Before You Start
You must be a Super Admin or an Admin with the relevant permissions to complete this rollout
Keep this guide open as a checklist work through items in order, as each step builds on the one before it
Your Lumofy support team is available throughout this process. Reach out before you begin to schedule your onboarding session
💡 Tip: Do not skip ahead. Steps in Week 2 depend on Week 1 being complete, and so on. Following the order ensures everything works correctly from the first run.
Overview
This plan walks you through four weeks of structured setup. By the end of day 30, your organization will have a fully configured environment with active Talents, assessed competency gaps, and a development plan in place. Performance cycles and engagement surveys come after this foundation is solid.
Week 1: Company Foundation
Days 1–7 · Goal: Build your organization's identity and structure inside Lumofy
Complete these steps in order. Your company structure is the backbone everything else depends on.
Company Profile
Go to Company → Profile from the left navigation
Upload your company logo and enter the company name
Fill in the About Company section describe who you are, what you do, and what makes your organization unique
Add your Company Vision the future you are building toward
Add your Business Objective
Fill in the Business Information section Industry, Customer Type, Region, Company Stage, Year Founded, Revenue Range
Fill in the Team & Demographics section Number of Employees, Average Employee Age, Workforce Type
💡 Tip: The more complete your Company Profile, the better Lumofy AI can personalize recommendations for your organization. Aim for 100% completion before moving to the next step.
Competencies Framework
Build your full framework before touching Company Structure. Roles will reference these competencies and expected levels during setup.
Go to Competencies → Framework from the left navigation
Click + Add New to create your first Cluster a Cluster is a group of related competencies (e.g., Hard Skills, Soft Skills, Company Values)
Under each Cluster, add your Competencies click + next to the Cluster name
Name each Competency clearly
Open each Competency and add its Behaviour Indicators specific, observable behaviors that describe what the competency looks like in practice
Repeat until all Clusters and Competencies are built
💡 Tips:
Behaviour Indicators are used during assessments and performance reviews. The more specific they are, the more consistent and fair your evaluations will be.
Use the Ask AI button on the Framework page to get AI-suggested competencies based on your company profile.
Week 2: Company Structure
Days 8–14 · Goal: Build your organizational hierarchy and link competencies to every role
Your Competencies Framework must be fully built before starting this week.
Build the Structure
Complete this section in top-down order: Divisions first, then Departments, then Roles.
Go to Company → Structure from the left navigation
Divisions
Click + Add New and select Division
Name each Division to reflect your main organizational units (e.g., Technical, Operations, Finance, Human Resources)
Repeat for all Divisions in your organization
Departments
Under each Division, click + to add a Department
Name each Department clearly
Repeat for all Departments across all Divisions
Roles
Under each Department, click + to add a Role
Name the Role and add a clear description
Add the job level if applicable (e.g., Lead, Principal, Manager)
Click on the Role name to open its profile page
Link the relevant Competencies from your Framework to this Role
Set the expected level for each linked Competency
Repeat for every Role across all Departments
⚠️ Warning: Do not assign Talents to Roles yet. Complete Weeks 1 and 2 fully before adding users Talents should be assigned to roles that already have competencies linked.
Week 3: Talent Onboarding
Days 15–21 · Goal: Add your people and establish their current competency levels
Your Company Structure must be complete with competencies and expected levels linked to every Role before starting this week.
Add Talents
Go to the Users section
Add each Talent enter their name, email, and basic information
Assign each Talent to their Role in the Company Structure
Assign each Talent to their Manager if applicable
Send invitations to Talents to join the platform
💡 Tip: You can bulk-import Talents using a spreadsheet if you have a large team. To get the template, go to the Talent List page, click the arrow next to the + New Talent button, select Add New Talent, and download it from there.
Enable Competency Assessments
Once Talents are added and roles are assigned, enable Competency Assessments to establish a baseline for each Talent.
Go to Competencies → Analysis
Click Manage Methods
Set your assessment Frequency
Enable and configure the evaluation methods you want to use (e.g., AI Competency Assessment, Psychometric Assessment), assigning a weight to each until they total 100%
Save your changes
Once saved, Talents will be prompted to complete their assigned assessments based on the methods and frequency you configured.
📝 Note: This is a summary, see Configuring Competency Evaluation Methods for the full walkthrough of every method and its settings.
Once Talents complete their assessments, you can review results in two places:
Competencies → Analysis: view the Competencies Matrix and Gaps to see where the biggest gaps exist across your organization. See Competency Analysis.
Competencies → Assessments Records: view completion stats and open individual talent insights for each assessment. See Assessment Records & Insights.
Week 4: Content & Development
Days 22–30 · Goal: Build learning content that directly addresses the gaps you identified
Competency Assessments must be complete and gaps identified before starting this week.
Plan Your Content
Map your top competency gaps to learning objectives
Decide what type of content fits each gap: short videos (Bites), written guides, file-based Kits, structured Courses, or full Development Pathways
Prioritize content for the Roles and Departments with the most critical gaps first
Build Learning Content
Go to Develop → Content Builder
Build your content items in this order based on complexity:
Bites (Reels): short videos for quick wins
Guides: written articles for process or knowledge topics
Kits: file uploads for structured reference material
Courses: for deeper, multi-element learning experiences
Review each item before publishing
Build Development Pathways
If you want to create structured learning journeys that combine multiple content types:
Go to Develop and create a new Development Pathway
Add the relevant Courses, Kits, Guides, Sessions, and Checkpoints in sequence
Set any required completion order between items
Publish the Pathway
What Comes Next
By the end of day 30, your foundation is complete. Here is what to focus on in the following weeks:
Performance Cycle Configure and launch your first performance cycle. Talents will have roles, competencies, and development history in place which makes the cycle more meaningful and data-driven.
Engage: eNPS & Surveys Use the Engage area to run your first eNPS or pulse survey. With your team now active on the platform, this is the right time to capture early sentiment and identify any adoption issues.
📝 Note: Your Lumofy support team can guide you through both of these next steps. Reach out when your 30-day setup is complete to plan your first cycle.
FAQs
What if I do not have all my company structure finalized before starting?
What if I do not have all my company structure finalized before starting?
Start with what you have. You can add Divisions, Departments, and Roles at any time. Just make sure any Role you assign a Talent to has its competencies linked first.
Can I build my Company Structure before finishing the Competencies Framework?
Can I build my Company Structure before finishing the Competencies Framework?
You can create Divisions and Departments, but do not create Roles until your Framework is ready. Roles need competencies and expected levels linked at creation time setting them up empty and going back later risks gaps and inconsistencies.
How long does the Competency Assessment take for each Talent?
How long does the Competency Assessment take for each Talent?
The duration depends on the number of competencies linked to the Talent's role and the evaluation methods configured by the admin. For example, AI competency assessments are typically set to around 10 minutes per competency.
Do Talents need to complete anything before Week 4 content is assigned?
Do Talents need to complete anything before Week 4 content is assigned?
Competency Assessments should be complete. Their results, visible in Analysis and Assessments Records; directly inform which content is most relevant for each Talent.
What if we run out of time in one week?
What if we run out of time in one week?
The weekly structure is a guide, not a hard deadline. What matters is following the order. Complete each phase fully before moving to the next.