ArenaPro Resources

• Step 1 - login to ArenaPro and go to the Template design page. 

• Step 2 - give your Template a Name (this is only internal facing element and is for your reference so give it a name that helps you know which set of members it goes with). Add a description as well if thats helpful in knowing which level, roles or positions this template is for.

• Step 3 - give your 1st Arena a Title (this will be a key area of focus or a key objective. It can also be more of a culturally focused Arena or speak to the vision or approach. For tips on adding Arenas click here. Note, you can also give members or personal clients templates that are 'blank'. This could work for example for a life coach who uses the system with clients and wants clients to design their own system while still having visibility of their progress for development purposes. In this case, you will name the Template but NOT add specific content beyond this. Please note this use is not recommended for teams or groups that you want to align across the system.

• Step 4 - here you have choices. You can give your 2nd, 3rd, 4th... Arenas their titles now so you know all your main areas of focus. Or, you can add your 1st intention to Arena 1. We recommend having a sense of all the Arenas you plan to build so that the intentions you add are appropriately placed within the system. You don't have to do it this way its just good to keep in mind as you organize your content. Note that you do not have to use all 5 of the Arenas available for your use. You can always add more later and you can also use them progressively so add what feels clear at the start. The 6th Arena is for your member to create their own experience so it is not accessible to you as the Pro. You can however use the 6th Arena potentially in a collaborative manner with them if you wish. As mentioned in Step 3, professionals can also provide individual clients Arenas with non-defined intentions so that the client can add their own. If this is the case, you will name the Arena but NOT add specific content beyond this point. Please note this use is not recommended for teams or groups that you want to align across the system.

• Step 5 -  here you have choices. If you added an intention to Arena 1, you can now add intentions 2, 3, 4... to Arena 1. Or, you can add initiatives to your 1st intention. What we recommend is adding your intentions to Arena 1 before starting on initiatives, or at least thinking through what the other intentions may be. We recommend having a sense of all the intentions you plan to add so that the initiatives you add are appropriately placed within the system. This prevents re-doing and overlapping since sometimes an initiative can fit under multiple intentions. For tips on adding intentions click here.

• Step 6 - lets assume you have added 1 Arena with 6 intentions. The next step is to add your initiatives. You can add between 1 and 6 initiatives for each. There is no right number, and more is not always better. This is a really important step because it determines the detailed focus and actions of your members. Take your time and be strategic and mindful to add whats imperative, whats current and what is needed to achieve your intention. There will be more initiatives and future initiatives since you can edit and add anytime, so in this initial phase add what you know is required. For tips on adding initiatives click here.  As mentioned in Step 4, professionals can also provide clients intentions with non-defined initiatives so that the client can add their own. If this is the case, you will name the intention but NOT add specific content beyond this point. Note, in some cases, this approach is appropriate for teams, especially high level teams or situations that are more collaborative between the pro or manager and the member. It's important to remember however that when you allow individuals to create their own initiatives within a group context that the data on the dashboard  will still roll up but not be the same across each level. For some environments this works well, and in others it does not, so just be aware of the implications.

• Step 7 - when this Arena feels complete, hit the save button. Do not hit 'apply' yet. Go to the next Arena and keep building before you apply the whole template.

• Step 8 - continue your build until its complete for you. Remember to hit save after you create each Arena (and after any changes you want to save).

• Step 9 - once your build is complete you can build your next template or add groups/members to this template. Creating additional templates is helpful in a number of contexts, for example when different departments have different focus, when different positions have specific requirements, when different ages are at different stages of development, etc...

• Step 10 - only use the 'apply' button once your template is complete AND you've attached a group to this template. The apply button will then sync your template to the group (note, activation on each members device is required). If you 'apply' the template before your group/s are created it may not sync properly. If needed, you can always 'apply' again to sync and when you make changes or edits, you will need to 'apply' to sync again. This feature is similar to creating your own 'update' to the system. and will immediately change your members device content so 'applying' is an important component of the system to communicate to your members in advance and especially if the updates is substantial.

• Step 11 - if you want to disconnect a member from a group or template, but do not want to delete them from your account and lose their license, you have three options:

1. Assign the member to a different group. Remember a member must always be connected to a group and all groups are connected to a template.
2. You can clear the template but not remove them. If the template will no longer be used this is a way to do it.
3. If you want to keep the template, you can move them to a dummy team until you re-assign them to a new/real team for the future. 

