Use this checklist to prepare for any software training, whether it is instructor-led, virtual, or on-site. Work through each section in the weeks and days before your session. Print it, check the boxes, and share it with whoever is coordinating the training on your side.
1
Before Training is Scheduled
2–3 weeks out
Define the goal. Write one sentence describing what the team should be able to do after training.
Identify the audience. List who is attending, their roles, and their current comfort with the software.
Confirm the format. Decide instructor-led, virtual, or on-site, and the number of sessions needed.
Set the date and time. Choose a window that avoids peak workload and gives people room to focus.
Name a point of contact. Assign one person on your side to coordinate logistics and answer questions.
2
Technical Preparation
1 week out
Confirm the training environment. Decide whether training uses live data, a sandbox, or a demo account.
Test the connection. Verify internet speed and stability in the room or on the platform you will use.
Check the video platform. For virtual sessions, confirm the meeting link, screen sharing, and recording work.
Prepare a backup plan. Know what you will do if the network, projector, or platform fails.
3
Software & Hardware Readiness
1 week out
Install the software. Confirm the correct version is installed on every device that will be used.
Apply updates in advance. Run pending updates early so they do not interrupt the session.
Check devices. Confirm laptops, tablets, or workstations are charged and working.
Test audio and display. Verify the projector, screen, speakers, and microphone.
4
User Preparation
Few days out
Send a welcome note. Tell attendees what to expect, what to bring, and how long it will take.
Share any pre-work. Provide reading, videos, or accounts to set up beforehand, if applicable.
Confirm attendance. Get a headcount so you can prepare materials and seating or breakout rooms.
Set expectations. Let people know whether they will follow along hands-on or watch a demonstration.
5
Training Room or Virtual Setup
Day before
Arrange the space. Confirm seating, power outlets, and clear sightlines to the screen.
Prepare materials. Have guides, quick-reference sheets, and handouts printed or linked.
Open the room early. Plan to be set up 15 to 30 minutes before the start time.
Prepare the virtual room. Set up the waiting room, chat, and any polls or breakout rooms in advance.
6
Access & Permissions
Day before
Create accounts. Confirm every attendee has a working login for the software.
Reset passwords on site. If logins are new, plan time on training day for password setup at the desk.
Set the right permissions. Match each person's access level to what they will practice in training.
Test one login end to end. Sign in as a real user to confirm the path works before the group arrives.
7
Data Preparation
Day before
Load practice data. Add realistic sample records so exercises feel like real work.
Protect live data. If using the real system, decide what attendees may and may not change.
Prepare examples. Have a few scenarios ready that reflect your team's actual tasks.
8
Post-Training Follow-up
After the session
Share the materials. Send guides, recordings, and quick-reference sheets to every attendee.
Gather feedback. Ask what was clear, what was not, and what people still want help with.
Plan a check-in. Schedule a follow-up to answer questions once people have used the software for real.
Measure the result. Revisit your goal from Section 1 and confirm the team can now do it.
✦
The most common cause of a slow start? Logins. If your team is new to the software, handle account creation and password resets on training day, on site, at the real workstations, so no one is locked out when the session begins.
