How to run a smooth HRIS rollout: Change management tips from the field

Rolling out a new HRIS is about more than migrating data or configuring workflows. It’s a company-wide change that affects how teams work every day. The best implementations don’t just go live; they build trust, reduce friction, and deliver long-term value.

At Remote, we’ve helped hundreds of companies launch HRIS successfully. Here are our most actionable, people-first lessons to help your team do the same.

Before you launch your new HRIS

Before jumping into planning or configuration, take time to document your current state. Understanding what exists today will help you avoid surprises and map cleanly to your new system.

Start by gathering:

• A list of all current HR systems and spreadsheets
• Your onboarding and offboarding process
• Time off policies and how they’re managed
• Expense workflows and approval steps
• Payroll calendar, cycles, and dependencies
• Compliance or regional requirements
• Roles and responsibilities across HR, Finance, and IT
  
  

This doesn’t have to be perfect; it just needs to be honest. Capturing what’s working, what’s manual, and what’s painful gives you a baseline for better design later.

8 steps for a successful HRIS rollout

Once you’ve assessed your current HR tools, workflows, and pain points, you’re ready to move forward. These eight proven steps will help you roll out your new HRIS with clarity, confidence, and company-wide alignment.

1. Build your HRIS rollout plan

Start with structure. Before making any technical changes, build a clear, top-down plan that outlines what needs to happen, in what order, and who is involved at each step.

Here’s a sample timeline to guide your planning:

• Week 1: Project kickoff, internal announcement, DRI assignment, and org structure setup (departments, roles, permissions)
• Week 2: Policy and workflow planning (leave types, expense flows, approvals), custom fields, document templates, and employee profile configuration
• Week 3: Employee data prep and import (cleaning, formatting, testing uploads)
• Week 4: Admin and manager training
• Week 5: Soft launch with pilot teams
• Week 6: Go-live company-wide, with reinforcement, monitoring, and feedback collection|
  
  

This 6-week cadence supports an efficient rollout while still allowing space for proper setup, engagement, and feedback. Adjust based on company size or complexity, but try to maintain this sequence.

2. Communicate the change

Before configuring the platform, align your organization around the purpose of the rollout. Use messaging that builds trust and prepares each stakeholder for their role.

Create a short, visual explainer of what’s changing and why. Present it during your company all-hands, department meetings, and in Slack. Tailor your message according to your audience: 

• Executives want alignment, ROI, and visibility
• Managers want clarity and less admin
• Employees want ease, transparency, and self-serve access
  
  

Lay out what to expect at each stage. Share early timelines, roles, and when actions will be required.

Here’s an example of an HRIS kickoff email you might send:

Subject: Coming soon: A new way to manage your time off, expenses, and personal info

Hi everyone,

We’re excited to let you know that we’ll soon be rolling out a new HR system (HRIS) that will make it easier to manage your day-to-day needs, such as requesting time off, submitting expenses, and updating personal information.

Why we’re making this change:

- Our current tools are fragmented, creating inefficiencies and manual work.
- We want to give everyone a single, secure place to manage HR tasks.
- Managers will be able to approve requests faster, while HR and Finance teams will spend less time on repetitive admin.

What to expect:

- The rollout will take place over the next few weeks.
- You’ll receive access to the new platform and a short onboarding checklist.
- We’ll support you with trainings, guides, and regular updates to make the transition smooth.

We’ll be sharing more updates as we get closer to launch. If you have any questions in the meantime, feel free to reach out to the People team or your manager.

3. Assign DRIs and activate champions 

Without clear ownership, even the best rollouts lose momentum. Assign DRIs (Directly Responsible Individuals) to each workstream. These are the people accountable for making decisions and executing their part of the project.

Recommended DRIs include:

• HR/People Operations – leads project and owns system setup
• IT – handles access, SSO, MFA, and integrations
• Finance – ensures approval chains, expense types, and cost centers align
• Legal/Compliance – reviews document templates and policies
• Payroll – coordinates data requirements and pay-cycle alignment
• Regional HR Leads or HRBPs – provide local insights and change support
• Internal Comms – supports messaging cadence and tone
• Executive sponsor – removes blockers and reinforces change at the top
  
  

• Join early training and platform testing
• Share feedback during setup
• Help answer peer questions
• Normalize change by modeling use of the new system
  
  

Meet weekly as a rollout squad. Keep responsibilities visible. Use a shared doc to track updates, blockers, and decisions.

