11 Xenia Implementation Checklist: Are You Ready to Go Live?

1. Are You Ready to Go Live?

 What "Going Live" Means

Going live means your front-line team will start using Xenia for real — completing their assigned checklists, seeing their tasks on their devices, and having their submissions tracked in your reports.

Before that happens, spend 30 minutes running through this checklist. Catching a misconfigured role or a missing location now takes 5 minutes to fix. Catching it after 50 employees have logged in takes much longer. 

2. Navigate Location Tabs and Verify Sites

SECTION 1: Workspace Foundation

• Location hierarchy is built — all regions, districts, and sites are added with correct parent-child nesting
• All site-level locations have addresses — required for timezone-based task scheduling
• Hierarchy labels are customized — level names (e.g., "District," "Territory," "Store") reflect your org's terminology

Hierarchy structure is finalized — you've confirmed you won't need to restructure it after launch (changes cascade throughout the system)

3. Check Roles Tab Permissions

SECTION 2: Roles & Permissions

• All roles are created — one role per distinct job type (Store Manager, Cashier, District Manager, etc.)
• Permissions are configured for each role — especially task visibility, manage templates (should be OFF for frontline), and access controls
• "Reports To" is set for each role — required for conditional notifications when tasks are overdue
• Homepage layout is assigned to each role — Location Pulse for frontline/store roles; Above Store or Custom Dashboard for management

At least one Admin or Owner account is active — never go live without a fallback admin account

4. Access Users Section

 SECTION 3: Users & Accounts

• All users are invited — either individually or via CSV bulk invite
• Every user has the correct role assigned — spot-check at least 5 users to confirm
• Every user has at least one location assigned — no location = no data visibility, no tasks
• Account strategy is decided — individual accounts for management, role-based shared accounts for frontline (if applicable)
• For shared/role-based accounts: passwords are set directly (don't wait for invite emails) and tested on the actual device
• All invite emails have been received and accepted — or passwords have been set by the admin

Email addresses are unique — no duplicates across the system

5. Review Checklist Templates

 SECTION 4: Templates (Checklists)

• All checklists are built — every checklist you plan to launch on Day 1 is in the template builder
• Checklists are reviewed for accuracy — questions are correct, sections make sense, step types are appropriate
• Required steps are set — critical items are marked required so they can't be skipped
• Photo automations are configured — conditional photo requirements are set up for key accountability steps
• Manage Templates permission is OFF for frontline roles — store staff should not be able to edit your checklists
• Template access controls are set — the right roles can submit; editing is restricted to admins

All templates are Published — unpublished templates won't appear for anyone

6. Confirm Project Settings

 SECTION 5: Projects (Deployments)

• At least one project is created and active — your first checklist is deployed via a role-based project
• Projects are assigned to roles (not individual users) — ensures continuity when staff changes
• Correct locations are selected — each project runs at the right stores
• Start time and due time are configured — tasks appear at the right time for each location's timezone
• Cadence is set correctly — daily, weekly, or monthly as needed
• "Mark as missed after due time" is configured — intentionally turned on or off based on your policy

Overdue/missed notifications are set — the right role is notified when tasks are not completed on time

7. Final Implementation Advice

SECTION 6: Devices & Mobile Access

• Xenia app is downloaded on all store devices — iOS or Android, search "Xenia" (purple smiley face icon)
• All frontline accounts are logged in and tested — log in on the actual device that will be used in the store
• Home screen layout appears correctly — Location Pulse is showing on store/frontline devices
• Today's tasks are visible — after the project's start time, the checklist appears on the device
• At least one test submission has been completed — someone has gone through a checklist end-to-end on the actual device

📊 SECTION 7: Reporting Sanity Check

• At least one test submission appears in reports — go to Operations → Submission Reports and confirm you can see the test submission
• Completion data is rolling up correctly — check that the project's completion rate shows the test submission
• Location-level filtering works — filter by one location and confirm only that location's data shows
• Manager/admin can see submissions from their assigned locations — log in as a manager and verify they can only see their locations' data

3. Pre-Launch Test: Do This Before Your Team's First Shift

Before going live, run a quick end-to-end test yourself:

1. Log in as a frontline user (use one of your store accounts) on the actual store device
2. Confirm the home screen — does it show Location Pulse? Are today's tasks visible?
3. Open a task — tap on it and click Start Checklist
4. Complete the checklist — go through every step, including any photo steps
5. Submit — tap Submit and confirm it goes through
6. Log back in as admin — go to Reporting and confirm the submission appears
7. Check the project — open the project and confirm it shows as Completed for that location

If all 7 steps work cleanly — you're ready to go live. If anything breaks, fix it now before your team encounters it on Day 1.

4. Common Issues Found During Pre-Launch Testing

5. You're Live — What's Next?

Congratulations — your workspace is set up and your team is on Xenia. Here's what to do in the first week after launch:

Day 1–3: Monitor closely

• Check daily completion rates in your project reports
• Watch for Missed or Overdue tasks — these indicate timing, access, or training issues
• Be available to answer frontline questions about the app

Week 1: Gather feedback

• Talk to your store managers — what's working, what's confusing?
• Look at your first submissions — are the checklist steps clear? Are the right photos being taken?
• Identify any templates that need adjustment before adding more

After Week 1: Expand

• Add your next checklists (closing checklist, food temp log, etc.)
• Add more projects as you're ready
• Start exploring reporting dashboards to track performance trends

Need help?

• Reach out to Xenia support at support@xenia.team