The Do’s and Don’ts of Embedding a Wellbeing Platform in Schools: Lessons from 6 Years Building youHQ

Six years ago, we started a mission to create a platform that could genuinely support young people with the skills and tools they need to thrive—emotionally, socially, and academically. That mission became youHQ, and today, we’re proud to be used in over 150 schools worldwide.

Along the way, I’ve had the privilege of working closely with school leaders, pastoral teams, and students across a wide range of settings. I’ve seen first-hand what it takes to successfully embed a wellbeing platform—and I’ve also seen what can hold it back.

So, for any pastoral lead or SLT member looking to implement a wellbeing app in their school or college, here are my hard-won Do’s and Don’ts. Learn from my journey and set your implementation up for long-term success.

✅ DO:

1. Get Leadership Onboard from the Start

A wellbeing culture has to be led from the top. If SLT are not bought in, your platform will always be peripheral. When wellbeing is seen as essential—not optional—it gets the attention, time, and investment it deserves.

2. Ensure Integration with Existing Systems

Teachers are time-poor and admin-heavy. If your platform can’t work with what you already use—be it MIS, safeguarding tools, or behaviour platforms—then it risks becoming ‘just another thing’.

3. Train Your Team and Build Accountability

Initial training is important, but it’s just the start. Revisit it, follow up, and set expectations. Empower middle leaders to champion wellbeing, and create clear roles in the rollout.

4. Carve Out Dedicated Time

If you don’t make time for wellbeing, it gets squeezed out. Build it into tutor time, PSHE, or weekly check-ins. Make it part of the timetable, not a bolt-on.

5. Offer Incentives for Engagement

Celebrate progress. Whether it’s students reaching wellbeing milestones or staff using the data to support pupils effectively, recognise the wins—it helps shift the culture.

6. Regularly Review Progress

Use your platform’s data and reports. What’s working? Who’s engaging? Where are the gaps? Make this a standing agenda item in pastoral and SLT meetings.

7. Embed Wellbeing in the Day-to-Day

This can’t just live in an app. Bring wellbeing into assemblies, lessons, coaching conversations, and displays. Make it part of how your school talks and behaves.

8. Give Feedback to the Platform Provider

Great wellbeing platforms evolve with their schools. The best improvements we’ve made to youHQ have come from honest school feedback. Don’t keep it to yourself!

❌ DON’T:

1. Assume Training = Implementation

One-off INSET sessions rarely stick. Staff need refreshers, practical use cases, and to see how it fits into their day—not just theory.

2. Do It Alone

If you’re the only one driving this, it will stall. Build a wellbeing team. Share the load. Create a network of champions across year groups and departments.

3. Force Student Participation

Wellbeing is personal. Encouragement and clear communication of why it matters will go much further than compulsory surveys. When students feel ownership, engagement grows.

4. Treat it Like a Quick Fix

This isn’t about ticking a box. A wellbeing app won’t fix deep-rooted issues on its own—it’s a tool that supports a bigger cultural shift. Be patient, persistent, and strategic.

5. Overload Staff with Expectations

Start small. Pick one feature or focus to embed well. It’s better to do one thing brilliantly than five things half-heartedly.

6. Forget to Celebrate the Wins

This work is hard—but it’s also full of impact. Share stories of change, quotes from students, data that shows improvement. Remind your team why it matters.

Summary

Embedding a wellbeing platform like youHQ is more than a tech rollout—it’s a cultural investment. With leadership support, staff training, integration, and an intentional approach to embedding it into school life, a wellbeing platform can be transformative.

But it takes more than enthusiasm. It takes planning, persistence, and people. Done well, it can help create a school environment where every young person feels supported, heard, and empowered to grow.

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If you're thinking about bringing a wellbeing platform into your school, we'd love to show you how youHQ could support your journey—book a demo to learn more.