participantonboarding-checklist

👥 Onboarding Checklist

Get participants ready before session one — and keep them engaged after.

This view focuses on pre-session preparation, the readiness steps every participant should complete, and the ongoing engagement plan for the first 90 days. Looking for the step-by-step welcome flow? See the Getting Started checklist.

📍 On this page

Onboarding checklist→ Pre-session prep→ Participant readiness steps

⚠️ Key rules to manage around

Participants must join your group first to access onboarding content.
All participants already accept MentalHappy Community Guidelines at signup.
Group chat is the primary communication channel; DMs are not supported for safety.
All onboarding communication should happen inside the platform.
Engagement in the first 30–90 days directly impacts group success.

⏱️ Pre-Session Prep — Suggested Timeline

Run this cadence before the first session to maximize attendance and reduce technical friction.

1 week before first session

Share guidelines
Encourage app download
Ask participants to log in

3 days before

Send a reminder message
Ask participants to enable notifications

Day of first session

Send a “starting soon” message
Reinforce privacy
Remind about tech support

🎯 Participant Readiness — At a Glance

Before a participant is “session-ready,” confirm each of these areas is covered.

📱 Technology set up

App downloaded (iOS/Android) or web platform in use
Internet connection tested
Camera & mic checked for video sessions
No external tools needed — sessions run inside MentalHappy

🔔 Notifications enabled

Chat notifications on
Session reminders on
Announcements on

📋 Guidelines understood

Platform guidelines already accepted at signup
Your group-specific guidelines shared and posted
Communication rules clear (no DMs)

🔒 Privacy & trust reinforced

Conversations are private and confidential
HIPAA-compliant, members-only visibility, screenshot blocking
Message repeated before the first session

✅ Participant Readiness Steps (1–11)

The full set of actions that move a participant from “joined” to “engaged.”

Welcome Participants Into the Group

Setting the tone the moment people join.

👉 What to do

Post a welcome message in the group chat immediately after participants join
Encourage introductions and early interaction

⚙️ What happens in the system

Participants receive a group chat notification
First interactions increase visibility and engagement signals
Members become more likely to return

✨ Tip

A strong first message sets the tone for safety and participation.

🔒 Hidden logic

Groups with early chat activity rank higher in engagement internally
Silent groups often lead to drop-off before the first session

Share Group Guidelines

Reinforcing your own expectations on top of platform rules.

👉 What to do

Post your group-specific guidelines in the chat
Reinforce expectations around behavior and safety

⚙️ What happens in the system

Platform-level guidelines are already accepted
Your custom guidelines act as an additional behavioral layer
Participants refer back to pinned or posted messages

✨ Tip

Keep guidelines short, clear, and easy to follow.

🔒 Hidden logic

You are responsible for group culture, not just platform compliance
Clear expectations reduce moderation issues later

Help Participants Set Up Technology

Removing technical friction before session one.

👉 What to do

Ask participants to:

Download the MentalHappy app (iOS or Android), or use the web platform
Test their internet connection
Check camera and microphone (for video sessions)

⚙️ What happens in the system

Participants log into their accounts
Sessions run directly inside MentalHappy
No external tools (Zoom, Skype) are required

✨ Tip

Encourage setup before the first session to avoid delays.

🔒 Hidden logic

Technical friction is one of the biggest causes of first-session drop-off
Users who test early are significantly more likely to attend

Encourage Notification Settings

Making sure members actually see your messages and reminders.

👉 What to do

Ask participants to enable:

Chat notifications
Session reminders
Announcements

⚙️ What happens in the system

Push notifications and reminders are activated
Participants receive real-time updates

✨ Tip

Remind participants more than once — many users miss this step.

🔒 Hidden logic

Users without notifications enabled often become inactive quickly
Notifications are a key driver of retention

Reinforce Privacy & Confidentiality

Building the trust that makes people willing to share.

👉 What to do

Clearly explain:

Conversations are private
Group content is confidential
Trust is essential

⚙️ What happens in the system

The platform enforces:

HIPAA-compliant data protection
Restricted visibility (members only)
Screenshot blocking

✨ Tip

Repeat this message before the first session.

