Orientation

GrandPal orientation is a guided three-session series that helps prospective GrandPals recognize the value of their experiences, identify stories they may want to share, and prepare to participate in the classroom program. The standard orientation series includes:

1. Session 1: Types of Stories
2. Session 2: Life Themes
3. Session 3: In the Classroom

Each session normally requires approximately 1½ to 2 hours, including the guided video, group discussion, reflection, and activities.

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Before You Create an Orientation

Before creating the orientation series, confirm:

• The community or participant group the orientation will serve
• The approximate number of participants
• The person who will serve as the Orientation Facilitator
• That the Orientation Facilitator has been added as a team member in Settings
• Whether a GrandPal Team Leader will help support the series
• The venue name and address
• Three proposed session dates and start times
• Approximately 1½ to 2 hours for each session
• Venue accessibility and parking or transportation considerations
• Reliable internet access
• A screen or projector and adequate speakers
• Tables and seating that support small-group discussion
• Who will prepare the printed materials and supplies
• Whether refreshments will be provided

The platform creates an initial weekly schedule based on the first date and time you enter. Dates, start times, durations, location details, capacity, contacts, and the orientation name can be reviewed while the orientation remains unpublished.

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Add a New Orientation

1. Click Orientation in the left-hand navigation
2. Click New Orientation in the top right

3. Start typing the address or place name of the orientation venue
4. Select the correct location
5. Confirm the location name and address
6. Select the proposed start date and time
7. Review the three-session schedule generated by the platform
8. Use Edit to change a session’s:
   • Date
   • Start time
   • Duration
9. Enter the maximum number of participants who can attend
10. Click Create Orientation Sessions

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Review the Draft Orientation

Before publishing, review the complete orientation series. Confirm:

• The venue name and address
• The date of each session
• The start time of each session
• The duration of each session
• The participant capacity
• The orientation name
• The assigned Orientation Facilitator
• The GrandPal Team Leader, when applicable
• Known holidays or community scheduling conflicts
• Accessibility and audiovisual requirements

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Participant Capacity

The capacity is the maximum number of GrandPals who can participate in the orientation. Once the orientation reaches its stated capacity, additional GrandPals cannot be added. Before publishing, make sure the capacity reflects:

• The size of the venue
• The number of tables and chairs available
• The facilitator’s ability to support meaningful discussion
• Any accessibility or spacing requirements

When a GrandPal is removed from the orientation, that participant space becomes available again.

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Give the Orientation a Clear Name

Give each orientation series a name that will be easy to recognize, particularly when your organization is running more than one cohort. A helpful orientation name may include:

• The community or venue
• The season
• The year
• A cohort number

For example:

Orangeville | Winter 2027 | Cohort 1

Review and update the orientation name before publishing.

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Add Contacts to an Orientation

An orientation can have two types of contacts assigned:

• Orientation Facilitator
• GrandPal Team Leader

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Assign an Orientation Facilitator

The Orientation Facilitator is responsible for preparing for and leading the complete three-session orientation series. The facilitator may be:

• The Program Coordinator
• A volunteer
• An experienced GrandPal
• Another person approved by your organization

Regardless of their other role, the Orientation Facilitator must already be listed as a team member in Settings before they can be assigned to an orientation. The Orientation Facilitator should:

• Review the orientation checklist
• Preview the guided session videos
• Prepare the venue and materials
• Lead the activities and discussions
• Manage the pacing of each session
• Support participants throughout the series

If the person does not appear in the available list, add them to your organization team first. Learn how to add and manage team members

Assign an Orientation Facilitator

Add the Orientation Facilitator to your organization team, if needed

1. Open Settings
2. Select Team
3. Select Manage your team
4. Add the person as a team member
5. Save the changes

Assign the person to the orientation

1. Click Orientation in the left-hand navigation
2. Select the orientation you want to manage
3. Click Contacts
4. Click Assign Orientation Facilitator
5. Search for and select the person
6. Click Assign
7. Click Save

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Assign a GrandPal Team Leader

The GrandPal Team Leader may help the Orientation Facilitator:

• Welcome participants
• Support small-group discussions and activities
• Answer questions
• Help participants locate materials
• Create a comfortable and encouraging environment
• Notice when someone may need additional support

The GrandPal Team Leader must already have a GrandPal record. A GrandPal Team Leader does not need to be assigned when no suitable person has been identified.

