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iPad Pre Class Setup Checklist

Ten parts. Run them in order on every device. About 25 to 30 minutes per iPad. Mosyle MDM was just approved (Part 3 is in draft); Screen Time still backstops the lockdown until Mosyle policies are verified.

Before you start

The kit

Confirm everything is within arm’s reach before opening a single iPad box.

Provided by program lead

  • Shared Apple ID + password

  • Trusted phone for 2FA

  • Device unlock passcode

  • Screen Time passcode

  • Wi Fi network name + password

  • List of apps to install

Physical setup

  • 10 iPads + chargers + cables

  • Asset tag stickers

  • Inventory spreadsheet

  • Program phone in the room

  • Sticky notes + a pen

Per device: Write the device number on a sticky note and keep it next to the iPad through every part of staging.

Pre-staging

Do once per cohort

Three things must exist before any iPad is opened. Program lead handles these once; trainers consume the artifacts during the per-device parts below.

Create the shared program Apple ID

Draft

Program lead · one time, before any iPad is opened

Single Apple ID that every loaner signs into during Part 1. No payment method, 2FA on the program phone, credentials stored in the team password manager.

Verify before staging

Confirm the chosen email address with the program lead before creating it. Once created, paste the credential and recovery info into the shared password manager and link this section to that entry.

  1. Open appleid.apple.com on a laptop and choose Create Your Apple ID.
  2. Use a program-owned email such as loaner.appleid@yourorg.org. Do NOT use a personal address.
  3. Pick a strong password and store it in the shared password manager (1Password / Bitwarden) so every program lead can access it.
  4. Skip adding a payment method. The free-app workflow in Part 2 depends on no card being on file.
  5. Set the program phone as the trusted phone for 2FA. This is the same phone trainers will keep in the staging room.
  6. Record the recovery email and security questions inside the password manager entry.
  7. Verify the email address from the program phone or laptop, then sign in once on appleid.apple.com to confirm the account is active.

Stand up the Mosyle MDM account

Draft

Program lead · one time, before Friday's cohort

Mosyle was just approved. Configure the org, the device group, the policy bundle, and the enrollment URL / QR code that Part 3 will reference per device.

Verify before staging

Mosyle is being configured today. Update Part 3 with the live enrollment URL / QR and the final required-app list once the dashboard is ready.

  1. Sign in to the Mosyle dashboard with the org account (credentials from the program lead).
  2. Create a Device Group called "Cohort 1 Loaners" and add all 10 serial numbers (or import via CSV).
  3. Build the policy profile: Wi-Fi, restrictions (block in-app purchase, block account changes), required apps, home screen layout.
  4. Generate the enrollment URL or QR code from the dashboard. Copy both — Part 3 step 2 will reference them.
  5. Run a test enrollment on one device end-to-end. Verify the profile appears under Settings → General → VPN & Device Management.
  6. Once the test enrollment passes, paste the enrollment URL / QR into Part 3 of this runbook (replace the TODO).

Set up the tracking workbook

Program lead · one time, before Wednesday

Single source of truth that survives volunteer turnover. Build it in Sheets or Airtable with the six tabs below; trainers populate it from Part 10 onward.

  1. Tab 1 · Device Inventory — one row per iPad (Device ID, Serial, IMEI, Apple ID, purchase date / price, status, current loan ID, total loan cycles, notes). See Part 10 for the column template.
  2. Tab 2 · Loans — one row per loan event (Loan ID, Device ID, recipient, contact, cohort, dates out / due / returned, covered population, signed agreement, return condition).
  3. Tab 3 · Training Sessions — session ID, date, location, trainer, topic, duration, attendees, cohort link.
  4. Tab 4 · Participants — participant ID, name, contact, demographics, sessions attended, loans received, surveys completed, outcome flags.
  5. Tab 5 · Partners & Outreach — partner org, type, contact, services exchanged, outreach events.
  6. Tab 6 · Surveys & Outcomes — pre / post responses, satisfaction, NPS likely-to-recommend.
  7. Pre-populate Tab 1 with all 10 devices and serial numbers; status = "Staging." Trainers will flip them to "Available" in Part 10.
Jump to a part
01

Out of Box Apple Setup

~10 min
02

Configure App Store for Free Downloads

~2 min
03

Mosyle MDM Enrollment

Draft
~3 min
04

Turn Off iCloud Sync

Critical
~3 min
05

Install Required Apps

~3 min
06

Screen Time Lockdown

Critical
~5 min
07

Accessibility for Older Adults

~2 min
08

Home Screen Cleanup

~2 min
09

Name & Final Verification

~2 min
10

Log in the Inventory Spreadsheet

~1 min
Part 1~10 min

Out of Box Apple Setup

Unbox the iPad and note the serial number from the box (you will log it in Part 10). Plug in the charger. Press and hold the Top button until the Apple logo appears, release, and begin.

