When implementing Connecteam in your organization, it’s highly recommended to start with a small-scale launch for 20–50 employees before moving to a company-wide launch. This approach helps you refine the app experience, build strong adoption habits early, and prepare for a smooth full rollout.

Tips and Guidelines for a Small-Scale Launch

A small-scale launch is your “pilot phase” before going live across the organization.

Goals of a small-scale launch

There are three main goals for launching the app to a small dedicated group:

Gather insights and feedback to understand what works well and what can be improved, so you can refine the app before the wider launch
Take your first steps as an admin at a manageable scale (publish and assign content and updates, manage permissions, track engagement, add/remove users, and more)
Learn what to expect and how to prepare for the company-wide launch

How to know if you are ready for the small-scale launch?

Before launching, make sure you are prepared:

You have identified the participating team
Your app is ready
- It usually takes about 10–14 days for organizations to populate the app’s content and prepare for launch
You have notified the participating team and they are expecting an invite

Winning your users’ attention

Users demonstrate higher retention rates if they use the app 3–5 times within the first 2–4 weeks after download. The goal is to help users log in early and return often, so the app becomes part of their routine.

Help users log in as early as possible

Don’t surprise them; let them know in advance
- Send an email, make an official announcement, and set expectations
Make your mid-managers aware and part of the process so they respond positively when asked by their employees/colleagues
Let users know they were chosen to be the first users and that you value their input/opinion
Track login progress and do follow-ups
- See the related article to learn how to track login progress

Think about your users and their experience

Be user-focused
- Especially in the first few days, publish as many compelling items as possible for employees
- More organization-wide content can come later
Ask yourself: what would your users like to see in the app?
- Often, “small wins” bring users back, such as:
  - Finding someone’s contact details
  - Submitting a vacation request with less friction
  - Quick access to the up-to-date cafeteria menu
Plan in advance
- Create a schedule for the first 3 weeks after launch to keep content steady and balanced (not overwhelming and not sporadic)
Have a solid foundation
- Bring app content to be as mature and relevant as possible before launch
- Avoid “open ends” or irrelevant content, and do a final content review before launch

Company-Wide Launch

You are almost there. Now it’s time to prepare and launch the app across the company.

The launch process includes several key milestones and can vary depending on the organization:

Pre-launch preparations
Launch announcement
Company-wide launch

Remember: the launch is a means to an end, not the end goal itself. The launch should create a positive buzz and excitement among employees and encourage them to be part of a process that improves communication and connection across the organization.

Pre-launch preparations

As the goal is to get as many employees tuned in and engaged as possible, focus on these key areas:

Logistical preparations and planning
Getting employees expecting and tuned
Getting buy-in and endorsement from key groups and people
Assigning app ambassadors to make the process hassle-free

Logistical preparations and planning

Add your company user details in preparation for launch, so you can invite employees with a click.
- In larger organizations, the best practice is preparing a CSV file (see the related article) and complementing it with an invitation link when specific user info is missing.
Make sure the app is ready to go.
- Do a final walkthrough of all content.
- Confirm all admins made the needed adjustments.
- Double-check that smart groups are in place and permissions are set correctly.
Plan the content for the first month of launch.
- Decide what you will publish and when.
- Assign who is responsible for publishing what.
- Publish the plan to yourself and other system admins.
Prepare the first week’s content in advance.
- It’s highly recommended that all content for the first week is already prepared in the app so you only need to click Publish at the right time.
Prepare the launch-day email for both managers and users.
Set up a welcome and guidance note/chapter in the app.
- Explain the purpose of the app, what users can find there, and how it will serve them.
Draft the language for the texts you’ll send during launch.
- Include both the first invitation and follow-up invitations.

Getting the employees expecting and tuned

There are several effective ways to get employees expecting and tuned. Best practices include:

An announcement from a senior person in the organization (more about this below)
Notifying employees in advance through common channels, such as:
- Dedicated emails about the upcoming app launch (see the related email example)
- Brochures/flyers around facilities, cafeterias, or billboards (when relevant)
- Mid-managers—ask them to talk to their teams and make them aware of the upcoming launch
Incentivizing employees creatively, such as:
- Award-winning competitions for early birds
- “App-exclusive” content that can only be accessed through the app (for example, claiming tickets for an event)
Branding and positioning the app clearly so employees understand:
- What the app is for and what the goal is
- What users can do with it (what’s in it for them)

Getting buy-in and endorsement from key groups and people

To launch effectively, secure endorsement from the right groups:

Senior management endorsement
- Identify a champion who will back the initiative and help distribute the message that it’s important and meaningful
Mid-management buy-in
- The more managers involved (and the more admins you have), the stronger the impact
- It’s recommended to brief mid-managers prior to launch (ideally a short 20-minute presentation) covering:
  - What to expect
  - What their role is
  - How they can benefit
Additional key stakeholders
- Ask: is there another entity in your organization that can benefit from admin access?
- More quality content increases value for users and supports long-term adoption
- Share the load with additional stakeholders when possible

Assigning app ambassadors to make the process hassle-free

To make it as easy as possible for employees to onboard, assign internal app ambassadors who can support basic Q&A and help employees join the app for the first time.

During launch week, ask ambassadors to be in public places (such as cafeterias or dining halls) during launch times to assist employees who are downloading the app or have questions.

The launch announcement

An official launch announcement is highly effective in securing strong traction. To make the most of it:

Have a senior person make the announcement
- The more senior the better, and choose someone who is emotionally invested and believes in the process
Choose the timing wisely
- Ideally, build on an existing company event/milestone
- The more people present during the announcement, the better
Don’t lose momentum
- Launch the app close to the announcement (ideally no later than one week after)
Stick to your launch date
- Changing it comes with a cost because it disrupts momentum