For larger teams (100+), undertaking a Workride soft launch can be a great step to ensure your HR, Payroll, and internal teams are well-acquainted and comfortable with the processes involved. During onboarding, Workride provides a guide that is designed to support you in facilitating your initial 1-3 benefits as a soft launch, before offering Workride across your whole organization. A soft launch ensures a smooth experience and builds the appropriate processes for implementing Workride organization-wide successfully.
Step 1: Set up your Soft launch team
Select a team member within HR, Payroll, and any other relevant internal teams. This group will lead the pilot, experiencing firsthand the setup, operation, and benefit of Workride. Choose 1-3 employees motivated to participate in receiving their ride-to-work benefit during this pilot phase.
Step 2: Familiarize your team with Workride
Ensure all team members have access to Workride’s resources, tutorials, and support contacts. Communicate key information with your participants and ensure their understanding of the benefit.
Step 3: Implement Workride for Pilot participants
- Follow the step-by-step employee process provided by Workride.
- Employee sign-up online through Workride website using organisation password. (provided in onboarding email).
- Employee goes in store and raises ride benefit order with store staff.
- Employee reviews and e-signs agreements that are sent from Workride.
- Employer electronically countersigns salary sacrifice and reviews + approves ride order on B2B Workride Web Portal.
- Employer settles invoice.
- Employee is notified by Workride that payment has been received and is emailed a pick up code.
- Employee goes in store and collects their selected ride.
- Employer is notified upon pick up of ride, and salary sacrifice summary is emailed to payroll contact.
- Employer enters salary sacrifice into payroll system.
- Document each step carefully to refine the process for wider implementation.
Step 4: Monitor and Collect Feedback
Throughout the pilot, actively seek feedback from both the administering team and the participating employees on the process, benefits, and any challenges encountered.
Step 5: Review and Refine
After completing the pilot, conduct a review meeting with all stakeholders to discuss feedback and identify any adjustments needed before an organization-wide rollout. Update your internal procedures based on lessons learned to streamline the process for future participants.
Step 6: Educate and Prepare for organization-Wide Launch
Develop a communication plan to educate the rest of your employees about the benefits and processes of Workride based on the pilot experience. Typically, this looks like a 1-page summary which clearly communicates key information and obligations for employees. Create a clear timeline for the rollout and establish points of contact within your organization for employees to reach out with questions.
Step 7: Launch and Support
Officially launch Workride to your entire organization, ensuring continuous support is available to address any queries or issues. Maintain an open line of communication with Workride’s support team for any external assistance required.