For organizations
Run a small pilot
Start with one app, one group, and a date to review what worked. Use this checklist for a school, clinic, workplace, or care team.
Choose one use case
- School or campus: Give a student group an optional way to reflect during a transition or busy term. Request a school walkthrough.
- CBT clinic: Try one thought record between sessions. Clients decide what they want to share with their clinician. Request a clinic walkthrough.
- Workplace: Give a team the option to try a brief reflection during a busy period. Request a workplace walkthrough.
- Care team: Offer an optional way to reflect after a demanding shift or start a small routine. Request a care team walkthrough.
In the walkthrough, name a local lead, choose the app and group, agree on the start and end dates, and decide how participants will get access. Pick one review question, such as “Could participants start the activity without individual setup help?”
Send a clear invitation
Use this template once access and dates are confirmed. Replace the bracketed text before sending.
We’re inviting [group] to try [app and activity] from [start date] to [end date]. Participation is optional. To get started, use [confirmed setup link or instructions] and try [one small task]. You choose what to write and what to share. Please keep client, student, or patient details out of your entries. If you can’t get in, contact [local lead] for invitation help or use [Umbrella Support link] for an app problem. We’ll ask for optional feedback about setup and usefulness at the end.
Help participants get in
- Use the invitation from the local lead and confirm the app name. If you already have an account, use your original sign-in method and follow the pilot’s setup instructions.
- Try one activity from the first-use guides. If an expected invitation or access option is missing, ask the local lead to check your invitation before paying for a plan.
- For sign-in, app errors, or locked access after setup, contact Umbrella Support and identify the app and step that failed. Leave out codes, passwords, and personal entries.
Agree on privacy before launch
Describe participation, any eligibility information needed for setup, and exactly what feedback or aggregate counts the team will receive. Use a measure only if it is available and agreed. Keep private journal entries and conversations out of sponsor reporting. Let participants choose whether to share a reflection with someone supporting them.
Agree on the support contact and the existing school, clinical, workplace, or care escalation route. Read Umbrella’s Privacy Policy.
Decide what to do after the pilot
- Record how many people were invited and, where agreed and measurable, how many started. Record recurring setup problems as categories.
- Ask participants whether they could get started, what was useful, and what got in the way. Ask for feedback on the experience and leave personal entries out.
- At the review, agree to continue, revise, or close the pilot. Name the owner and date for the next action and tell participants what happens to access.