Onboarding

Your setup, phase by phase

Four phases, what we do in each, and what we need from you. Timing is estimated after scope review and depends on licensing, access, source-system readiness, and DNS readiness. Cutover and go-live dates are agreed with you; a one-week launch is not guaranteed.

Included migration and onboarding work follows your agreed plan and written scope. Mailbox and data volumes, source systems, device setup, and any rebuilds are confirmed before work starts. Extra work is quoted and approved separately. Existing customers retain their agreed contractual terms.

1Scope and readiness

The setup call

2Agreed cutover window

Tenant and mail cutover

3After setup and testing

Automations live

4Ongoing

We run it

Scope and readinessPhase 1 of 4

The setup call

We review your workflow, agree the plan and written scope, and estimate timing based on licensing, access, and DNS readiness.

What we do

Ask what actually takes the time — the inbox, the filing, the chasing — and which one we should remove first.
Look at where your mail and files live today, so we know whether this is a migration or a fresh tenant.
Confirm the plan that fits your headcount, our management fee including any seat overage, and the separate licence quote and commitment.
Agree exactly which mailboxes and sites we will need, then have your admin consent to our named application (the permission set is fixed and tenant-wide).
Agree a target go-live date and cutover window once scope, licensing, access, and DNS readiness are confirmed.

What we need from you

Bring whoever can answer questions about your domain and your current email.
Tell us honestly what has been tried before and what broke.

At the end of this phase

A written scope: the plan, included work, separately approved extras, first automations, estimated cutover window, and the access we will hold.

Agreed cutover windowPhase 2 of 4

Tenant and mail cutover

We configure your Microsoft 365 tenant and carry out the mail, file, and team-site work included in your agreed plan and written scope.

What we do

Stand up or take over your Microsoft 365 tenant and verify your domain.
Configure the agreed mail records — MX, SPF, DKIM, DMARC — and test routing and authentication; inbox placement is not guaranteed.
Migrate the agreed mailboxes, calendars, and contacts where the source supports it, with an initial sync and validation before cutover.
Configure OneDrive with Known Folder Move, and build the SharePoint library and permission structure we agreed.
Complete the desktop and mobile profile setup included in the written scope.

What we need from you

Give us access to your DNS, or be available to make one record change while we are on a call.
Give us a list of mailboxes, shared addresses, and distribution groups that must exist on day one.
Tell your team the agreed date, expected disruption, and any sign-in or device changes needed.

At the end of this phase

The agreed mail, files, and team sites are checked on your tenant, with source access retained through validation where supported.

After setup and testingPhase 3 of 4

Automations live

Your included automations go in one at a time, each one tested against real mail before we hand it over.

What we do

Build each automation on Azure, running through the one Microsoft Graph application your admin consented to.
Test it against a batch of your real mail and documents before it touches anything live.
Wire the audit logging for your account, so every action an automation takes is recorded.
Walk the owner of each workflow through what it does and where to look when it has run.
Set up the ID360 assistant in your tone, and agree what it may draft versus what a person must always write.

What we need from you

Nominate an owner for each workflow — the person the routing should reach.
Give us a handful of real examples: a typical invoice, a typical enquiry, a reply you were happy with.
Review the first week of output and tell us what is wrong. It usually needs one round of tuning.

At the end of this phase

Your included automations running on live mail, each with a named owner and a visible record of what it did.

OngoingPhase 4 of 4

We run it

We keep your automations running, make seat changes on request, and refine the ID360 assistant around how your team works. Monthly or annual — cancel anytime, and your plan runs to the end of the period you paid for.

What we do

Monitor the workflows and fix them when they break, usually before you notice.
Add and remove users as people join and leave, and reclaim the licences.
Adjust filing rules, routing, and drafting as your vendors, clients, and team change.
Review what is running with you when you ask for it — Scale includes a scheduled quarterly review.

What we need from you

Tell us when someone joins or leaves.
Tell us when something starts feeling like busywork again — that is the next automation.

At the end of this phase

A Microsoft 365 that someone is actually looking after, on an arrangement you can end whenever you choose.

The one everybody asks

A planned cutover with continuity checks and reconciliation.

We plan an initial sync, retain the old system while the new one is checked where the source supports it, and reconcile mail received during the switch. DNS caching can send mail to both systems during propagation; allow for 24–48 hours, potentially longer depending on the provider and configuration. Keep source access and subscriptions active until validation is complete and closure is agreed. These safeguards reduce disruption but do not guarantee zero mail loss or zero downtime. The cutover window is agreed after scope and readiness checks.

The full migration paths

The whole checklist, before you start

Everything we will ask you for, in one place. Having these ready helps us agree a realistic schedule.

Access to your domain's DNS

Mail routing, and proving the domain is yours. Either give us access or be on a call while you make the changes yourself — both are fine.

A list of mailboxes and shared addresses

Every person, plus the addresses a team answers together — sales@, invoices@, info@. Missing one is the usual cause of a bumpy first morning.

Where your mail and files live today

Google Workspace, an existing Microsoft tenant, an IMAP host, or an on-prem Exchange server. The source determines the method and scope; included work follows your agreed plan and written scope, with extra work quoted and approved separately.

Your current system's owner or administrator

Have your owner or administrator approve access and carry out the source-system setup through an approved secure migration method. Never send admin passwords, mailbox passwords, or recovery codes through chat or request forms. If mailbox credentials are required, agree a secure migration method before entering them.