  1. Hello screen. Swipe up from the bottom to begin.

  2. Language. Tap English (or the appropriate language for your residents).

  3. Country or Region. Tap United States.

  4. Appearance. Tap Continue. The default is fine.

  5. Quick Start. Tap Set Up Manually at the bottom of the screen.

  6. Choose a Wi Fi Network. Tap your staging Wi Fi, enter the password, tap Join. Wait for the checkmark before continuing.

  7. Data & Privacy. Tap Continue.

  8. Touch ID / Face ID. Tap Set Up Later in Settings, then confirm by tapping Don't Use.

    Watch Out

    If you tap Set Up Later for the wrong screen by mistake (e.g., Location Services), continue through to the home screen and fix it from Settings. Do not back arrow through the setup flow.

  9. Create a Passcode. Tap Passcode Options at the bottom and choose a custom numeric code.

    • Choose Custom Numeric Code from the Passcode Options menu.
    • Enter the device unlock passcode provided by your program lead (e.g., 246810).
    • Reenter it to confirm.
    • Write this passcode on the sticky note next to the device number. Residents will need it to unlock.

  10. Apps & Data. Tap Don't Transfer Anything.

  11. Sign in with the shared program Apple ID.

    • Enter the shared program Apple ID email.
    • Tap Next, enter the password from the password manager.
    • Apple sends a six digit verification code to the program phone. Read it from the phone and enter it on the iPad.
    • If asked Make This Your New iPad, tap Continue.
    • If iCloud upgrades or Apple One are offered, tap Not Now or Skip.
    Watch Out

    If the 2FA code does not arrive on the program phone within 30 seconds, tap Resend Code on the iPad. Confirm the program phone has signal and is unlocked.

    Watch Out

    Apple sometimes inserts a paid iCloud upsell during sign in. Always tap Not Now. There is no payment method on the account, so accidental Continue taps will fail noisily later.

  12. Terms and Conditions. Tap Agree, then Agree again.

  13. Express Settings. Tap Customize Settings instead of Continue with Express.

  14. Location Services. Tap Enable Location Services. This is required for Find My to report a recoverable location.

  15. Apple Pay. Tap Set Up Later in Wallet.

  16. iCloud Keychain. Tap Don't Restore Passwords.

  17. Siri. Tap Set Up Later in Settings.

    Older adults often trigger Siri accidentally. Leaving it off avoids surprise activations.

  18. Screen Time. Tap Continue. Do not configure here; you will set it deeply in Part 6 (or Mosyle in Part 3 may push these policies for you).

  19. iPad Analytics. Tap Don't Share.

  20. True Tone, Display Zoom, and similar polish screens. Tap Continue. Defaults are fine.

  21. Welcome to iPad. Tap Get Started. You should now be on the home screen.

Part 2~2 min

Configure App Store for Free Downloads

  1. Open Settings.

  2. Tap your name at the top. The Apple ID banner.

  3. Tap Media & Purchases.

    Watch Out

    If Media & Purchases is missing, the device is not signed in to an Apple ID yet. Go back to Part 1 step 11.

  4. Tap Password Settings.

  5. Under Free Downloads, choose Don't Require Password.

    • Don't Require Password

  6. Under Purchases and In App Purchases, choose Always Require.

    • Always Require

    There is no payment method on the account, so this is a defense in depth toggle. Belt and suspenders.

  7. Return to the Settings main screen.

Part 3~3 minDraft

Mosyle MDM Enrollment

Draft · verify before staging

Mosyle was just approved and the live console is being configured today. The steps below are carried over from the v1 draft and may need to be reordered, replaced with a Mosyle enrollment QR / DEP flow, or removed entirely once the program lead confirms the enrollment path. Verify against the live Mosyle dashboard before staging Friday's cohort.

PLACEHOLDER STEPS — captured from the v1 runbook before Mosyle was paused. Update once the live Mosyle enrollment URL or QR code exists. The trainer should not run these on a real device until the program lead has signed off.

