We’ve experienced a great start to implementation if your team has an understanding of the “why” when implementing new software. Most enterprise roll outs start with an email from leadership to the rest of the company, before we get started with kick off meetings and training sessions. We have provided two email templates. One introducing Clearstory and a second providing your expectations of the roll out. [see email templates here]

Write down exactly why you’re adopting the tool (e.g., “reduce COR turnaround from 10 days to 3 days”).
Define how you’ll measure success and the expected timelines of onboarding.
List the scope:
- Which projects / division will use the tool?
- Which features are in or out?
Provide Expectations:
- Is Clearstory a mandatory tool?
  - We’ve noticed users will adapt quicker if made required. If set as an optional software, users will continue with what they are used to using.
  - If all employees are not using the same tool, management loses the visibility into all projects. *not only management * system of record
  - If employees are on vacation or leave, admins and account owners have the ability to step in and re-assign projects if necessary.
- Will is be used on all active projects or start on projects moving forward?
Include Clearstory preview:
- Short document: Clearstory for Specialty Contractors
- Video: Clearstory for Specialty Contractors

2. Build a Roll-Out Team With Named Champions

Everyone in the construction industry is busy. We recommend building a team to help keep the onboarding process moving forward. Constant reinforcement by the DM and Champions - during calls and between them, is the single biggest predictor of adoption success.

Decision-Maker (DM) – Senior PM or Ops lead who owns the vision, enforces usage, and removes roadblocks.
Champion(s) – Day-to-day shepherd(s) who follow up on action items, answer questions, share quick wins, and keep the team energized. Plan on one or two champions per region or large project.
IT Liaison – Handles SSO, integrations, device/app installs, and license questions.

3. Communicate the Change—Early & Often

Clearstory Introduction: Have leadership or a champion send an announcement that explains the “why,” the who, and the next steps. Include a one-pager or short video.

Expectations: After the introduction and kick off meeting. Provide an email explaining the why, who, expectations, and deadlines.

Data Review & Check In: Review data often to determine the rate of adoption. Set the president that there will be check ins and monitoring usage.

4. Knock Out IT & Data Prerequisites Early

Handle these items before the first training session:

Single sign-on, mobile-app permissions, and any email-security exceptions.
ERP/Procore integrations or other system links.

5. Set Meeting & Training Expectations

Below is our typical implementation training plan for enterprise accounts. We will schedule the sessions during the planning phase and get them on calendars immediately.

Planning Call (1 hour)
Kick off (1 hour)
Admin + PM Training (1 hour) - Per office
Field Training (30 min) - Per Office
Executive Review (30 min)
Weekly Office Hours (1 hour)

6. Launch and Review

Set check-in cadences to review:

Adoption metrics (e.g., percentage of active projects using the tool, number of CORs and tags entered).
Data quality (complete fields, timely signatures, photos).
User feedback

Plan a 30- or 60-day implementation review to validate usage and adjust.

7. Email Examples

Email Template 1: Intro Clearstory

We are pleased to announce the upcoming implementation of Clearstory, a cloud-based solution designed to enhance operational efficiency and optimize revenue capture, particularly for out-of-contract work. Clearstory also facilitates real-time communication of revenue data and accelerates cash flow on Time and Material (T&M) projects. Clearstory has proven to be a game-changer for various organizations, and we believe it will significantly enhance the capabilities of [Insert Company Name] offices.

To ensure a successful rollout, we will designate a Champion in each office to lead adoption efforts and drive engagement. Your involvement will be instrumental to the success of this initiative.

A kickoff meeting is scheduled for [insert date], during which we will provide a product demonstration, outline key implementation details, and address any questions. Your attendance and input will be greatly valued.

Ahead of the session, please review the following resources:

Short document: Clearstory for Specialty Contractors
Video: Clearstory for Specialty Contractors

Thank you in advance for your support and collaboration as we work to improve our processes and drive greater efficiency across the organization.

Email Template 2: Expectations

We are excited to announce that our company is officially implementing Clearstory, a powerful construction change order management platform that will significantly improve our field-to-office collaboration, visibility, and control over change order processes.

To ensure a smooth transition, we have outlined the following important dates:

Milestones	Deadline Date
Kick Off Session
Upload Current Projects & Logs
All Trainings Completed By
Go Live Date

Expectations:

All projects are to be uploaded into Clearstory by: [Insert date]
Moving forward all new projects will be entered into Clearstory
This software is mandatory across [Insert company name]

Please watch for calendar invites. The training sessions are listed below:

Planning Call (1 hour)
Kick off (1 hour)
Admin + PM Training (1 hour) - Per office
Field Training (30 min) - Per Office
Executive Review (30 min)
Weekly Office Hours (1 hour) - all offices together

This is a major step toward streamlining our operations, and your participation and feedback will be invaluable during this rollout. Thank you in advance for your support and engagement.

Thank you,