🔒 Hidden logic

Trust is the foundation of participation
Groups that reinforce privacy early have higher engagement

Make Content Accessible

Keeping instructions easy for every kind of participant.

👉 What to do

Use simple, clear language
Break instructions into steps
Use voice notes or videos when helpful

⚙️ What happens in the system

Content appears in group chat
Participants consume content at their own pace

✨ Tip

Accessibility increases participation across diverse users.

🔒 Hidden logic

Complex instructions reduce engagement
Simplicity improves completion rates

Drive Early Engagement

Getting people talking in the first day or two.

👉 What to do

Post 1–2 prompts such as:

“What inspired you to join this group?”
“What is one goal you have for being here?”

⚙️ What happens in the system

Participants respond in group chat
Engagement signals increase
Peer interaction begins

✨ Tip

Ask open-ended questions to encourage sharing.

🔒 Hidden logic

Early participation predicts long-term retention
Members who engage early are more likely to attend sessions

Direct Participants to Support Resources

Pointing people to help so you can focus on facilitating.

👉 What to do

Knowledge Base
FAQ
In-app support options

⚙️ What happens in the system

Participants can:

Use chatbot support
Access live support
Report issues

✨ Tip

You do not need to solve technical issues yourself.

🔒 Hidden logic

Delegating support allows you to focus on facilitation
Faster issue resolution improves user experience

Explain Communication Rules

Setting clear expectations about how members talk to each other.

👉 What to do

Clarify that:

No direct messages (DMs) are allowed
All communication happens in group chat, sessions, and the anonymous question feature

⚙️ What happens in the system

Messaging is restricted by design
Conversations remain within group context

✨ Tip

Set this expectation early to avoid confusion.

🔒 Hidden logic

This policy protects both leaders and participants
Keeps interactions transparent and safe

Review Platform Policies

Explaining what can and can’t be promoted in the group.

👉 What to do

Explain that outside services cannot be promoted, including:

Therapy services
Coaching
Retreats
Paid offerings

⚙️ What happens in the system

Violations may trigger moderation or removal

✨ Tip

Frame this as protecting the group and members.

🔒 Hidden logic

Prevents legal and liability risks
Keeps value centered within MentalHappy

Explain Invitations

Showing members how (and whether) to bring others in.

👉 What to do

Clarify how members can invite others:

Public groups → shareable invite link
Private groups → leader-controlled invites

⚙️ What happens in the system

Invite links enable new joins (if allowed)
Growth depends on group visibility type

✨ Tip

Encourage sharing only if appropriate for your group type.

📅 90-Day Engagement Roadmap

Consistency during the first 90 days drives long-term success.

Weeks 1–2

Icebreakers
Introductions
Reinforce guidelines

Weeks 3–4

Discussion prompts
Resource sharing
Celebrate milestones

Month 2

Host sessions consistently
Encourage peer interaction
Maintain weekly engagement

Month 3

Post 2–3 times per week
Highlight member wins
Collect feedback

📌 What Happens Next

Participants begin attending sessions
Engagement patterns form
Group culture develops
Retention stabilizes based on early experience

✅ Best Practices

Post a welcome message immediately
Encourage interaction within 24 hours of joining
Keep communication simple and clear
Reinforce safety and confidentiality
Stay consistent with engagement

⚠️ Common Mistakes

Not posting a welcome message
Overloading participants with information
Ignoring early engagement
Not reinforcing privacy
Assuming users understand the platform

🛠️ Troubleshooting

Participants not engaging

Post prompts and tag members to encourage interaction.

Participants missing sessions

Remind them to enable notifications.

Confusion about the platform

Share the Knowledge Base and simple instructions.

Low attendance

Improve onboarding clarity and early engagement.

💬 Final Note

Participant onboarding isn’t just a setup step — it defines the experience of your group. Clear guidance, early engagement, and consistent communication help participants feel safe, supported, and motivated to return. The stronger your onboarding, the stronger your group.

In-app chat support View the Getting Started checklist