The 3 Most Popular Implementation Timelines for a Smooth Transition to GoEngage
Transitioning to a New Software: It’s Never Easy, But It Can Be Smooth
Switching to a new data management system can feel overwhelming. There’s always a lot at stake: compliance deadlines, staff training, and the daily demands of serving children and families. Let’s face it—there’s never a perfect time to transition. But the good news is that with careful planning, you can make the process much smoother and more manageable for your entire team.
At GoEngage, we’ve worked with agencies across the country to create successful transitions, and we’ve identified three preferred timelines. Along the way, we’ll share stories from agencies that have made the switch with ease.
And if you’re ready for a deep dive, check out our Comprehensive Guide to Planning a Successful Software Transition for even more insights.
Why Timing Matters
While no timeline will ever feel completely free of challenges, choosing the right moment to start can significantly reduce stress. By aligning your transition with natural milestones—such as the end of a school year, summer downtime, or even a slower holiday period—you can minimize disruption and set your staff up for success.
How to Plan for a Smooth Transition
Start Early: Begin conversations about your transition well in advance. The earlier you start planning, the more flexibility you’ll have to address unexpected challenges.
Choose the Right Timeline: Consider your agency’s unique needs, calendar, and staff availability. Whether it’s February, summer, or December, selecting the best time for your team makes all the difference.
Leverage Expert Support: Your personal GoEngage Implementation Concierge will guide you through each step, offering tailored training, data migration support, and troubleshooting to ensure a seamless transition.
Communicate with Staff: Keep your team informed about the process. Address their concerns, provide hands-on training, and create opportunities for them to get comfortable with the new system before going live.
A Success Story
One agency director said, “We were nervous about transitioning mid-year, but the GoEngage team made it easy to stick to our plan. Their hands-on support and step-by-step guidance gave our team confidence every step of the way.” With the right preparation, what once seemed daunting became an opportunity to streamline operations and improve outcomes.
3 Most Popular Implementation Timelines
1. Winter/Spring Transition (February/March/April): The Most Popular Option - Ideal for Agencies of All Sizes
This timeline is ideal for agencies starting with a blank database and wanting to prepare well in advance for the next program year while keeping day-to-day operations running smoothly. By spacing out tasks, agencies can ease into the new system without overwhelming staff.
Key Steps:
Configure System Settings: Configure GoEngage settings to meet your agency’s specific needs.
Initial Training: ERSEA staff and administrators attend a one-hour virtual session on entering applications.
Post Pre-Application Online: Allow new families to apply for services using your new online pre-application. Make sure to post this pre-application to your agency’s website, social media platforms, and printed materials.
Data Entry: For those families that apply in person, enter those new applications into GoEngage.
Dual-System Use: Continue using your current system for the remainder of the school year and for the current school year’s PIR submission.
Returning Data Import: Import returning children’s demographic information into GoEngage during June or July.
Full Transition: Transition fully to GoEngage after submitting your PIR.
Why This Timeframe is Popular:
This approach minimizes disruption during the program year, allowing a gradual transition while leveraging existing systems for critical reporting.
Highlight: A Less-Stress Rollout
A Southern agency with multiple locations found this approach invaluable. “We appreciated being able to ease into GoEngage while still using our old system for critical tasks like the PIR,” said the Head Start director. “The dual-system period gave us time to adjust without feeling rushed, and our team appreciated the thoughtful pacing.”
Highlight: Building Confidence Early
A small Head Start agency in the Northeast used this timeline to test their process. “Starting with new applications in GoEngage gave us a no-pressure way to learn the system,” shared the ERSEA manager. “By the time we transitioned entirely, our staff felt comfortable with GoEngage, and our families loved the easy online application process.”
2. Summer Transition (June/July/August): Best for Small-to-Mid Size, Non-Year-Round Agencies
For agencies that operate on a traditional school-year schedule, the summer provides a natural window for transition.
Key Steps:
PIR Submission: Submit PIR data using your current system.
Data Import: Import demographic data for all new and returning children into GoEngage.
System Configuration: Customize system settings to align with your agency’s needs.
Staff Training: Conduct training sessions to prepare your team for the new school year.
Why This Timeframe is Popular:
The downtime during the summer allows for a focused transition, giving staff ample time to learn the new system before the new school year starts.
Highlight: Mastering the System During Summer
An agency transitioned in July, leveraging their summer break. Their manager shared, “We dedicated three full days to training, and the extra time allowed staff to practice independently. When the kids arrived, we were fully prepared and confident.”
Highlight: Seamless Summer Preparation
An East Coast agency used their July downtime to switch to GoEngage. “We made training a priority,” said the director. “After our dedicated training sessions, our team was not only comfortable with the software but discovered tools that made their jobs easier, like automated alerts to families and staff when a child was unexpectedly absent. And, I liked the report scheduler since I do not log into the software as often as my team.”
Highlight: GoEngage Olympics
An agency in the Mid-West transitioned during June and July. “Training was the focus, and we even had a mini ‘GoEngage Olympics’ to make it fun,” their program manager shared. “Staff were confident and enthusiastic, which made for an amazing start to the new school year.”
3. Winter Transition (December/Mid-Year): Great for Smaller Agencies
For smaller agencies or those unable to transition over the summer, the holiday season offers a quieter period for implementation.
Key Steps:
Data Import: Import all current-year children’s demographic information into GoEngage.
Configuration and Training: Set up the system and train your staff.
Data Updates: Manually add any missing data, such as health, family services, or attendance records.
Go Live: Begin using GoEngage on January 1.
Why This Timeframe is Popular:
This timeline allows smaller agencies to use the quieter holiday season to prepare for a smooth January 1 launch.
Highlight: Fresh Start for the New Year
A small Pacific Northwest agency used December to transition seamlessly. “It was the best decision we made,” their data manager said. “We entered January with everything ready to go, and our team was fully trained without the pressure of daily operations.”
Ready to Talk About Your Transition Plans?
No matter which timeline fits your agency best, GoEngage offers expert guidance and support throughout the process. For a deeper dive into how we can tailor the rollout to your needs, check out our How to Roll Out GoEngage article.
Read Switching to GoEngage Is Easier Than You Think: Insights from an Industry Veteran for additional inspiration and tips.
No matter your timeline, GoEngage is here to support you every step of the way. Get in touch with us today to discuss your ideal timeline or create a customized transition plan! Schedule a demo today!
Stacy Lewis: Senior Director of Business Development at Cleverex Systems
Stacy Lewis is the Senior Director of Business Development at Cleverex Systems, the creator of GoEngage. A trusted leader in the Head Start software space since 2001, Stacy brings over 24 years of experience, including key roles at ChildPlus, KinderSystems (COPA and California subsidy products), and Learning Genie, before joining GoEngage.
Throughout her career, Stacy has helped countless agencies optimize operations, enhance family engagement, and achieve compliance with federal and state standards. Her extensive industry knowledge and commitment to innovation continue to drive transformative solutions that empower Head Start programs to better serve children and families.
