> For the complete documentation index, see [llms.txt](https://hub.equipme.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://hub.equipme.io/dokumentation/getting-started/rollout-guide.md).

# Rolling out equipme in your organization

Rollout guide: introduce equipme in phases – project roles, preparation, setup, pilot, invitations, go-live, operation, announcement template and common pitfalls.

**For:** project leads, equipme administrators, IT, HR and purchasing in companies introducing equipme (Hosted and Standalone).

This guide describes how to plan, set up, test and hand over equipme to your employees. The individual settings are covered in the [Initial setup (checklist)](/dokumentation/getting-started/initial-setup.md); this page is about sequence, responsibilities and communication.

## Goal and result of the rollout

After the rollout:

* Locations, groups, employees and cost centers are mapped in equipme as a **digital twin**, manually or via [HR sync](/dokumentation/organization/hr-sync.md).
* Your existing devices, licenses and contracts are in the [inventory](/dokumentation/assets/inventory.md).
* Orders follow a defined [approval process](/dokumentation/procurement/approval-settings.md) with maintained approvers.
* Employees request work equipment themselves in the [self-service](/dokumentation/self-service.md) and report problems there.
* Costs are visible by resource and cost center in [cost management](/dokumentation/controlling/cost-management.md).

## Roles in the project

Project roles are not identical to equipme roles, but they map onto them well (details: [Roles and views](/dokumentation/getting-started/roles-and-views.md)).

| Project role              | Task in the rollout                                                                                                     | Matching equipme role                                                                                                        |
| ------------------------- | ----------------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------- |
| **Project lead**          | Goals, schedule, decisions (operating model, approval process), communication                                           | usually **Administrator**, alternatively **Controller** for read-only access                                                 |
| **equipme administrator** | Settings, roles, imports, self-service, notifications                                                                   | **Administrator**                                                                                                            |
| **HR**                    | Employee data, supervisors, joiners and leavers, HR system for HR sync if applicable                                    | **Administrator** (employee data, HR sync)                                                                                   |
| **IT**                    | Single sign-on, device and license stock, templates for standard equipment, Equipme Operate ticket system if applicable | **Administrator**, possibly agents in [Equipme Operate](/dokumentation/operate.md)                                           |
| **Purchasing**            | Place orders, maintain suppliers and your own services                                                                  | **Purchaser**, **"Location manager (purchaser)"**, possibly **Portfolio Manager**                                            |
| **Approvers**             | Approve order requests in their area                                                                                    | **Supervisor**, **Team Manager**, **"Location manager (purchaser)"** or cost center manager – depending on the approval type |
| **Key users**             | Test the pilot, give feedback, support colleagues in the pilot area                                                     | **User** plus the role they have in daily work                                                                               |

{% hint style="info" %}
Plan for at least **two administrators** so that settings and roles can be maintained during absences.
{% endhint %}

## The phases at a glance

The time frames are typical values for a mid-sized company. With HR sync and clean master data it goes faster; with many locations or extensive stock it takes longer.

| Phase                           | Time frame (suggestion) | Result                                                                    |
| ------------------------------- | ----------------------- | ------------------------------------------------------------------------- |
| 1. Preparation                  | 1–2 weeks               | Goals, operating model and approval process agreed, master data collected |
| 2. Setup                        | 1–2 weeks               | equipme set up according to the checklist, stock imported                 |
| 3. Pilot                        | 2–4 weeks               | Process tested with one department or location, adjustments made          |
| 4. Communication and invitation | approx. 1 week          | Employees informed and invited                                            |
| 5. Go-live                      | Cut-over date           | All orders go through equipme                                             |
| 6. Operation and optimization   | ongoing                 | Key figures monitored, templates and processes improved                   |

### Phase 1: Preparation

**Define goals.** What should equipme solve? Typical goals are a complete overview of equipment, traceable approvals, faster onboarding and cost transparency per cost center.

**Clarify the operating model.** Check whether you use equipme as a **Hosted customer** via a provider or as a **Standalone customer** with your own license (see [Operating models](/dokumentation/getting-started/operating-models.md)). This determines who enables add-on modules such as HR sync, the Equipme Operate ticket system or Automation, and whether you connect your own suppliers.

**Prepare decisions:**

* **Currency**: The default currency can only be changed as long as no active assets exist.
* **Approval process**: automatic, simple or custom approval, and for simple approval the approval type (supervisor, department manager, location manager or cost center manager).
* **Sign-in**: username and password or [single sign-on](/dokumentation/settings/integrations-and-sso.md#single-sign-on-sso).
* **Self-service**: Which offers should employees see, should prices be visible, which delivery addresses are allowed?

