Onboarding guide

You're putting Tato on a project. Here's the plan we run together in the first 90 days: month 1 builds the knowledge base, month 2 activates the use cases, month 3 scales to more people and projects.

It moves fast when you do. IT setup takes days, Tato starts capturing knowledge the moment the agent joins its first call, and teams that mobilize quickly have gone from first conversation to a working knowledge base inside a week.

Mobilize

Onboarding starts with a working session that the Tato team runs with you. Walk in with this list and you walk out with a live project:

• IT setup started, so the agent can join calls
• The first project picked, with a start date
• The team named: a champion, a rollout owner, an IT contact, early adopters
• Project documents in hand: charter, RACI, RAID log, whatever you'd give a new team member
• The recurring meetings listed, with who owns each invite, plus the Teams channels, SharePoint folders, and ticketing tools the project lives in
• Your rituals written down: steering committees, weekly status, stand-ups. These become the first reports and automations
• Agreement on what success looks like in months 1, 2, and 3

The Tato team does the heavy lifting from there: seeding your documents, setting up the project structure, and building the first skills and reports around your rituals. Setup is typically fully behind you within the first week or two.

Key roles

Role	Who it usually is	What they do
Champion	IT, PMO, or business leadership; IT directors are common	Sets the goal, clears blockers, keeps the rollout visible
Rollout owner	A PMO manager or senior project manager	Owns the plan, the comms, and the decisions
IT contact	Your Microsoft 365 / Entra ID admin	Completes the IT setup; largely done after the first week
Early adopters	PMs, functional leads, and SMEs who own the recurring meetings	Add Tato everywhere, try the use cases first, give fast feedback

In our most successful rollouts, the early adopters are the people who already prepare the weekly status and steering committee decks. They feel the pain Tato removes, so they adopt first and pull others in.

Month 1: build the knowledge base

Everything in month 1 serves one goal: every project interaction flows into Tato.

Put Tato on every project call. Invite tato@yourcompany.com to the recurring series, connect calendars for auto-join, and ask your delivery partners to admit it too. When in doubt, add Tato. Adding Tato covers the details, and anything sensitive stays in your control: the agent waits in the lobby, announces itself, and can be removed at any time.

Connect the channels and sources. Teams channels, SharePoint folders, tickets. Be generous with project channels; take your time with anything sensitive. See Integrations for what connects today.

Backfill in parallel. Past recordings, workshop files, and documents can be added at any point and make the knowledge base smarter. They never block the start.

Onboard the first wave. Send every new user the welcome guide. Early adopters get a short session with the Tato team on projects, tagging, and join rules.

You know month 1 worked when every project meeting lands in Tato and your early adopters can find, check, and share what it captured.

Month 2: activate the use cases

With a knowledge base behind it, Tato starts giving time back:

• Catch up without attending. Any meeting, any slice of the project, summarized and searchable in your language.
• Trace any decision to its source. Who said what, when, and in which meeting.
• A RAID log that updates itself. Risks, actions, and decisions extracted from project activity, each with its history.
• Automation routines on your cadence. Weekly status, steering committee prep, and recaps delivered to Teams or email on the schedule you already keep. Reports and skills shape the outputs to your formats.

You know month 2 worked when at least one report or automation runs on your cadence and the team relies on it.

Month 3 and beyond: scale

• Train the trainer. Your champion and early adopters run onboarding for the next wave, with our support.
• Build your own. New skills, reports, and automations come from your team.
• Add projects and teams. Related projects follow quickly once the first one shows what a self-documenting project feels like.

At the 90-day mark, review the results against the success criteria from your first session and decide what to expand. If you're running these 90 days as a pilot, that review is the checkpoint.

Frequently asked questions

How fast can we be live?

IT setup takes days, and the agent starts capturing knowledge with its first call. With documents and sources ready at the first session, teams have gone from start to seeded knowledge base, project structure, and first reports inside a week.

Do we need to backfill historical content before starting?

No. Start with live calls today; backfill runs in parallel whenever it's convenient. Past recordings and documents enrich the knowledge base, but the best data comes from the agent attending meetings itself.

What about private or sensitive meetings?

Tato only sees what it's invited to. The agent waits in the lobby, announces that it's recording, can be removed mid-call, and admins can delete any capture. See Data sharing & security.

Our delivery partner runs most of the meetings. Does that work?

Yes, and it matters: whoever owns the meeting invite adds Tato. Identify the owners of the recurring series in the first session and make your partners part of the first wave.

What does Tato's team do versus ours?

The Tato team runs the onboarding sessions, seeds the project, builds the first skills and reports, and supports training. Your team brings the roles above, adds Tato to its meetings and sources, and gives fast feedback on what's useful.

What happens after the first 90 days?

You review the results with the Tato team against the success criteria from your first session, then decide what to expand. The same plan repeats for each new project or team.

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Questions, or want to book your first session? Reach out at support@tato.co.