  1. Open Safari (compass icon on home screen).

  2. In the address bar, type the Mosyle enrollment URL provided by your program lead. Or scan the enrollment QR code with the Camera app.

    Watch Out

    TODO: replace this step with the actual Mosyle URL or QR target. The program lead generates this from the Mosyle dashboard once devices are added to the org.

  3. Safari will show a page from Mosyle. Tap Download Profile (or Allow when prompted).

    • "This website is trying to download a configuration profile" → Allow
    • "Profile Downloaded" → Close

  4. Open Settings. At the top, just under your name, you'll see Profile Downloaded → tap it.

  5. Install the management profile.

    • Tap Install (top right)
    • Enter the device unlock passcode
    • Tap Install again, then Install one more time at the bottom
    • Tap Trust if prompted, then Done

  6. Wait 30 to 60 seconds. The Mosyle profile is now installing. You may see apps start downloading automatically — that is Mosyle pushing the org's app set.

    If apps start downloading, you can likely skip Part 5 (Install Required Apps) on this device. Confirm the pushed app list matches the program lead's required list before moving on.

  7. Verify enrollment worked: Settings → General → VPN & Device Management. You should see a profile listed (Mosyle Manager, or your org's name).

    Critical Watch Out

    If no profile appears under VPN & Device Management, do NOT continue. The device is unmanaged and will not receive the lockdown policies. Re run the enrollment flow or escalate to the program lead.

  8. Record the Mosyle enrollment status (and any pushed apps observed) for the inventory row in Part 10.

Part 4~3 minCritical

Turn Off iCloud Sync

  1. Open Settings, tap your name at the top, then tap iCloud.

  2. Tap See All under Saved to iCloud.

  3. Turn OFF every toggle in this list.

    • Photos
    • iCloud Drive
    • iCloud Mail
    • Contacts
    • Calendars
    • Reminders
    • Notes
    • Safari
    • News, Stocks, Health, Wallet, Game Center
    • Any third party apps shown in the list

    If asked Delete from iPad, tap Delete from iPad. There is no real data to lose on a fresh device.

    Critical Watch Out

    If you skip a single toggle here, the next resident to sign that app in to their account will see the previous resident's data. This is the most common staging mistake. Double check every line.

    Watch Out

    iCloud Mail is sometimes hidden behind a See More button. Make sure you have actually scrolled through every toggle before moving on.

  4. Scroll back up to the iCloud screen. Find iCloud Backup and turn it OFF.

  5. Go back to the main iCloud screen. Find Find My iPad and TURN ON the following.

    • Find My iPad: ON
    • Find My network: ON
    • Send Last Location: ON

    Find My is the one iCloud feature you keep on. It is what lets us locate the device if a resident misplaces it.

  6. Return all the way to the Settings main screen.

Part 5~3 min

Install Required Apps

  1. Open the App Store from the home screen.

  2. Search for and install each app on the program lead's list. Common ones include:

    • Zoom (free)
    • Gmail by Google (free, optional, built in Mail app also works)
    • Google Chrome (free, optional, Safari is built in)
    • Any curriculum specific apps provided by your program lead
    Watch Out

    If the App Store asks for a password during install, the Free Downloads setting from Part 2 didn't save. Go back to Part 2 step 5 and reconfirm Don't Require Password.

    Watch Out

    Don't install apps the program lead did not approve. Residents will install their own later. Staging is just for the curriculum baseline.

  3. Wait for each app to finish downloading before moving on. Watch the spinner around each icon. Let it complete.

  4. Once all required apps are installed, return to the home screen.

Part 6~5 minCritical

Screen Time Lockdown

  1. Settings → Screen Time → tap Turn On Screen Time.

  2. Tap Continue, then tap This is My iPad.

  3. Tap Use Screen Time Passcode.

  4. Enter the Screen Time passcode provided by program lead.

    • Different from the device unlock passcode. NEVER share with residents.
    Watch Out

    Forgetting the Screen Time passcode is not trivial to recover from. Confirm it is stored in the shared password manager before leaving the staging room.

  5. Reenter the Screen Time passcode to confirm.

  6. When asked for an Apple ID for recovery, tap Cancel, then tap Skip.

    Linking recovery to the shared Apple ID would let any resident reset the passcode. Skip on purpose.

  7. Tap Content & Privacy Restrictions and toggle ON at the top of the screen.

  8. Tap iTunes & App Store Purchases and set the following.

    • Installing Apps: Allow
    • Deleting Apps: Allow
    • In App Purchases: Don't Allow
    • Require Password: leave at default

    Allowing app deletion lets residents clean up apps they don't want. Blocking in app purchases stops subscription, coin, and upgrade traps.