**Collect data:**

| Data                                                                | Purpose                                       | Source                                  |
| ------------------------------------------------------------------- | --------------------------------------------- | --------------------------------------- |
| Locations with address and phone number                             | Assignment, delivery, location managers       | Administration, HR system if applicable |
| Departments and other groups with managers                          | Department Manager Approval, templates, tags  | HR                                      |
| Employees with location, department, **supervisor** and cost center | Assignment, approvals, self-service           | HR system or CSV file                   |
| Cost centers with managers, billing addresses                       | Cost allocation, Cost Center Manager Approval | Finance                                 |
| Existing stock (devices, licenses, contracts)                       | Complete inventory from day one               | IT, purchasing                          |
| Standard equipment per role or department                           | Templates for onboarding                      | IT, HR                                  |

**Result:** agreed goals, key decisions made, complete master data.

### Phase 2: Setup

Work through the [Initial setup (checklist)](/dokumentation/getting-started/initial-setup.md) in order: appearance and basic settings, finance, organization, roles, procurement, stock, self-service. Useful detail pages:

* [Import employees](/dokumentation/organization/employees/import-employees.md) or [HR sync](/dokumentation/organization/hr-sync.md)
* [Configuring approvals](/dokumentation/procurement/approval-settings.md)
* [Template management](/dokumentation/offer-management/template-management.md)
* [Record and import inventory](/dokumentation/assets/inventory/record-and-import-inventory.md)
* [Setting up the self-service](/dokumentation/self-service/self-service-setup.md)

**Hosted customers:** Request [ordering permission](/dokumentation/getting-started/operating-models.md#ordering-permission-for-hosted-customers) from your provider early and agree with them which add-on modules will be enabled.

**Result:** equipme is set up, the stock is in the inventory, roles are assigned. Employees have **not** been invited yet.

### Phase 3: Pilot

Choose **one department or location** with a few key users and at least one approver. Invite only these people and run through the complete process:

1. A key user requests a service in the **self-service** via "My workspace" → "My Marketplace".
2. The responsible approver handles the request under ["Approvals"](/dokumentation/procurement/approvals.md).
3. Purchasing orders the item under ["Order requests"](/dokumentation/procurement/order-requests-and-checkout.md) with "Order with obligation to pay".
4. The [order](/dokumentation/procurement/orders.md) is tracked until delivery.
5. The service appears in the **inventory** and under the employee's "My equipment"; if applicable, they confirm receipt.

Also test onboarding a test employee with a template, a rejection and, if active, a ticket via "Support" → "Support request".

**Check:** Does the request reach the right approver? Do employees see the right offers and prices? Do the emails reach the right recipients?

**Result:** a tested process, adjusted settings and key users who can support their colleagues.

### Phase 4: Communication and invitation

* **Timing:** Announce equipme about one week before go-live and send the invitations shortly before or on the start date, so the announcement and the first sign-in are close together.
* **Invitation from equipme:** employee list → select employees → **"Actions" → "Send invitation"** (up to 2,500 per operation). The email contains a personal link and, without single sign-on, a temporary password (see [Inviting employees](/dokumentation/self-service/self-service-setup.md#inviting-employees)).
* **With single sign-on:** Employees can also sign in via the [direct SSO link](/dokumentation/getting-started/sign-in-and-registration.md#single-sign-on-with-microsoft). Prerequisite: their username in equipme matches their Microsoft sign-in.
* **Check beforehand:** Self-service is enabled for the employees, and everyone has at least the **"User"** role.

Use the [communication package](#communication-package) below.

**Result:** All employees know what equipme is, when it applies and whom to ask.

### Phase 5: Go-live

* Set a **cut-over date** from which orders only go through equipme.
* Kindly redirect requests that arrive through other channels to the self-service ("My Marketplace").
* During the first days, keep an eye on "Pending approvals" and "Open purchase requests" on the [dashboard](/dokumentation/getting-started/dashboard.md) so nothing gets stuck.
* Collect employee questions via the key users or, if active, via Equipme Operate.

**Result:** equipme is the binding channel for requests and orders.

### Phase 6: Operation and optimization

* **Dashboard and costs:** key figures on the [dashboard](/dokumentation/getting-started/dashboard.md), costs by resource and cost center in [cost management](/dokumentation/controlling/cost-management.md).
* **Templates:** keep standard equipment up to date in the [templates](/dokumentation/offer-management/template-management.md) and assign them to locations and groups.
* **Notifications:** adjust recipients and [reminders](/dokumentation/settings/email-notifications.md#setting-up-reminders), e.g. for expiring services.
* **Onboarding and offboarding:** handle joiners and leavers via the employee status and the [offboarding wizard](/dokumentation/organization/employees/onboarding-and-offboarding.md#offboarding).
* **Automation** (optional): map recurring processes as [workflows](/dokumentation/automation/workflows.md); check executions under "Insights".
* **Master data:** regularly review supervisors, department managers and cost center managers.