• Step 1 - go to the groups page

• Step 2 - select 'Add Groups'

• Step 3 - select the Template for the Group (note that you have to create the template first)

• Step 4 - enter a company name - or if you want to separate your templates by levels, departments, ages, etc. you can use this feature to differentiate an area within your company

• Step 5 - enter your group name - if you plan to add multiple groups use titles that help you sort your groups/teams easily. They can look like: Marketing, Sales... or Sales Internal, Sales External, or 18-1, 17-1, 16-1 or Red, Blue, White or Johns Team, Jens Team, etc...

• Step 6 - after you've added your group/s hit 'create' and you're done.

• Step 7 - hit the 'back' button to view the group/s you've created

• Step 8 - there isn't much to do on this screen until you've added members

• Step 9 - after you've added members, tap '+' to view all members added to the group

• Step 1 - go to the groups and then the members page

• Step 2 - select 'Invite Members'

• Step 3 - select whether you are adding members as part of a group/team or just as an individual. Note: an individual is someone not within a group and more a unique client with their own personalized arenas, intentions and initiatives. Some examples of this are: 1 on 1 coaching client, life coaching, counseling, fitness coach, tutor, etc.

• Step 4 - if you add a member as an individual, then select the template you want to give them. If you add a member as part of a group, then you select their group name (and it automatically gives the member the template associated with that group)

• Step 5 - Add the member details (can add multiple members at at time)

• Step 6 - indicate if your members are not minors

• Step 7 - if your members are minors, fill in the additional information (and click here for further information about the important differences in their account set up)

• Step 8 - select 'Invite' and you're done, or add members to other groups  by tapping 'Add New'. It is often times faster to create all your groups and then start adding members in which case 'Add New' can be very helpful when you add in batches.

• Step 9 - hit the 'back' button to view the list of all your members and their details

• Step 10 - sort members by column and scroll right to check their invitation status

Pro Essential Tip #1: all changes (once ‘Saved’) to the Template at the Pro Level immediately update to the Template at the Member Level (on the app). If the Template change includes replacing an existing Arena, Intention or Initiative please note that it will automatically and permanently delete the previous one from BOTH the Pro and the Member Template. 

Pro Essential Tip #2: When any attribute (Arena, Intention or Initiative) is deleted/updated/changed/replaced, and then saved, ALL the reflection data entered by the Member for that attribute will be immediately and permanently deleted on their app and therefore on your dashboard. For this reason, we provide best practices so that members are not caught off guard when Pros make changes and they can safely export their data before changes are made. 

Pro Essential Tip #3: When Members make changes to the Template on their phone it has Pro implications (below)

Best Practices for:

Pro Template Changes

When you “save” a template on the ArenaPro site it does 4 things: 

1.  Saves the updates to the template that you made 

2.  Immediately and permanently updates the template of your members with the NEW attributes 

3.  Critical: Deletes any Arenas, Intentions and Initiatives (“attributes”) on the members App that you updated

4.  Critical: Deletes all reflection data connected to those attributes at the Member and Pro Level

Before you “save” a template we recommend: 

1.  Give advance notice to members that you plan to update the template

2.  Remind Members they can save their data/reflections BEFORE you update the template

3.  To do this they single tap any circle and select “Email my report”

4.  Please note that we do not allow Pros to export data since it is not theirs. It is being shared with the Pro but is NOT available for downloading, sharing or distribution. 

Member Template Additions and Changes

When a Member who is connected to your Pro template adds content OR make changes (directly within their app at the Member level) a few things happen: 

1.  It takes or fills the space you left blank on the Template at the Pro level

2.  Content that the member adds does not filter into the Pro dashboard. Only attributes added by the Pro are included and therefore trackable by the Pro

Before you leave a space blank in the template we recommend:

1.  Know if you plan to use it at some point. 

2.  If you plan to use it at some point, title it with a placeholder like “coming soon” or TBD or Team. This way they know NOT to use that space.

3.  Critical: If you want members to contribute to the template design of their group, and track their reflections, have them conceptualize it, then gather the info from them and input it into the system at the Pro Level. 

Critical: when onboarding your Members: 

1.  Communicate what happens when you update a template and show them how to export their report

2.  Communicate to your members which Arenas, Intentions or Initiatives are designated for their use at the Member level. For example, Arena 6. Or for example, Arena 5, Intentions 3-6.

