Applicable plans:

The free planThe complete planOn-demand plan

This document is here to help you build your own project plan, and to give you an idea of the lead time and workload involved.

If you're looking the best way to test Waldo, you should refer to this documentation:

1 - Project plan template

Step 0 - Validating “Data and security”.

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

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

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

Step 1 – Authorizing the Waldo app in your Microsoft 365 tenant.

Refer to this article to consent the Waldo app in your Microsoft 365 tenant: Need admin approval - Grant Admin Consent

Step 2 – Identify who will use the free or the complete version of Waldo.

To know more about the differences between the free and the complete version, you can refer to this documentation: Differences between the free version and the complete version

Step 3 - Order your licenses.

If you plan to test the complete version, it's now time to order your licenses. Refer to this forum for more details: How to subscribe to the complete version (with 30 days free trial).

The free version doesn't require any license.

Step 4 - Identify the offices and the areas

During this step, identify the offices and the areas you'd like to set up in Waldo.

You can find more information here: Set the number of desks and assign areas to users

No worries. If you can’t identify all the offices and areas now, that’s ok. Just try.

Step 4 bis - Ask questions to your HR rep

To make the configuration of your WFH policies easier, and to identify users' exceptions, here are below some questions you should ask to your HR representatives.

Step 5 - Identify the offices owners and the IT people in charge of the set-up.

During this step, identify who will manage offices and/or areas.

You can find more information about this step here: Set office, area, or license owners

No worries if you can’t identify all the office owners at this step. Just try.

Step 6 - Identify the first group who will use Waldo.


Ideally, this first group should:

  • Previously have worked together.
  • Be located on the same floor.
  • Agree to provide their feedback.
  • Should represent a “normal” group (they shouldn’t be specific in their use of Waldo).

The IT and the HR department are usually the first groups to use Waldo.


Step 7 - Identify who will attend the Waldo administrator training.

During this step, identify who will attend the administrator training(s). We recommend you to invite:

  • Office owners of the first group.
  • IT people in charge of the Waldo set-up

Step 8 - Schedule the administrator training for the first group.

If there are more than 4 people to train, it’s better if you split the administrator training between technical people and non-tech-savvy people.

Usually, an administrator training last 60 minutes for IT People and 90 minutes for non-IT people.


Step 9 - Request the map creation.

After the training, you can ask for the map creation.

A map takes 2~3 days to create (on our side).

No worries if you make mistakes. It takes 1 day (on our side) to update a map.


Step 9 bis - Set-up Waldo

Based on what you learned during the administrator training, you can now start setting up Waldo.

Step 10 - inform the IT support team.

Schedule a quick meeting with the IT support team to explain what Waldo is and what they can do in case there’s a problem.

You can refer to this forum for more info regarding troubleshooting: Troubleshooting guide


Step 11 - Adapt your onboarding process for new employees.

When you hire a new employee, decide who should set-up his account:

Either the office owner or area owner, or the IT (when creating their Microsoft 365 account).

Step 12 - Communicating internally to the first group.

You can ask us to create a short video for you and then, email it or publish it to your users.

You can find more information here: What we need to create your personalized Waldo video


Step 13 - Adding Waldo to Microsoft Teams for the first group.

To add Waldo to Microsoft Teams, you can refer to this forum: Deploy Waldo with a Microsoft Teams policy

You'll review this during the administrator training.

Step 14 - Get feedback from the first group and adapt if necessary.

We recommend asking your first Waldo users for feedback. Depending on the feedback you got from the first group, decide if you’d like to deploy Waldo massively or gradually.


Step 15 - Repeat the previous steps until you reach goal.

2 - Lead time and workload

Workload (for you)Lead time
Administrator trainingThe administrator training usually takes 60 minutes for IT people and 90 minutes for tech-savvy people 4~5 days to schedule the administrator trainig.
Map creation and update15 minutes per map to request the map creation and answer questions.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.
Create your personalized videoDepending on the personalization you'd like to get, it can take from a couple of minutes to 2~3 hours of work (to screenshoot and record what we need to create the video).The delay on our side varies from 2 to 5 days per video.
Set-up Waldo for 100 users.

(offices, areas, WFH policies, users, office/area owners, attach desks to maps, etc.)
Once you know who can do what, consider 2 days of work.
Set-up Waldo for 1000 users.
Once you know who can do what, consider 3~5 days of work.