Overview
A rollout is a communication exercise more than a technical one. Employee enrolment depends on people acting, so the announcement matters as much as the setup.
The templates below point employees at support@factorial.it for help. Swap it for your own internal channel if you would rather field the questions yourselves.
How to use
The timeline
Day |
What you do |
|---|---|
1 |
Send the rollout email and the enrolment invitations |
3 |
Check the first enrolments; send a Slack or Teams reminder |
7 |
The invitation re-sends automatically to anyone not enrolled |
10 |
Send the reminder email to latecomers |
14 |
Final reminder if still needed |
Email template
The announcement
Subject: Securing our devicesHi all,We're rolling out our new device management solution to secure company equipment.You'll shortly receive a separate email with a personal installation link. The installation takes less than 2 minutes and won't interrupt your work.Once installed, a few security settings are applied to your device:- Password policy and screen lock- Disk encryption, with the recovery key stored safely- Automatic security updatesThis is not a monitoring tool — it cannot access your personal files, messages or browsing history.Please complete the installation by [deadline]. Any questions, just reply to this email.
Thanks
The reminder
Subject: Reminder — device management installationHi,We noticed you haven't installed the agent on your device yet. Follow the instructions in the original invitation email to finish.It takes under 2 minutes and it's required to keep our systems secure.If you need help, write to support@factorial.it.
Thanks
Slack or Teams template
The announcement
🚀 Device management rollout — action requiredWe're starting the rollout of our device management solution today.You'll get an email with your personal installation link. It takes under 2 minutes — please complete it by [deadline].Questions? Ask here or write to support@factorial.it.
The reminder
⚠️ Reminder — installation still pendingA quick nudge for anyone who hasn't installed it yet. Check your inbox for the installation email and finish the setup today.Need help? Ask here or write to support@factorial.it.
Tips and Best Practices
- Put a real date in [deadline], not "as soon as possible". A rollout without a date is the most reliable way to still be chasing people in a month.
- Address the privacy question in the first email, in the announcement itself. Answering it before anyone asks is far more convincing than answering it after someone has raised it publicly.
- Send the announcement before the invitations, not after. An unexpected email with an installation link gets ignored or reported.
- Use the automatic weekly reminder instead of chasing individuals. Your day-3 and day-10 messages are for tone; the system handles the repetition.
Troubleshooting and FAQ
Troubleshooting
- Enrolments stall after the first few days. Usually the deadline was vague or absent. Send the day-10 reminder with a specific date.
- People reply asking whether this is legitimate. The announcement did not arrive before the invitation, or did not arrive at all. Re-send it and name the tool explicitly.
- A group of people never enrol. Check administrator rights on their machines before assuming it is reluctance.
FAQ
-
Do we have to send reminders ourselves?
No. Invitations re-send automatically every 7 days. The templates here are for setting the tone, not for doing the repetition.
-
How long should we allow?
Two weeks works, with reminders on days 3, 10 and 14.
-
Do we have to use these templates?
No. They are a starting point — the parts worth keeping are the deadline, the 2-minute promise and the privacy statement.