## Communication package

### Template for the announcement email or intranet post

Adjust the placeholders in square brackets.

> **Subject:** From \[start date]: request your work equipment easily via equipme
>
> Hello everyone,
>
> from **\[start date]** we will use **equipme** for everything related to your work equipment – from laptops and smartphones to software licenses and accessories.
>
> **What you can do in equipme:**
>
> * see under "My equipment" which devices and licenses are assigned to you,
> * request new work equipment in the "Marketplace" – the request automatically goes to \[the responsible person, e.g. your manager] for approval,
> * track the status of your requests,
> * \[if active:] report problems to support via "Support" → "Support request" and track them under "My tickets".
>
> **How to get started:** In the next few days you will receive an invitation by email. \[With SSO: simply sign in at \[portal address] with your company account.] \[Without SSO: follow the link in the invitation and change your temporary password.] The address is: \[portal address].
>
> You can find a quick guide here: \[link to the quick guide].
>
> From \[start date], requests for work equipment will only be handled via equipme. If you have questions, \[contact person, email/phone] will help you.
>
> Best regards \[Sender]

### Employee quick guide

There is a quick guide for employees to print or link: **Employee quick guide (PDF)**

Attach it to the announcement or store it on the intranet. [Custom links](/dokumentation/settings/custom-links.md) (Standalone customers) are suitable as your own menu links in the sidebar.

## Common pitfalls

| Pitfall                                                              | Consequence                                                                                                                                                        | How to avoid it                                                   |
| -------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------ | ----------------------------------------------------------------- |
| **Missing supervisors, department managers or cost center managers** | If no approver can be determined, the order is [approved automatically](/dokumentation/procurement/approval-settings.md#when-is-a-request-approved-automatically). | Complete the assignments **before** activating the approval type. |
| **"Simple approval" without an active approval type**                | New items remain under "Pending approvals" indefinitely.                                                                                                           | Always activate an approval type.                                 |
| **Currency set too late**                                            | The default currency can no longer be changed once active assets exist.                                                                                            | Set the currency before importing stock.                          |
| **Missing ordering permission (Hosted)**                             | Orders are not possible until the provider approves.                                                                                                               | Request ordering permission early; then log out and back in once. |
| **Employees invited too early**                                      | Employees see empty or wrong offers, requests reach the wrong approver.                                                                                            | Invite everyone only after a successful pilot.                    |
| **Self-service not enabled or role missing**                         | Employees cannot request anything or cannot sign in.                                                                                                               | Enable self-service and assign the "User" role.                   |
| **Offers with tags**                                                 | Employees without a matching tag do not see the offer, without any notice.                                                                                         | Check tags on employees or groups.                                |
| **Stock not taken over**                                             | Inventory and costs are incomplete, offboarding does not find all devices.                                                                                         | Import stock before go-live.                                      |

## Frequently asked questions

**Do we have to run a pilot?**

It is not technically required, but strongly recommended. A pilot reveals missing assignments, unsuitable offers and wrong email recipients before all employees are affected.

**Can we start with individual locations and expand later?**

Yes. Set up the whole organization, but initially invite only the employees of the first location. Further locations follow with their own invitation wave.

**Do we need an HR system?**

No. Without an HR system, you create locations, groups and employees manually or import them via CSV file. With [HR sync](/dokumentation/organization/hr-sync.md), the data stays up to date automatically. Hosted customers have HR sync enabled by their provider.

**How do we prevent orders from going through without approval?**

Choose "Simple approval" with an active approval type and complete the matching assignments. Also check who has the "Skip approval" right. The "Approve automatically" setting on individual services does not skip an approval in this mode.

**What happens to requests that came in by email before go-live?**

Record existing devices and contracts in the inventory. From the cut-over date, new requests should be made via the self-service.

**Who helps with questions during the rollout?**

Hosted customers contact their provider, Standalone customers their account manager or [equipme support](/dokumentation/help/support.md).


---

# Agent Instructions
This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com.

## Querying This Documentation
If you need additional information that is not directly available in this page, you can query the documentation by asking a question.

Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters:

```
GET https://hub.equipme.io/dokumentation/getting-started/rollout-guide.md?ask=<question>&goal=<user_goal>
```

`ask` is the immediate question: it should be specific, self-contained, and written in natural language.
`goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case.

The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.