Pro Essential Tip #1: Templates are fully customizable, allowing Pros to change and update them as often as they want. Keep in mind that changes impact Members in critical ways and refer to our “Best Practices for Template Changes and Updates”  article above to understand the implications. 

Pro Essential Tip #2: If you wish to make changes to your Template, instead of losing the previous version, first duplicate it and then give it an archived name like, “Spring 2023 Setters” or “Mindset V1,” etc. A template does not need to be in use or assigned to anyone to be archived in this way. This will allow you to create a library of templates for different seasons, skills, positions and so on. 

•  Step 1 - when you 'add' a member to the system their email is automatically assigned to a license and they become a member.

• Step 2 -  at the same moment, an email invitation and code is sent to the new member with instructions to download the app (at no additional cost) and register using the SAME email address in the system. 

• Step 3 - the member logs in and goes to their profile to enter the code from the email and "Share their Arenas". 

• Step 4 - when they enter the code they will be required to give their consent to connect to your template and system and to share their Arena data. When they consent, their account will be activated and their device will sync to the template you've provided. (Note: this process is different for minors. See the section below for details)

• Step 5 - once the member has successfully activated their code they will switch to 'active' on the members list inside your account and the contents of your template will be visible in their device.

• Step 3 - the member is now able to view and engage with the template/s you've created and all features of the Arena of Life app, including doing reflections on the initiatives. 

• Step 4 - the member will now appear on your dashboard under individual or under their group. At this point, every time they complete a reflection you will instantly see their information updated on your dashboard. 

When you want to add a minor to the system there is a slightly different protocol. 

Step 1 - when adding a minor you will be required to provide the email of a parental guardian to get their consent for the minor to use the application and share their data

Step 2 - when you hit 'invite' the parental guardian will receive an email (not yet the member). The email will provide information explaining your request for permission to invite the minor member to the system and that it is for development purposes. It will explain details about how it works and what our privacy policy and terms are. To see this email in full, click here. 

Step 3 - the parental guardian will be given a link in the email to provide their consent for their minor to participate. When the parental guardian successfully consents, the ArenaPro account that sent the invite will be updated.

Step 4 -when the ArenaPro account is updated it will automatically generate the email referred to above in 'Activate Members' that all invited members receive 

Step 1 - go to the Group/Members page

Step 2 - on the Members page, find their name

Step 3 - scroll to far right of the table, hit the trashcan (effective immediately and permanent)

Step 4 - they receive an email notifying them that they've been de-activated. The email includes information about the impact this change will have to their app contents and membership.

On your ArenaPro Dashboard you can view your connected members in a variety of ways:

• As an individual. Select the member you want to view and metric will be shown.
• As part of a group. Select the group you want to view and the members and their Arenas will be displayed together.
• As part of a group - but separately. Under the group name, select the individual by name and only their information will be shown in the dashboard.
• At each level. Use the navigation on the dashboard to advance into the system and view members Arena, intention or initiative details. Above the table and bar graph are drop down menus you can use to select the level and criteria you want to view.
• Within different time periods. On the individual view only you can use the drop down menu above the table to view criteria by week or month.

Once you select an individual or group you can view various metrics that highlight different components and engagement within the template. Each metric offers a unique perspective into the progress made within the various Arenas, intentions and initiatives. Visit your dashboard to explore the metrics and contact us if you need support or have suggestions. We welcome feedback from our community and are always evolving our product. 

When you create a new member these are the default settings that they can change, or that you can change with them as a group: 

• initial and target score for the Arena level are set to NA (not applicable). If they want to have these scores for each Arena they need to go to the options and update them

• initial and target score for the Intention level are set to NA (not applicable)

• initial score at the Initiative level is set to 1 (the lowest starting # available). They can update this if they feel they are starting higher than that.

• target score at the Initiative level is set to 10 (the highest #  available). A 10 is not a realistic target for everyone on every initiative. Encourage members or work with members to set realistic numerical goals for their initiatives. This is part of the awareness building process found throughout the app.

• the default emotion for all initiatives is neutral. Encourage members to add how they would feel if they achieved their initiative. Use the initiative options menu and edit feature to change. You can facilitate an activity or create time for this as a group to inspire more emotional awareness even though they will personally select and input emotions. 

On the players main screen there is an apple that tracks the number of reflections completed in the week (Mon-Sun). We call these Apples of Awareness as each time we self-reflect or self-evaluate we know more about ourselves and what we are doing. 

Enjoy this fun addition and way to celebrate the effort of your members!