4. Build a tactical communications plan

After the initial announcement, continue guiding users through each step with clear, consistent messaging.

Here's what to include in your HRIS rollout announcements:

• Training invites: Send calendar holds with links to live or recorded sessions
• Pre-launch reminders: Tell users when onboarding checklists or profile updates will be expected
• Go-live announcement: Provide log-in instructions, support contacts, and a reminder of what they can now do
• Slack/email tips: Weekly nudges and tips like "Submit your time off in 3 clicks"
• Manager toolkits: Share talking points and slides to reinforce key changes
• Living help hub: Centralize documentation, FAQs, and quick videos
  
  

Communicate often, not just loudly. Repeating messages in different formats helps them stick.

5. Break training into clear, role-based steps

Generic training slows adoption. Tailor your sessions by audience.

Admin training should cover:

• How to invite and onboard employees
• How to configure org structure, workflows, and permissions
• How to manage documents, fields, and approval chains
• How to troubleshoot employee issues
• How to access and use reporting tools
  
  

Manager training should cover:

• How to view and manage their team’s profiles
• How to approve time off and expenses
• How to complete onboarding tasks and assign roles
• How to access historical records
  
  

Employee training should cover:

• How to complete their onboarding checklist
• How to request time off and view balances
• How to submit expenses and upload documents
• How to update their personal info
• How to use the mobile app
  
  

Offer bite-sized live sessions, record on-demand walkthroughs, and publish clear, task-specific written guides. Use screenshots to bring each process to life, and keep every resource focused on one specific action to avoid overwhelming your team.

6. Run a soft launch and gather real feedback

Before launching your HRIS company-wide, run a pilot with 1–3 representative teams.

Ask them to:

• Log in
• Complete core tasks (onboarding, time off, expense)
• Share what’s confusing or missing
  
  

Use their feedback to fine-tune your setup, UX, and communications. Pilot users often become your strongest advocates. Involve them early and position them as launch champions to help drive broader adoption.

7. Celebrate go-live and reinforce adoption

Make your launch feel like a company moment. Acknowledge the work that went into it, and encourage everyone to jump in.

Go-live celebration ideas:

• Company-wide launch message from a senior leader
• Virtual or in-person launch party
• Slack celebration with gifs, links, and emojis
• Quick scavenger hunt or quiz (“What’s the new leave policy called?”)
• Give thanks to champions and rollout team members
  
  

Post-launch reinforcement tactics:

• Weekly Slack/email tips: “How to update your emergency contact”
• Manager check-ins during 1:1s: “Have you logged into Remote yet?”
• Live office hours: 30-minute drop-ins for questions
• Team usage callouts: “Marketing hit 100% onboarding!”
• Share success stories: “I submitted my expenses in under 1 minute”
  
  

Make the launch visible, then keep the system visible.

8. Make change stick with continuous reinforcement

Go-live isn’t the end. It’s the beginning of a new workflow.

Keep feedback loops active with these tactics:

• Review support requests and common questions
• Update help docs and training as new patterns emerge
• Run quarterly system reviews with HR and IT
• Collect feedback via manager check-ins or quick pulse surveys
  
  

Reinforcement isn’t just communication, it’s iteration. Build continuous improvements into your people ops cadence.

What great HRIS change looks like

Rolling out a new HRIS isn’t just about software. It’s about giving every team more clarity, control, and confidence. Remote HRIS supports positive change with flexible workflows, native payroll integration, and a platform your teams will enjoy to use.

A successful HRIS rollout brings people together, reduces friction across teams, and builds a culture of clarity and confidence. By starting with communication, empowering champions, and reinforcing change over time, you can set your team up for long-term success.

Exploring or implementing Remote HRIS?

Whether you're exploring Remote HRIS for the first time or already rolling it out, we’re here to help you succeed.

Remote HRIS brings your HR, payroll, and compliance into one simple platform. It supports everything from onboarding and time tracking to expenses and reporting designed for modern, global teams.

Want expert help with setup, adoption, or evaluating if it's the right fit? See Remote HRIS in action or talk to an expert for tailored advice.