Implementation
How a Kadence rollout works.
A phased rollout: agree the goals, connect identity and data, pilot one office, then scale with adoption measured from day one. Every stage has an owner and a check, and Kadence works through each one with your team.
The six stages of a Kadence rollout and who owns each: Goals and metrics, Workplace, IT, HR, finance; Identity and integrations, Your IT team; Floor plans and data, Workplace team; Pilot one office, Pilot team and champions; Scale and adopt, Champions in every team; Measure and improve, Workplace and finance.
The stages
Six stages, each with an owner.
- 01
Agree goals and success metrics
Owner · Workplace, IT, HR and finance leads
Decide what the rollout is for before anything is configured: right-sizing floors, better hybrid coordination, or the data to model a lease decision. Agree the metrics you will track, so the result can be judged against the goal.
Done when: Agreed objectives and the measures that prove them
- 02
Connect identity and integrations
Owner · Your IT team
Single sign-on with Okta, Azure AD, Google, JumpCloud, OneLogin, Ping, SAML or OpenID. Directory sync from Workday, BambooHR, Rippling, Gusto or SCIM keeps every roster current. Calendar sync with Outlook and Google Calendar, and booking inside Microsoft Teams and Slack.
Done when: People sign in with the credentials they already have
- 03
Prepare floor plans and workplace data
Owner · Workplace and facilities team
Audit and clean floor plans, space assignments, employee records and booking history before they move across. A workplace system is only as useful as the data it runs on, so test the import before full rollout.
Done when: Floor plans, neighborhoods and rules ready to book
- 04
Pilot one team, office or function
Owner · Pilot team and internal champions
Start small. Test the configuration in real working conditions, find the friction, and refine before scaling. Representative employees confirm the system behaves as expected.
Done when: A tested configuration and a list of fixes
- 05
Scale with training and champions
Owner · Champions in every team
Name an internal champion in each affected team. Train by role: administrators managing space and reporting need different guidance from employees booking desks. Explain what the system does and why it is being introduced.
Done when: Every office live, every role trained
- 06
Measure and improve
Owner · Workplace and finance
Track the metrics agreed in stage one: utilization and occupancy by location, booking adoption, attendance patterns and cost per employee. Use the data to adjust policies and space, then extend into scenario planning and portfolio decisions.
Done when: Evidence for the next space decision
What we need from you
The dependencies, named up front.
Most rollouts that stall do so on something that could have been asked for in week one. These are the things to line up.
Identity
An administrator for your SSO provider and directory, so sign-in and roster sync can be connected.
Calendars and chat
Consent for the Outlook or Google Calendar connection, and for Teams or Slack if people will book there.
Floor plans
Current plans for each building and floor, with the desks, rooms and neighborhoods you want bookable.
Presence data (optional)
Badge or Wi-Fi sources, if you want occupancy measured from actual presence and not only from bookings.
Security review
Your questionnaire and review process. Our SOC 2, penetration testing and data-handling evidence is on the security page and trust portal.
Adoption and results
Measured against the goals you set.
Success is judged against the objectives agreed in stage one, not on whether the system is switched on. Adoption is tracked as a metric from the first day.
- Space utilization and occupancy trends across locations
- Booking adoption and check-in rates, by team and office
- Attendance against your hybrid policy
- Cost savings from more efficient space allocation
- Less manual coordination, and feedback from employees
For your security review
The evidence, in one place.
SOC 2 and Cyber Essentials, single sign-on and directory sync, encryption in transit and at rest, and annual third-party penetration tests.
FAQ
Implementation questions
What is the best way to implement a workplace management system?
Start with clearly defined objectives and success metrics, choose a platform that fits your organization’s specific needs, and deploy in phases rather than all at once to allow for testing and iteration before full rollout.
What teams should be involved in implementation?
Workplace and facilities teams, IT, HR, and finance should all be involved from the planning stage to ensure the system is configured to support cross-functional needs and integrates with existing tools.
What are the most common challenges during implementation?
The most common challenges are unclear goals, poor data quality entering the system, low user adoption, overly complex rollout strategies, and gaps in integration with existing enterprise systems.
How do you ensure successful adoption after implementation?
Designate internal champions, provide role-based training, communicate clearly about the purpose and benefits of the system, and track adoption as a metric from day one rather than assuming it will happen naturally.
Next step
Plan your rollout with us.
Thirty minutes with a workplace strategist: your goals, your integrations and the office to pilot first.