Assign a GrandPal Team Leader

Create the GrandPal record, if needed

1. Click GrandPals in the main navigation
2. Click New GrandPal
3. Complete the GrandPal profile
4. Click Save

Assign the GrandPal Team Leader to the orientation

1. Click Orientation in the left-hand navigation
2. Select the orientation you want to manage
3. Click Contacts
4. Click Assign GrandPal Team Leader
5. Search for and select the person
6. Click Assign
7. Click Save

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Where Orientation Contacts Come From

View the Team settings guide

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Review the Orientation Checklist

Before publishing, open the Checklist tab inside the orientation series. Review the preparation tasks and confirm who will complete each one. Preparation may include:

• Confirming the venue
• Testing the internet connection
• Testing the video and audio equipment
• Arranging tables and chairs
• Preparing name tags
• Printing participant materials
• Preparing pens, sticky notes, and other supplies
• Arranging refreshments, when applicable
• Previewing the guided session videos

The assigned Orientation Facilitator should review the checklist and preview all three guided sessions before Session 1. The GrandPal Team Leader should also review the materials connected with any activities they will help support.

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Publish an Orientation

Publishing makes the orientation live in the platform and allows GrandPals to be added. Before publishing, confirm:

• The orientation name is clear
• The venue and address are correct
• All three dates are correct
• All start times are correct
• Each session has an appropriate duration
• The participant capacity is correct
• The Orientation Facilitator is assigned
• The Orientation Facilitator is available for all three sessions
• The GrandPal Team Leader is assigned, when applicable
• The venue is booked
• Accessibility requirements have been addressed
• The checklist has been reviewed
• All information is ready to be shared with participants

To publish:

1. Open the orientation series
2. Review the complete schedule and setup details
3. Click Publish
4. Confirm that the orientation now appears as published

Once published:

• The orientation becomes live in the platform
• People connected with the orientation can begin receiving orientation-related notifications
• GrandPals can be added to the cohort
• The published orientation schedule cannot be changed

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Add a GrandPal to an Orientation Cohort

A person must already exist as a GrandPal record before they can be added to an orientation. The orientation must also be published.

1. Click Orientation in the left-hand navigation
2. Select the orientation you want to manage
3. Click the GrandPals tab

4. Click Add GrandPals
5. Search for the GrandPal’s name
6. Select the name or names you want to add
7. Click the selected name or names to add them to the orientation

When a GrandPal is added:

• They count toward the orientation’s participant capacity
• An email notification is automatically sent to them
• The email can be reviewed under Outbound Emails in the left-hand navigation

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Remove a GrandPal from an Orientation

A GrandPal can be removed when they withdraw, ask to be removed, or are no longer able to participate.

1. Click Orientation in the left-hand navigation
2. Select the active orientation
3. Click the GrandPals tab
4. Click Edit GrandPals
5. Find the person you want to remove
6. Click Remove from Orientation

Removing the GrandPal makes that participant space available again.

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Leading an Orientation

The platform provides the structure, videos, chapters, pause points, activities, and preparation checklist needed to lead each session.

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Step 1: Open the Orientation Series

1. Click Orientation in the left-hand navigation
2. Select the relevant orientation series

This opens the series overview.

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Step 2: Review the Checklist

1. Click the Checklist tab
2. Review all preparation tasks
3. Confirm that the required materials and equipment are ready

Complete this review before Session 1 and return to it before later sessions as needed.

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Step 3: Open the Session

From within the orientation series, select:

• Session 1
• Session 2
• Session 3

Click the session you are preparing to lead. Each session contains its own guided video.

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Step 4: Play the Guided Video

Inside the session:

• Click Play to begin
• Use the available chapters to navigate the session
• Switch to Full Screen when appropriate

The video provides the structure and pacing for the session.

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Step 5: Pause for Activities

The guided videos include built-in pauses for participant activities, reflection, and discussion. When the video pauses:

1. Lead the activity offline
2. Allow participants to discuss or complete the activity
3. Keep track of the available time
4. Click Resume or Play when the group is ready to continue

Repeat this process until the session video is complete.

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Step 6: Close the Session

When the video reaches the end:

• Confirm that the session activities are complete
• Answer any final questions
• Remind participants of the next orientation date
• Provide any follow-up information identified in the platform
• Return to the orientation series overview

Repeat the same process for Sessions 2 and 3.

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Track Attendance and Completion

The platform does not currently record attendance or orientation completion. The Program Coordinator or Orientation Facilitator should use a separate attendance list or organizational record to track:

• Attendance at Session 1
• Attendance at Session 2
• Attendance at Session 3
• Participants who completed the full orientation series
• Participants who need to make up a missed session
• Participants who withdrew

Review this information before matching and placing GrandPals in classroom programs.

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Orientation Summary

To prepare and deliver an orientation:

1. Plan the cohort, facilitator, venue, dates, and capacity
2. Confirm that the Orientation Facilitator has been added to the organization team
3. Create the draft orientation series
4. Review all schedule and setup details
5. Give the series a recognizable name
6. Assign the Orientation Facilitator
7. Assign a GrandPal Team Leader when appropriate
8. Review the preparation checklist
9. Publish only after all details are final
10. Add participating GrandPals
11. Remove participants when necessary
12. Lead the three guided sessions
13. Track attendance and completion outside the platform