Admin consent on the new tenant

You grant it in your own admin center — the permissions are tenant-wide, and you can revoke it there at any time. We never hold a standing password to your tenant.

A few real examples

A typical invoice, a typical enquiry, a reply you were happy with. Automations tuned on real documents work on the first attempt far more often.

Timing is estimated after scope review and depends on licensing, access, source-system readiness, and DNS readiness. Cutover and go-live dates are agreed with you; a one-week launch is not guaranteed. A large mailbox count, an on-premises Exchange server, or source-provider throttling can extend the work. We confirm the included work and any separately approved extras before starting.

How it works Browse automations What we manage in each app Which licence do I need?

Start with a setup call

Review your plan and written scope with us, then agree an estimated go-live window based on readiness.

Choose a plan

Onboarding

Your setup, phase by phase

1Scope and readiness

The setup call

2Agreed cutover window

Tenant and mail cutover

3After setup and testing

Automations live

4Ongoing

We run it

Scope and readinessPhase 1 of 4

The setup call

We review your workflow, agree the plan and written scope, and estimate timing based on licensing, access, and DNS readiness.

What we do

Ask what actually takes the time — the inbox, the filing, the chasing — and which one we should remove first.
Look at where your mail and files live today, so we know whether this is a migration or a fresh tenant.
Confirm the plan that fits your headcount, our management fee including any seat overage, and the separate licence quote and commitment.
Agree exactly which mailboxes and sites we will need, then have your admin consent to our named application (the permission set is fixed and tenant-wide).
Agree a target go-live date and cutover window once scope, licensing, access, and DNS readiness are confirmed.

What we need from you

Bring whoever can answer questions about your domain and your current email.
Tell us honestly what has been tried before and what broke.

At the end of this phase

A written scope: the plan, included work, separately approved extras, first automations, estimated cutover window, and the access we will hold.

Agreed cutover windowPhase 2 of 4

Tenant and mail cutover

We configure your Microsoft 365 tenant and carry out the mail, file, and team-site work included in your agreed plan and written scope.

What we do

Stand up or take over your Microsoft 365 tenant and verify your domain.
Configure the agreed mail records — MX, SPF, DKIM, DMARC — and test routing and authentication; inbox placement is not guaranteed.
Migrate the agreed mailboxes, calendars, and contacts where the source supports it, with an initial sync and validation before cutover.
Configure OneDrive with Known Folder Move, and build the SharePoint library and permission structure we agreed.
Complete the desktop and mobile profile setup included in the written scope.

What we need from you

Give us access to your DNS, or be available to make one record change while we are on a call.
Give us a list of mailboxes, shared addresses, and distribution groups that must exist on day one.
Tell your team the agreed date, expected disruption, and any sign-in or device changes needed.

At the end of this phase

The agreed mail, files, and team sites are checked on your tenant, with source access retained through validation where supported.

After setup and testingPhase 3 of 4

Automations live

Your included automations go in one at a time, each one tested against real mail before we hand it over.

What we do

Build each automation on Azure, running through the one Microsoft Graph application your admin consented to.
Test it against a batch of your real mail and documents before it touches anything live.
Wire the audit logging for your account, so every action an automation takes is recorded.
Walk the owner of each workflow through what it does and where to look when it has run.
Set up the ID360 assistant in your tone, and agree what it may draft versus what a person must always write.

What we need from you

Nominate an owner for each workflow — the person the routing should reach.
Give us a handful of real examples: a typical invoice, a typical enquiry, a reply you were happy with.
Review the first week of output and tell us what is wrong. It usually needs one round of tuning.

At the end of this phase

Your included automations running on live mail, each with a named owner and a visible record of what it did.

OngoingPhase 4 of 4

We run it

What we do

Monitor the workflows and fix them when they break, usually before you notice.
Add and remove users as people join and leave, and reclaim the licences.
Adjust filing rules, routing, and drafting as your vendors, clients, and team change.
Review what is running with you when you ask for it — Scale includes a scheduled quarterly review.

What we need from you

Tell us when someone joins or leaves.
Tell us when something starts feeling like busywork again — that is the next automation.

At the end of this phase

A Microsoft 365 that someone is actually looking after, on an arrangement you can end whenever you choose.

The one everybody asks

A planned cutover with continuity checks and reconciliation.

The full migration paths

The whole checklist, before you start

Everything we will ask you for, in one place. Having these ready helps us agree a realistic schedule.

Access to your domain's DNS

Mail routing, and proving the domain is yours. Either give us access or be on a call while you make the changes yourself — both are fine.

A list of mailboxes and shared addresses

Every person, plus the addresses a team answers together — sales@, invoices@, info@. Missing one is the usual cause of a bumpy first morning.

Where your mail and files live today

Your current system's owner or administrator

Admin consent on the new tenant

You grant it in your own admin center — the permissions are tenant-wide, and you can revoke it there at any time. We never hold a standing password to your tenant.

A few real examples

A typical invoice, a typical enquiry, a reply you were happy with. Automations tuned on real documents work on the first attempt far more often.

How it works Browse automations What we manage in each app Which licence do I need?

Start with a setup call

Review your plan and written scope with us, then agree an estimated go-live window based on readiness.

Choose a plan