Applicable plans: ❎ The free plan, ❎ The complete plan

Need the full breakdown on workload and timing? We’ve got a step-by-step guide right here:
Steps, lead time, and workload

Part 1 – Be ready for the administrator training

Step 0 – Validate “Data and Security”

Before you even start testing Waldo, make sure it checks all the boxes when it comes to your data protection standards. We don’t store names or emails. All data is encrypted at rest and in transit, and it’s anonymized too. 🔒

Our documentation often does the trick to reassure IT teams. But if needed, we’re happy to schedule a dedicated session on security and data privacy.

Step 1 – Authorize Waldo in Microsoft 365

Give the green light to the Waldo app in your Microsoft 365 tenant. Here’s how to do it: Grant Admin Consent.

Step 2 – Decide who gets which version

Some teammates might stick with the free version, others may benefit from the complete one. Need a side-by-side comparison? It's all here: Free vs Complete version.

Step 3 – Order and assign licenses

Trying out the complete version? Time to grab your licenses (the first 30 days are free!). Here's how: Subscribe to the complete version.

The free version doesn’t need any license. 🎉

Once you’ve got your licenses, assign them easily using this guide: How to assign licenses.

Step 4 – Identify your future Waldo pros

Time to pick your champions – who’s attending the administrator training?

• Office owners in the first pilot group
• Your IT team (or whoever’s setting things up)

Step 5 – Schedule the training

Got more than 4 people to train? It’s usually best to split the sessions:

• IT teams: ~60 mins
• Non-technical admins: ~90 mins

That way, everyone gets the right level of info – no head spinning, just smooth sailing 🚀

Part 2 – What you’ll learn during administrator training

(and a few handy tips)

Once your admin training is complete, you’re ready to configure Waldo. 🎉

Still feeling curious? Want to understand how Waldo works under the hood? Let’s dig in.

Step 6 – Define your offices and areas

Start by identifying your office locations and the areas within them. Areas are zones inside your office—like "1st floor," "Marketing," or "Blue Zone." Users only see the occupancy for areas they're assigned to.

Learn how to assign areas

You can go with many small areas or a few large ones:

• Few large areas: More flexible, more desk combinations.
• Many small areas: Less flexible, fewer options.

Popular choices include organizing by department (e.g. IT, HR), by geography (e.g. 2nd Floor), or color-coded zones for flexibility.

If you're unsure, start with department-based areas. You can always tweak later.

Step 7 – Create desks and tags

Next up: desk setup! 🚀 Use this guide to get started: Set tags, priorities, and desk types

Tags help describe desks—like "dual monitor," "by the window," or "EV charging nearby."

Tip: If all desks are the same, skip tags. Keep it clean and simple.

Step 8 – Define access rules

Decide who can book where. Want max flexibility? Let users roam. Prefer boundaries? Assign users to specific areas only.

Starting tip: Assign all users to all areas. It’s the simplest setup, and you can refine later.

Assigning areas to users – how-to guide

Step 9 – Prioritize for accessibility

Do you have users with accessibility needs? Assign them a high priority and a fixed desk or specific must-have equipment.

FYI: High-priority users often have a priority value of 1000.

How to assign user priorities

And remember: you don’t have to get it perfect on day one. Start simple, adjust as you go.

Step 10 – Dedicated (Fixed) Desk Users

Some users need a desk that’s theirs—and only theirs. Use the “can only be reserved by” feature to make sure no one else books their desk.

Step 11 – Preferred Desk (But Shareable)

Some users want the same desk when they’re in the office, but they’re happy to share it when they’re not. Here's how:

• Assign a favorite desk
• Assign high priority to their area

This ensures Waldo gives them their spot first, but allows others to use it when they’re away. For context, read about safe reservation.

Recommended priority: 700

Step 12 – Preferred Areas

If you've assigned areas by team (IT, HR, etc.), boost their access:

• IT team → IT area
• HR team → HR area

Recommended priority: 500 (in their area only)

Step 13 – Must-Have Equipment

Some users can’t work without certain equipment (e.g. high-res screen). Assign them:

• A high priority
• A must-have tag

If Waldo can’t find the right desk, it’ll let the user know.

Recommended priority: 900

More on tags and priorities.

Tip: Avoid using must-haves at the start. Use nice-to-haves instead.

Quick Priority Recap:

• 1000 – Reduced mobility or fixed desk
• 900 – Must-have equipment
• 700 – Favorite desk (flex-shareable)
• 500 – Preferred area
• 0 – Everyone else (default)

Yes, you can use negative numbers if needed.

Step 14 – Let Users Pick Favorites

You can assign favorite desks and nice-to-haves yourself… but letting users do it is easier and gives them more control.

Step 15 – Get the Work From Home (WFH) Rules

Check with HR:

• How many WFH days are allowed? Weekly/monthly/yearly?
• Limits for office days?
• Any “must-WFH” or “must-office” days?
• Multiple WFH policies?
• How are users grouped? Microsoft 365 group?

Step 16 – Need the Check-In?

Check-in helps avoid no-shows. But to start, we recommend keeping it off. You can always activate it later:

How to activate check-in

Step 17 – Use Unnumbered Areas?

Numbered: specific seat. Unnumbered: sit wherever you want.

More info: Set an area as unnumbered

Step 18 – Sync with Outlook

• Does your HR system sync holidays with Outlook?
• Are they marked as “all-day” events? (Only these sync with Waldo)

Enable Outlook Smart Sync

Step 19 – Identify Office Owners and IT Contacts

Find the folks responsible for each office/area.

More info

Step 20 – Choose the First Group

This team should:

• Already work together
• Be on the same floor
• Give feedback
• Represent “typical” users

Often: IT or HR

Step 21 – Request the Map

Once licenses are ordered, you can request the map. It takes 2–3 days to create, 1 day to update.

Request a map design

Step 22 – Set Up the Map

In the Waldo admin portal, go to Maps and place desks.

How to do it

Step 23 – Talk to the IT Support Team

Host a quick intro meeting. Give them the basics + a troubleshooting guide.

View guide

Step 24 – Plan for New Employees

Decide who sets up new hires: IT or office/area owner?

Step 25 – Announce Waldo to First Users

Ask us for a custom intro video to share via email or intranet.

What we need

Step 26 – Add Waldo to Microsoft Teams

Use this guide to deploy it with Microsoft Teams policy:

Deploy guide

Step 27 – Get Feedback from the First Group

Ask what works, what doesn’t. Then adapt. Decide: full rollout or step-by-step?

Step 28 – Repeat & Refine

Iterate. Improve. Expand.

Project plan template

Lead time & workload