Implementation Services

We don't hand you a login
and wish you luck.

Every YBNW One customer gets structured onboarding with a dedicated implementation team. We configure your workspace, migrate your data, train your people, and stay available long after go-live.

2–6weeks to go-live
6implementation phases
1dedicated success manager
12mopost-launch support

Why implementations fail

Most platforms go live late, over budget, and under-used.

These are the four failure modes we have engineered out of our process.

⏳

Months of professional services

Enterprise SaaS vendors charge £50k–£200k for "implementation consultants" who spend months configuring a system that should have been ready to use. YBNW One ships pre-configured for standard use cases. Your team customises the rest.

Low adoption after launch

Systems that aren't trained properly don't get used properly. Staff revert to spreadsheets. Investment is wasted. Our training programme covers every role group with tailored sessions so adoption sticks from week one.

Data migration chaos

Moving from legacy systems means messy data. We provide import templates, validation scripts, and a structured migration review before anything touches your live workspace. No surprise corrupted records on go-live day.

No support after handover

Many vendors disappear after go-live. Your success manager remains assigned for 12 months post-launch with regular check-ins, module expansion reviews, and escalation paths to engineering for any platform issues.

The Implementation Journey

Six phases. Every customer.

The same rigorous process applies whether you are a 20-person consultancy or a 500-person enterprise. Scope and depth adjust; the structure does not.

Phase 01

Discovery & Scoping

Structured discovery sessions map current processes, identify pain points, and define go-live scope. Output: a written Implementation Plan confirming which modules go live in Phase 1, data migration requirements, integration needs, role definitions, and week-by-week delivery schedule.

Duration: 3–5 days  |  Deliverable: Signed Implementation Plan

Phase 02

Workspace Configuration

Your consultant configures departments, cost centres, chart of accounts, project categories, approval thresholds, role assignments, and module enablement. All configuration follows the Implementation Plan exactly. You review and approve before data migration begins.

Duration: 3–7 days  |  Deliverable: Configured UAT environment

Phase 03

Data Migration

Migration templates provided for: employees, contacts, invoices, projects, assets, chart of accounts, vendor records, and open transactions. Your team populates the templates; we validate against schema and business rules before importing. Final migration runs during a confirmed cutover window.

Duration: 2–10 days  |  Deliverable: Validated data in live workspace

Phase 04

Training Programme

Role-segmented training sessions delivered live (video call or on-site) using your actual workspace data. Role groups: Administrators, Managers, Finance, HR, Operational Users, and Executive Dashboard. Every session recorded for future onboarding use.

Duration: 1–3 days  |  Deliverable: Training completion records

Phase 05

Go-Live & Hypercare

Go-live day: your success manager is online. Any configuration issues, user questions, or data discrepancies get same-day resolution. First 30 days: elevated support response SLA (4-hour response), daily check-in availability, and priority engineering access.

Duration: 30-day hypercare  |  Deliverable: Stable live workspace, all users active

Phase 06

Optimisation & Expansion

Monthly success reviews for 12 months. We analyse adoption metrics, identify underused modules, run supplementary training, and plan module expansion. Quarterly business reviews assess platform ROI and roadmap priorities. Module expansions use the same phased process.

Duration: Ongoing  |  Deliverable: Monthly usage report, quarterly QBR

Service Packages

Choose your implementation depth.

All packages follow the same six phases. The difference is scope, speed, and level of hands-on support.

Guided

Included with all plans

For teams comfortable with technology who want structured guidance without full-service delivery.

  • Discovery call and Implementation Plan
  • Workspace configuration walkthrough
  • Data migration templates + validation review
  • 2 training sessions (Admin + General Users)
  • Go-live day async support
  • 30-day hypercare (email)
  • 12-month success manager access

Timeline: 2–3 weeks

Most popular

Managed

Contact us for pricing

Full-service implementation where our team does the heavy lifting. You review and approve at each stage.

  • Everything in Guided
  • Full workspace configuration by YBNW consultant
  • Data migration managed end-to-end
  • 4 role-specific training sessions
  • Go-live day live video support
  • 30-day hypercare (4-hour response SLA)
  • Custom approval workflow build
  • Integration scoping and setup

Timeline: 3–5 weeks

Enterprise

Contact us for pricing

Multi-site, multi-department rollouts with dedicated project management and change management support.

  • Everything in Managed
  • Dedicated project manager throughout
  • Multi-site configuration and rollout
  • Full change management programme
  • Custom reporting and dashboard build
  • API / system integration development
  • On-site training available
  • Quarterly executive business reviews

Timeline: 4–10 weeks

Data Migration

What we migrate and how.

People & HR

Employee records (personal details, start date, contract type, department, manager, salary, bank details). Leave entitlement balances. Org structure. Emergency contacts. Right-to-work documents. All PII fields encrypted at import. Historical payslips importable as PDFs.

Finance Records

Chart of accounts, opening balances, outstanding invoices (AR), outstanding vendor bills (AP), fixed asset register with accumulated depreciation, budget allocations. Historical invoice data importable for reporting continuity (last 12–24 months recommended).

Projects & Tasks

Active projects with status, budget, team assignments, and milestones. Open tasks and task history. Kanban board structure and in-flight sprints. Project documents migrated to DMS. Closed projects imported as read-only historical records.

CRM Data

Contact list from existing CRM or spreadsheet. Active opportunities with stage and value. Customer account history. Support ticket backlog. All contacts validated for duplicates. Historical notes migrated as timestamped activity entries.

Vendors & Procurement

Vendor master file (name, address, payment terms, bank details, tax reg). Open purchase orders. Active contracts with expiry dates. Spend history for top vendors. Supplier compliance certification status.

Documents

Existing documents migrated to appropriate DMS cabinets: HR, Finance, Legal, Operations, Projects, Governance, IT, Policies. Metadata captured during import. Supported formats: PDF, Word, Excel, PowerPoint, images.

Ready to get started?

Talk to us about your implementation.

We scope your implementation, estimate a timeline, and answer every question before you sign anything.

Book a Discovery Call View Pricing