
Secondary Contact (Optional)
First
Last

Step 2: Billing Contact Information

Please provide the contact information for the billing contact within your organization. The billing contact will receive an email to enter their payment details. Your payment method will automatically be charged according to the contract payment terms for the subscription charges. If applicable, you will receive an invoice for additionals outside the subscription charges. Invoices are due upon receipt and can be paid for online via ACH using the link included in the invoice email. For any billing inquiries, please get in touch with us at [email protected] or 1 (978) 219-9752 x3
Name
Name
First
Last

Step 3: Employee Contact Information

Input the contact information for all employees within your organization; the provided information will be imported into our help desk software. Employees must be included to be eligible for support. If you have substantial contacts to enter, you may use our bulk import template. Copy and paste the following link into your browser to download the template https://www.spectranets.com/wp-content/uploads/2022/05/Onboard_Contact_Import.xlsx. Once the template has been completed, please skip to step 4 and use the uploads area below to send the completed documents.
Name
Name
First
Last

Step 4: Bulk Upload Contacts (If Applicable)

Maximum upload size: 52.43MB