Moving away from messy spreadsheets and manual invoicing is a major win for any consultancy. But the real challenge often begins at go-live, when teams need to adapt to a new way of working.
To help your team embrace Coretime instead of resisting it, follow this simple rollout plan.
1. Appoint your Coretime champions
Don’t make the rollout feel like a top-down decision from IT or Finance alone. Instead, identify trusted users across different departments who can champion the system internally.
When a senior architect or lead engineer shows colleagues how easy it is to log expenses in the mobile app, it carries more weight than a manual ever could. Involve these key users early in the scoping stage so the system is configured around real day-to-day workflows.
2. Prepare your data migration
Coretime is only as strong as the data you put into it, so it is worth auditing your existing information before migration begins.
- Review your WIP and remove old projects that have been inactive for months.
- Standardise activity names so entries such as site visit or client meeting are used consistently across the business.
- Use Coretime’s migration spreadsheets rather than copying and pasting legacy data manually, so opening balances and project history remain accurate.
3. Focus on what’s in it for each team
To win full buy-in, you need to show every group in the business how Coretime makes their working life easier.
For employees, the mobile app and intuitive interface can turn time entry into a 30-second task, removing the frustration of Friday afternoon timesheet completion. For project managers, real-time visibility makes it easier to spot projects heading over budget before they go into the red. For finance teams, seamless integration with accounting software reduces double entry and speeds up the billing cycle.
4. Use the test environment
One of Coretime’s most useful features is the test environment, which gives your team a safe space to practise.
Encourage users to experiment, make mistakes and get comfortable with tasks such as logging complex multi-phase projects or submitting expenses. By the time you go live, the system should feel familiar and natural.
5. Roll out in phases
You do not need to switch on every Coretime feature at once. A phased approach makes adoption easier and reduces overwhelm.
- Phase 1: Start with the essentials, such as timesheets and expenses.
- Phase 2: Introduce project management and resource planning once the team is confident with time entry.
- Phase 3: Automate billing and invoicing workflows.
6. Build a feedback loop
Once the system is live, schedule regular check-ins to understand what is working and where people are getting stuck.
Ask questions such as whether users can find the reports they need or whether an approval workflow is creating delays. The aim is to show your team that the software is there to support them, not the other way around.
Partnership over software
Successful Coretime users do not just install the system and move on. They use the support, videos and guides available to them, and treat implementation as a partnership rather than a one-time setup.
A successful rollout is not measured by installation alone. It is measured by whether the team uses Coretime every day to improve efficiency, accuracy and project profitability.
Ready to get started? Arrange a discovery call with the Coretime team to map out your project requirements.