Rolling out WorkBuddy Enterprise after activation

Five stages

Setup

• Admins: name at least one admin to assign and reclaim licenses, plus a backup so someone can still manage it when people change.
• Sign-in: Enterprise supports single sign-on (SSO); if members can use the company’s existing accounts, connect it at activation.
• Licenses: during the pilot, assign licenses to pilot members only and keep the rest for the rollout.
• Personal accounts: members’ personal accounts are managed apart from Enterprise licenses, so explain early how work material moves over.

Pilot: group and tasks

Pick three to ten people, ideally from one department with repetitive work. Make the tasks concrete, for example:

• turning the week’s sales notes into a weekly report;
• drafting a first client proposal from product material;
• pulling key clauses from several contracts for legal to check.

For each task, record how long it took before, how long it takes with WorkBuddy, and how much the result needs fixing. After two to four weeks, use these records to decide whether to expand and to which departments.

Usage rules

Keep the rules to one page, covering at least:

1. Material limits: what may and may not go to the AI (for example customers’ personal data or unpublished financials).
2. Review duty: who reviews AI output; anything sent outside must be checked by a person.
3. Good practices: tasks and prompts that worked in the pilot, turned into templates the department can reuse.

Rollout and review

Roll out department by department, with one colleague who knows the tool as the contact who collects questions and good practices.

Enterprise gives 2,000 credits per seat a month, shared across the team and refreshed monthly. Admins check usage monthly: if the allowance often runs out, adjust assignments or add seats; reclaim licenses nobody uses and give them to people who need them. These records also support renewal; see renewals, seat changes and expiry.

When to bring in an outside team

The subscription itself excludes deployment and training. Consider an outside team when:

• nobody in-house can own the rollout;
• use cases and task templates need to be worked out for your industry;
• you need private deployment or integration with existing systems;
• several departments need consistent training.

Easy AI focuses on WorkBuddy project delivery, providing industry solutions, AI scenario deployment and supporting digital delivery, with scope and fees agreed per project.

FAQ

How long does a rollout take?

It depends on seats, departments and whether it is privately deployed. A pilot usually runs two to four weeks; the rollout pace follows its results.

What if staff don’t want to use it?

Start with tasks that clearly save time and let pilot members show the results to their department; that works better than a mandate.

What happens to licenses if we don’t expand after the pilot?

Licenses are billed for the ordered term. Confirm the term before the pilot; seat changes follow Tencent Cloud’s order rules and the formal quote.