Navigating Life App Icon Navigating Life Get it on Google Play
Getting Started for Admins - Navigating Life
Navigating Life App Icon Navigating Life Get it on Google Play
Skip to content
Admin Setup Guide

Getting Started for Admins

Welcome to Navigating Life! We're excited to help you bring your community online. Here's everything your admin team needs to set up your organization — with templates and support along the way.

Before You Begin
Your Quick-Start Checklist
  • Selected one Organization Admin to manage the implementation process — this means accountability is clear.
  • Gathered your staff list — name, role, email
  • Gathered your client list — names to start
  • Planned for client photo consents (templates available)
Organization Setup

Build Your Foundation

Work through these in order. Each one builds on the last, and you can always fine-tune details later.

1
Groups
Create the spaces where your members connect and interact. A group name is all you need to start — everything else can be customized later.
Download Group Template

See example

2
Users
Add your staff and admins first, then assign each to the right groups. Family and members are invited a few weeks later, once there's content for them to see.
Download User Template

See example

3
Clients
Add the people your organization serves. Profile and contact details make it easy to tag posts and keep your team connected.
Download Client Template

See example

4
Clinical Data Points
OPTIONAL
Optional — if your organization tracks clinical data, list what you'd like to track for each client, like goals or behaviors.
Download daTA Template

See example

1
Groups
A Closer Look: Groups
Groups are the backbone of your organization's structure — a residence, a program, a caseload. Members only see activity in the groups they belong to, so it's worth a moment of thought, but easy to change later.
  • “Maple Street House” — a residential group
  • “Day Program” — a program-based group
  • “Clinical Team” — a staff-only coordination group
Interface with the Groups
2
USERS
A Closer Look: Users
Users are rolled out in two phases. Staff and admins go live first and start posting — so by the time family and members are invited, there's already daily activity waiting for them instead of an empty feed.
  • Phase 1 — Staff & Admins: get access, start posting daily updates
  • A few weeks of posting build up real content in each group
  • Phase 2 — Family & Members: invited once there's something to see
Interface with the Users
3
Clients
A Closer Look: Clients
Client profiles are what staff tag when they post updates, so accuracy here saves confusion later. Photo consent can always be added in phases as forms come in.
  • Full name and assigned group(s)
  • Guardian / family contact for updates
  • Photo consent status
Interface with the Client Information
4
Clincal Data points
A Closer Look: Clinical Data Points
Data points turn day-to-day notes into measurable trends. Define what to track and how often, and staff will log it consistently — giving you clean data to review over time.​
  • “Biting Habit” — tracked daily by direct support staff
  • “IEP Goal: Independent Cooking” — tracked weekly
  • “Elopement Incident” — logged as it occurs
Interface with the Client Clinical Log Information
Plan Ahead

Example Timeline

A simple four-week pace that keeps momentum without overwhelming your team.

Week 1
  • Share your group list
  • Start collecting client list
  • Send out consent requests
Week 2
  • Share your staff user list with us
  • Add clients
  • Add consents (as you get them)
Week 3
  • Staff training sessions
  • Staff & admins go live and start posting
Week 4+
  • Invite family & members once there's content to see​
Common Questions

Frequently Asked Questions

Do we need everything ready before we start?

No. You can get started with the essentials—such as setting up your groups and staff—and add clients, clinical information, and other details in phases as they become available. Many organizations take this approach to get up and running sooner while completing the remaining setup over time.

That’s okay. Photo consent status can be completed in phases and updated at any time after implementation begins.

 

That said, we strongly recommend prioritizing photo consents as early as possible. The sooner clients have consent in place, the sooner staff can begin sharing photos and daily updates. Every day a client is waiting on consent is another day of meaningful moments that can’t be captured and shared through the app. Starting the consent process early helps you maximize engagement from day one.

Usually your Organization Admin(s), often with help from program or office staff who already track this information.

We recommend designating one Organization Admin as your Implementation Owner to coordinate the process and keep everything on track.

 

If you choose to divide the work among multiple people, clearly assign ownership for each task. While several people can contribute, every task should have one person who is ultimately responsible for completing it. In our experience, when multiple people share responsibility without a clear owner, tasks are more likely to be overlooked, which can lead to unnecessary delays during implementation.

Staff and admins are invited first so they can start posting daily updates. After a few weeks, family and members are invited into a feed that already has real content — rather than an empty one.

Your team logs in, starts posting, commenting, and tracking real-time insights. Admins typically spend just a few minutes a week after launch to monitor usage and make sure the communities are setup for success.

Our team will also reach out to share insights and check in with our organization so you get the most our of Navigating Life!