When to Book Training for Your Team
Training is worth booking when new staff join, when you move to a new set of mailboxes, or when your team starts using shared calendars and document folders for the first time. It also helps when people are using different phones and laptops, because the settings can look a little different from one device to the next.
For many non-profit teams in Cape Town, Johannesburg, Durban, Pretoria and Bloemfontein, the main challenge is not the tools themselves, it is getting everyone to use them in the same way. A short session can save hours of back and forth later, especially when load-shedding, patchy mobile data or office changes interrupt normal routines.
What We Cover in a Training Session
We shape the session around the parts your staff actually use. That can be a basic introduction for new users, or a more detailed session for administrators who need to manage accounts and permissions.
- Setting up and using message on benchtop and mobile devices
- Sharing and responding to calendar invites
- Creating, storing and finding files in shared document space
- Using the correct folder structure for your team
- Managing contacts and basic address book habits
- Understanding access rights, passwords and safe sign-in practice
If your organisation has field staff, part-time volunteers or people working across more than one location, we can also cover practical habits for keeping messages and files tidy so nothing gets missed.
How to Book a Session Through the Enquiry Form
The booking process starts on our contact page. Use the enquiry form to tell us what you need, how many people need training, and which tools they are using. If there are specific issues, such as mailbox access, calendar sharing or document permissions, mention those as well.
Once we receive your request, we will follow up with the best next step for your team. If you are moving staff over from another system, we can include migration-related guidance in the same session so the handover is smoother.
- Tell us the number of attendees
- Share the tools you want covered
- Let us know if training is for staff, admins, or both
- Include any deadlines, go live dates or urgent access issues
What to Prepare Before the Session
A little preparation makes the training more useful. Ask staff to have their login details ready, charge laptops and phones before the meeting, and confirm that they know which email address or account they should be using. If your office has limited power backup or unstable internet, it helps to plan the session for a time when your connection is usually strongest.
For document collaboration, decide in advance who should have view-only access and who should be allowed to edit. That way the session can focus on real working arrangements, not guesswork. It also avoids confusion later when people start saving files in the wrong place.
- Check that each attendee has working access before the session
- Decide who needs admin rights
- Prepare any common questions from staff
- Have example documents or meeting schedules ready
Training for New Staff, Admins and Volunteers
Different groups need different levels of support. New staff often need a simple walk-through of message, calendar use and where to save shared files. Admin staff usually need more detail on mailbox setup, contact imports, permission settings and handover steps. Volunteer teams may only need the basics, with enough guidance to keep communication orderly.
We keep the session practical and paced for the group in front of us, not rushed. If your team is spread across several towns or offices, we can structure the training around the same daily tasks so everyone follows the same process. That makes it easier for the organisation to keep things consistent, even when people are working remotely or on different schedules.
After Training: Keeping the System Easy to Use
Good training should make day-to-day admin easier, not create more work. After the session, your team should know where to find shared mail, how to check calendars, and where documents belong. If needed, we can also provide follow-up support for the first few days after go live, when small questions tend to pop up.
We can help your team settle into a routine that fits the way a non-profit actually works. That may include simple naming rules for folders, a cleaner way to handle meeting invites, or a better process for adding new staff. Small changes make a big difference, and they usually reduce mistakes quite quickly.
Support Across South Africa
Inbox NPO Mail supports non-profit organisations from our Observatory base in Cape Town, with help for teams in Bellville, Stellenbosch and further afield as well. Whether your office is in a city centre, a suburban branch or a smaller community space, the training is arranged around your staff and your working day.
We understand the practical side of running a non-profit in South Africa. Budgets are tight, staff move around, and systems need to be straightforward enough for everyday use. A clear training session helps your team get on with the work without wasting time on avoidable admin.
- Observatory Support
- Cape Town Support
- Johannesburg Support
- Durban Support
- Pretoria Support
- Bloemfontein Support
