Custom software for workplace rollout projects
Appfront builds software for IT service providers and internal IT departments that roll out workstations: every workstation or user in scope with their profile, equipment and wave; the survey of what is currently in place; the schedule per site and per day, with the user booked in; the on-site rollout ticked off step by step, with the handover signed; the old equipment collected with serial numbers for accountability and data erasure; and the exceptions the project manager needs to resolve. So that a rollout of two thousand workstations isn't tracked in a spreadsheet with nine tabs.
What is workstation rollout project software?
Rollout project software tracks a workstation rollout workstation by workstation: which users and workstations are in scope, which profile and equipment they receive, in which wave and on which day, what has been surveyed, what has been done on site and signed off, which old equipment has been collected, and which exceptions remain open. The rollout engineer works on site with a checklist per workstation, the project manager sees progress by site and wave, and the client receives reporting drawn from the same data.
Without such a system, the scope sits in a client spreadsheet that is no longer accurate halfway through, the schedule lives in a second spreadsheet, and agreements with users are buried in an inbox. On site, a user turns out to have moved to another department, a workstation runs a special programme nobody noted, and the old laptop goes into a box without a serial number. At the end the client asks which devices were collected and whether the data was wiped, and that cannot be reconstructed.
We build custom because the software has to match how you roll out and which systems are involved: how you plan waves, which profiles and exceptions your clients have, which CMDB and ticketing system you use, how returned equipment is accounted for, and what the client wants to see. A ticketing system knows a request, but not a wave, a workplace in scope or a returned serial number.
Scope and survey
Users and workstations in scope with profile, location and department, imported from the client's source and surveyed on site, with deviations recorded as exceptions.
Wave planning and appointments
Waves per site and department, daily capacity, and an appointment per user with confirmation and reminders, so the user is there when the rollout engineer arrives.
Rollout, handover and collection
The checklist per workstation on site, the handover signed by the user, and the old equipment collected with serial numbers for accountability and data erasure.
How we build your workstation rollout project software
We start with your last rollout: how many workstations, how many waves, how many users weren't at their desk, and how many old devices couldn't be accounted for at the end.
How you run rollout projects, how waves and profiles are defined, which CMDB and ticketing system you use, how collected equipment is processed, and what clients report on.
The scope imported from the client's source, the profiles with equipment and software, the locations and the wave structure.
The appointments per user, the app for the rollout engineer with checklist and signature, the collection with serial numbers, and the management of exceptions.
Reporting to the client, integration with the CMDB, ticketing system and asset register, aftercare, and then management for the next project.
What workstation rollout project software actually does
The components below come up in almost every rollout project. Which ones you need depends on the scope and on how many locations and profiles are involved.
Scope management
Users and workstations with profile, location, department and wave, imported from the source and kept up to date with every change, including history.
Wave planning
Waves per location and department with capacity per day and per rollout engineer, and the effect on the next wave when one wave shifts.
Appointments with users
Invitation, confirmation and reminder per user, with the option to choose a time within the wave and a signal when there is no response.
Rollout app
The checklist per workstation on site with the profile steps, photos, the user's signature and sign-off, also without connectivity.
Collection and accountability
Old equipment scanned by serial number on collection, with status through to data erasure or disposal, and proof per device for the client.
Exceptions and reporting
Workstations that deviate from the profile recorded as exceptions with owner and status, and progress per location, wave and day for the client.
Who custom workplace rollout software is for
The software is built for organisations rolling out in projects of hundreds of workstations or more, across multiple locations, who must account for it to a client or a board.
IT service providers and integrators
Rollout as a service for several clients at once, each with their own profiles and reporting. Scope per client and reporting are at the core.
Internal IT departments
Replacing the organisation's own workstations across locations and departments. Wave planning and appointments with users matter most.
Workstation hardware suppliers
Supply and installation under one roof, including collection of the old equipment. Collection by serial number and accountability are what is needed.
Organisations with many locations
Healthcare, education, retail, with small locations spread across the country. Planning per location and the rollout app that works without connectivity are at the core.
Test your idea first: a working prototype in 1 day
With OneDayBuild, we turn your idea into something tangible in one day for €1,150, so you can see whether further development is worth the investment. Decide to go ahead with the full build? Then we credit the full cost.
Explore OneDayBuild →Technology and integrations
This page is about the rollout project. For managing the equipment afterwards, see our page on asset management software; for the preliminary inventory, see our page on inventory software; and for the broader IT operation, see our page on IT operations optimisation. You can read about our approach at software development.
Why Appfront for your workplace rollout project software?
A rollout is complete when every workstation has been handed over and every old device has been accounted for. That is what we build on: the workstation as the unit, from scope through to collection, in one system.
Scope that keeps up
Users who move, leave or join are tracked with history. The client's spreadsheet is the starting point, not a source of truth halfway through.
The user is accounted for
Appointment, confirmation and reminder per user. The rollout engineer does not turn up to an empty workstation.
The old device is accounted for
Collected by serial number and tracked through to data erasure. The client's question at the end is answered with a printout.
Security and privacy in workplace rollout project software
The software handles personal data of users, location and network data of clients, and serial numbers and the data erasure status of equipment. Access is set up by role and by project: the rollout engineer sees only their workplaces for today, the project lead sees their project, and the client sees only their own reporting. Every handover, collection and change is logged with name and time; once closed, the accountability record for collected equipment cannot be altered.
The software runs in a European data centre, with encrypted storage and daily backups. Integrations with clients' CMDB, ticketing system and asset management work with their own keys, which can be revoked per integration.
Frequently asked questions about workplace rollout project software
Questions IT service providers and IT departments ask before getting started.
It keeps track of a workplace rollout per workstation: the scope with profile and wave, the inventory, the planning per location with appointments per user, the rollout on site with checklist and signature, the collection of old equipment by serial number, the exceptions and the reporting to the client, linked to the CMDB and ticketing system.
From the source the client has, usually an export from the directory or HR system, imported with user, location, department and current equipment. When there is a new export, you see what has changed and decide per change whether it comes into scope. This keeps the scope usable throughout the project.
Per wave, the software invites users, lets them choose a time within the days for their location, and sends a reminder. Anyone who does not respond appears on a list for the project lead. The rollout engineer sees who they will meet and when, day by day.
Yes. The workstations for the day, with checklist and profile, are stored on the device, and completion reports, photos, signatures and collections are saved locally and sent as soon as there is coverage.
Each collected device is scanned by serial number at the user's location and then given a status: collected, in transit, data erased, disposed of or reused, with the erasure certificate attached. The client receives the proof per device and an overview per project.
Yes. After handover, new equipment is recorded as an asset in the client's CMDB or asset register, exceptions can become a ticket, and the status of tickets flows back into the project. We connect with what you and your clients already use.
Check that first. A ticketing system with one ticket per workplace and a project tool for the waves are sufficient if the project is small and takes place in one location. Custom development makes sense if the scope changes during the project, if users must choose a time themselves, if the rollout on site without a signal needs to be recorded, or if collected equipment must be accounted for by serial number.
Every workplace rolled out and signed off, and every old device accounted for?
Tell us how large your rollout projects are, how you currently plan waves, and how you currently account for collected equipment. We will show you what the scope, wave planning and rollout app look like.