  9. Tap Allowed Apps.

    • Safari, Camera, FaceTime, Mail, Messages, Photos: leave ON
    • Wallet, AirDrop: turn OFF if you want to be cautious

    FaceTime can be turned off if the program lead prefers Zoom only video. Confirm with them before disabling.

  10. Tap Content Restrictions.

    • Apps: set to 17+ (allows most useful apps but blocks adult only)
    • Web Content: Limit Adult Websites

  11. Back on Content & Privacy Restrictions, scroll down to the Allow Changes section and set the following.

    • Account Changes: Don't Allow. CRITICAL. Prevents residents from signing in with a personal Apple ID or signing out of the shared one.
    • Cellular Data Changes: Don't Allow (if cellular iPad)
    • Passcode Changes: Allow (residents can change unlock passcode if they want)
    • Background App Activities: Allow
    Critical Watch Out

    If Account Changes is set to Allow, a resident can sign out of the shared Apple ID and reset the device, wiping the lockdown. This is the single most important toggle in the runbook. Verify it again in Part 9.

    Watch Out

    If the iPad is cellular and you skip Cellular Data Changes, residents may unintentionally enable expensive data plans.

  12. Return to the Settings main screen.

Part 7~2 min

Accessibility for Older Adults

  1. Settings → Display & Brightness.

    • Tap Text Size and drag the slider to about 75%. Large but not huge.
    • Bold Text: ON

  2. Settings → Accessibility → Display & Text Size.

    • Bold Text: ON (if not already)
    • Larger Text: ON, drag slider to a comfortable large size
    • Increase Contrast: ON
    • Reduce Motion: ON. Helps with dizziness or confusion from animations.
    Watch Out

    Don't go past 90% on Larger Text. Some apps will start clipping labels and the device becomes harder to use.

    Watch Out

    If a resident later asks why animations feel slow, that's Reduce Motion working as intended. Reassure them. It's the right setting.

  3. Settings → Sounds. Drag ringer and alerts volume up to roughly 80%.

Part 8~2 min

Home Screen Cleanup

  1. Press the home indicator (or swipe up) to get to the home screen.

  2. Long press any app until the icons wiggle, then drag to organize.

    • Page 1. Safari, Mail, FaceTime (if kept), Zoom, Camera, Photos, Settings, App Store, Messages, plus any curriculum apps.
    • Page 2 or a folder. Stocks, News, Books, Tips, and everything else.
    • Use big icons, simple grid, no clutter.
    Watch Out

    Don't delete apps from the home screen during cleanup. Move them to a Page 2 folder instead. Residents may want them later, and reinstalls take time.

  3. Tap Done in the top right when finished arranging.

  4. Set wallpaper: Settings → Wallpaper → Add New Wallpaper. Choose a clean solid color or your org's branded image. Set as both Lock Screen and Home Screen.

    Watch Out

    Avoid busy stock wallpapers. They make app icons hard to read for residents with low vision.

Part 9~2 min

Name & Final Verification

  1. Settings → General → About → Name. Tap, erase the default, type Loaner 001 (or matching asset tag number). Tap Done.

  2. Verify Find My is on: Settings → [Apple ID name] → Find My → Find My iPad ON.

  3. Run the four lockdown tests below. Each one must pass before the iPad ships.

    Critical Watch Out

    Test 2 is the one that catches misconfigured devices. If you can sign out without a Screen Time prompt, do not pack the iPad. Fix Part 6 first.

  4. Apply the asset tag sticker to the back of the iPad. The sticker number must match the name set in step 1.

    Watch Out

    Don't skip the asset tag sticker. The physical label is how the program tracks the device once it leaves the staging room.

  5. Power down: hold the Top button + Volume Up, then slide to power off. Pack the iPad with charger, cable, user guide, and rules card into the loaner bag or box.

Part 10~1 min

Log in the Inventory Spreadsheet

  1. Open the Device Inventory tab of the program tracking spreadsheet.

  2. Add or update this device's row using the field template shown below.

    Watch Out

    If the spreadsheet already has a row for this device ID from a previous staging attempt, update it in place. Don't create a duplicate row.

  3. Save and confirm the row reflects today's date and your name in the Staged By column.

End of checklist · iPad packed, inventory logged

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VMPC · Doc OPS iPad Setup 02