How a smart tenant migration eased the workload for leadership and teachers 

In an educational landscape where collaboration and digitalisation are becoming increasingly important, cluster Wijs, part of the Broeders van Liefde network in Belgium, sought a way to connect their schools not only technically, but also pedagogically. With four separate Microsoft tenants, they faced serious limitations in terms of collaboration, security and administrative simplicity. In partnership with Academic Software (part of Signpost), they embarked on a journey towards one shared digital environment, resulting in greater clarity and fewer IT worries. 

One tenant, stronger collaboration 

The transition began with a clear vision: not to build on existing fragmentation, but to establish a new, well structured Microsoft tenant. This approach enabled institutions, policies and user management to be set up consistently from day one. Signpost and Academic Software supported the entire journey, from analysis through to implementation, providing tailored technical assistance throughout. 

Centralisation delivered immediate benefits: administrative teams now collaborate more effectively, subject groups across campuses can work together with greater ease, and documents are shared within a common Microsoft Teams environment. Teachers no longer require workarounds or external guest access as they are all part of one unified system. 

Step-by-step approach and on-site support

The migration was carried out in phases. The primary schools were migrated first, followed by the secondary school. This step by step approach gave the team the opportunity to learn from each phase and to address technical or organisational challenges along the way. Prior to the migration, a thorough clean up was conducted: outdated files were either removed or reviewed to ensure only relevant data was transferred. 

The technical migration itself was fully supported by Signpost and Academic Software, including the on site transfer of all laptops for both students and staff. Thanks to their presence on site, disruption to school life was kept to a minimum. No one was without a device for more than two days. IT specialists resolved issues immediately, saving time and preventing frustration. 

More than technology: a boost in collaboration 

The benefits of the new tenant structure go beyond the technical aspects. Leadership teams now collaborate on documents in real time. Staff members are more accessible through distribution lists. Students upload assignments via Teams, and teachers provide direct feedback. Even administrative tasks like mileage reimbursements are processed more efficiently because everything is centralised. 

While there was some initial resistance among team members, the benefits quickly became clear. Teachers now use OneDrive and Teams with ease. Some have even gone a step further, integrating digital tools into their daily classroom practice. 

Extra benefits of tenant migration and consolidation 

Beyond everyday use, there are also long-term structural advantages. Centralised management allows IT teams to work faster and more consistently. Onboarding, licence management and security are now uniform and streamlined. Thanks to a dedicated IT team at group level, technical continuity is ensured.

There are also strategic benefits at policy level. Data and user insights can now be centrally analysed, enabling better-informed decisions. Additionally, scaling up has led to noticeable cost savings. In other words, tenant consolidation is not just a technical upgrade. It’s a strategic step towards more stable, secure and future-proof education. 

The leadership’s role is crucial 

A key success factor in this process was the commitment of the school leadership. Before involving teachers, the leadership team ensured the approach was thoughtful and fully supported. This top-down involvement built trust. This is essential for schools with limited IT knowledge or capacity. 

The collaboration with Signpost and Academic Software was reassuring. They brought in the technical expertise and took care of much of the practical implementation. For cluster Wijs (Belgium), this made the project both feasible and successful without overburdening their own staff. 

Thanks to Academic Software and the support of Signpost, cluster Wijs now operates in a secure and unified digital environment. Teachers, students and administrators can collaborate more effectively across school boundaries. It is a major step in the modernisation of their educational approach and an inspiration for other school groups looking to enhance their digital collaboration.