Applicable plans:

The free versionThe complete versionOn-demand version

This article explains how to carry out your test of Waldo in 9 steps. For each step, we’ll give you an idea of the lead time and workload involved.

Step 1 – Validating “Data and security”  

Before even testing Waldo, it is important to ensure that Waldo complies with your security and data management policy. We do not store your last name, first name, or email address. Data is encrypted “At Rest” and “In Transit” and is anonymized.  

Quite often, our documentation alone will be enough to reassure your organization. If needed, we can also set up a “data and security” point.

Here, you can find additional information regarding Waldo’s architecture and data management.  

Step 1 duration: the time it takes to read the documentation.

 Step 2 - Ordering test licenses

Start by signing up for a subscription plan for your test users. The subscription is monthly, and it renews automatically. You can cancel at any time. Invoicing the subscription from the start of your test allows us to create the maps you’ll need, train your administrators, and provide you with the best possible support throughout your trial period.   

The subscription can be ordered:   

  • The old-fashioned way: with a price quote and work order. The lead time for this depends on your internal processes. Once the quote has been validated, your licenses will appear in your Waldo management portal.  
  • Through your usual Microsoft 365 license provider. The lead time here depends on the reactivity of your provider.
  • Via the Microsoft Store. The lead time for this depends on the time it takes you to find your credit card :)

The cost per user, according to volume, is available on Microsoft AppSource in the “plans and pricing” section.  

Step 2 duration: from a few minutes to several days depending on which of the above options you choose.


Step 3 – Authorizing the Waldo app in your Microsoft 365 tenant

The Waldo app asks for standard read-only permissions. The “application consent” can be done in a matter of minutes by your Microsoft Teams administrator.   

You can find more information on Waldo’s consent practices here.  

Step 3 duration: A few minutes.

Step 4  Waldo administrative training

With Waldo, you have several options for administrative training:  

Step 4 duration: Anticipate one hour.

Step 5  Identifying the test scope  

Before you get started configuring Waldo, be sure you have answers ready for the following questions:   

  • Which users will use  the free version  
  • Which users will use  the complete version  
  • Are there users with a fixed office who are in a “shared office” zone? 
    (For a manager with a fixed office whose teams use shared offices, you’ll need the complete version). 
  • What areas will you need to create? 
    Generally, an area represents a team. An area can also represent a “shared office” zone or a geographic zone.  
  • What are the rules for naming areas? 
  • What are the WFH (remote work) policies? To which users do these policies apply? 

Step 5 duration: This can be the most time-consuming step. For a small team, it will only take a few minutes. For a large test (several hundred users), it may take longer to gather the information.

Step  Creating the maps  

Map creation is done by the Waldo team. This service is included in the subscription. Just send us the plans (a diagram or blueprint) and we’ll come back to you with a few questions regarding the layout (floor color, desks, chairs, etc.).  


The delay on our side is usually two days per map. If your layout is especially large, we may need more time but never more than 5 days. 

Step 6 duration: 2 days per map.

Step 7  Setting up Waldo  

Here are the steps to set up Waldo: 

  •     Start by creating the “areas.”
  •     Create the desks and the characteristics for each desk (dual monitors, USB-C docking station, etc.)
  •     Add the desks to the map.
  •     Create the WFH policies.
  •     Assign areas to users.
  •     Activate the complete version users.
  •     Assign tags to users (optional).
  •     Assign priorities to users (optional).
  •     Assign favorite desks to users (optional).
  •     Finally, assign the WFH policies to the relevant users.


Step 7 duration: We recomment setting aside half a day to carry out this configuration. 

Step 8  Communicating internally  

Your objective here is to explain to your users why one would use Waldo and how one would use Waldo on a daily basis 


We can support you in this final step by 

  • creating a short video (personalized with your maps, area names, etc.) 
  • pushing an email campaign (as well as reminder emails to those who do not read the email).   


This service is invoiced separately from the subscription.

Step 8 duration: The lead time for this step depends on your internal processes. 

Step 9  Adding Waldo to Microsoft Teams for your test users  

You have two options: 


We recommend you start your user test with the free version users. Then, you can proceed with the complete version users.  


Step 9 duration: All it takes is a few clicks by your Microsoft Teams administrator.


The ball’s in your court!