For any large organisation, a successful new benefit is all about confidence and clarity. This guide is our proven blueprint for a seamless Workride rollout, developed from our experience with over 1,000 New Zealand employers.

We recommend a pilot program, or "soft launch," as the first step. This isn't just a test; it's a strategic process to ensure your HR and Payroll teams are comfortable, your internal workflows are perfected, and you are set up for a high-impact, company-wide launch.

Phase 1: Planning Your Pilot

This is where you set the foundation for success.

Step 1: Assemble Your Pilot Crew

Select a small, dedicated group to experience the entire Workride journey firsthand. This team will become your internal experts.

• Admin Team: Choose a key contact from HR and Payroll.

• Employee Participants: Select 1-3 enthusiastic employees who are genuinely motivated to get a new bike or e-bike. Their positive experience will build momentum.

Step 2: Briefing Your Pilot Participants

Clear communication is critical. Before they start, ensure your pilot employees understand the key details of the benefit.

• The Big Picture: Explain that Workride allows them to get a new bike, e-bike, or scooter via a pre-tax salary sacrifice, which results in a significant cost offset of 32-63%.

• The Main Obligation: The primary purpose of the benefit is to support active commuting. The equipment must be used mainly for traveling to and from work to comply with the tax rules.

• Insurance: We strongly recommend they secure insurance for their new ride to protect it against loss, theft, or damage. For the first 12 months, they only hold legal possession of the equipment so normal contents ensure covers them, but ensuring adequate cover ($ value is important).

• Retailer Surcharges: The final price from the retailer to Workride may include a surcharge of up to 5%, especially when the bike is on sale or clearance. This is included in the quoted price and ensures that bike shops can sustainably offer their full range through the program.

• Early Termination: If their employment ends before the 12-month period, they must settle any outstanding salary sacrifice commitments with your company. This is a pre-requisite for them to receive their end-of-term options from Workride.

Phase 2: Executing the Pilot

This is the live test where you see the process in action.

Step 3: The End-to-End Employee Journey

Have your pilot participants run through the exact process their colleagues will.

1. Sign Up: Employee registers online using your organisation's unique password.

2. Go Shopping: They visit a partner store and get a quote for their dream bike and gear.

3. E-Sign Agreements: Workride sends the digital agreements for them to review and sign.

4. Employer Approval: The order appears on your Workride B2B Portal for your admin to review and approve.

5. Settle Invoice: Your team settles the invoice from Workride.

6. Get the Code: Workride notifies the employee that payment is complete and emails their unique pick-up code.

7. Collect the Bike: The employee goes in-store to collect their new ride!

8. Payroll Starts: Your payroll contact receives the final salary sacrifice summary, ready for entry into your system.
   

Step 4: Gather Real-Time Feedback

Throughout the pilot, actively seek feedback from everyone involved—both the administrators and the employees. Document any questions, challenges, or positive experiences.

Phase 3: Launching with Confidence

Use the insights from the pilot to prepare for a successful company-wide launch.

Step 5: The Post-Pilot Debrief

Conduct a review meeting with all stakeholders to discuss the feedback. Use this session to identify any adjustments needed for your internal processes to make the main launch even smoother.

Step 6: Build Your Launch Plan

Develop a clear communication plan to educate all your employees.

• Create a Simple Guide: We recommend a 1-page summary that clearly communicates the key information and employee obligations. We have an example that you can use in the link below. 

• Set a Timeline: Establish a clear timeline for the organisation-wide rollout.

• Establish Contacts: Nominate internal points of contact for employee questions.

Step 7: Go Live!

Officially launch Workride to your entire organisation, with the confidence that you have a proven, streamlined process in place. Ensure your team maintains an open line of communication with Workride’s support team for any external assistance you need.