Microsoft 365 Training

This guide covers the Microsoft 365 tools used daily at Bee-Have: SharePoint, Planner, and Forms.

Accessing Microsoft 365 Apps

Click the nine dots (app launcher) in the top-left corner of any Microsoft 365 app to access all available applications including SharePoint, Planner, and Forms.

SharePoint (Behave Hub)

SharePoint is where we store company-wide documents. Access it via the app launcher and select Behave Hub.

Home Page Features

• Helpful Links - Quick access to Hi Rasmus and Aloha
• Upcoming Events - Holidays and company events posted here
• Documents - Main document library

Document Library Structure

Employee-Accessible Folders

Administrator Library (Restricted Access)

Only Amara, Kayla, Louise, and designated admin staff have access to:

Updating Documents

When updating the Employee Handbook or School Policy:

1. Edit the document in OneDrive
2. Delete the old version from SharePoint
3. Upload the new version to SharePoint
4. This ensures staff always access the current version

Planner

Planner is our task management and to-do list system. Access via the app launcher.

Main To-Do Board

Used for weekly task tracking between admin team members.

Buckets (columns):

• Amara’s To-Dos
• Kayla & Louise To-Dos
• Admin Meeting Topics
• Hive Meeting Notes
• Moving Forward items

How to use:

1. Add tasks that need to be done during the week
2. Assign tasks to the appropriate person
3. Add labels to indicate who’s responsible
4. Check off tasks when complete
5. Add notes/comments directly to tasks instead of using Teams chat

New Employee Onboarding Board

Tracks all onboarding tasks across team members. Each new hire gets their own card or the master template is reset.

Onboarding Task Checklist:

Tips:

• Use comments on tasks to communicate instead of losing messages in Teams
• Label tasks by owner for visibility
• Louise can add notes like “Completed onboarding training, reach out to [name] at [email]“

Training Video Distribution

New employees receive training via Planner:

1. Create a task for each training module
2. Attach the training video to the task
3. Attach the corresponding PowerPoint presentation
4. Employee clicks the task, watches video, and reviews slides
5. Employee marks task complete when finished

Forms

Microsoft Forms is used for surveys, quizzes, and data collection. Access via the app launcher.

Active Forms

Bees’ Needs Form

• Purpose: New employee introduction questionnaire
• Sent to: All new hires during onboarding
• Contains: Favorite color, TV shows, hobbies, fun facts
• Process:
  1. New employee fills out form
  2. Sofia downloads the response
  3. Response is added to the Bees’ Needs folder on SharePoint

RBT Clinical Check-In Form

• Purpose: Monthly check-in with RBT staff
• Sent by: Melissa
• Frequency: Monthly
• Questions cover:
  • Areas needing support
  • Resources needed
  • Materials needed
  • General feedback
• Process: Melissa sends form → RBTs complete → Responses reviewed by BCBAs

Emergency Contact Form

• Purpose: Collect emergency contact information
• Sent to: All staff during onboarding and for annual updates

Staff Training Quizzes

• Purpose: Assess comprehension after training videos
• Linked to: Specific training modules in Planner

Creating Training Videos

Current workflow for creating staff training videos:

1. Record the meeting using Voice Memo or audio recorder on iPhone
2. Obtain the PowerPoint from whoever presented (Kayla, Louise, etc.)
3. Upload to Canva:
   • Import the PowerPoint slides
   • Import the audio recording
4. Sync slides to audio:
   • Adjust slide duration to match when presenter changes topics
   • Each slide plays as long as needed for that section of audio
5. Export and upload:
   • Export final video from Canva
   • Upload to SharePoint > Staff Trainings > Videos folder
   • Upload PowerPoint to Staff Trainings folder as backup

Note: Older training videos may just be recordings of in-person presentations. For these, send both the video AND the PowerPoint to new employees so they can follow along.

Quick Reference

Related Training Videos

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