Equipped Documentation

Getting started

Here at Equipped, we make the on and offboarding of your team's technology easier. We create custom workflows that streamline your team's technology purchasing, financing, delivery, and management. Once your team is equipped, we make it easy for you to have the software and IT services you need. Whether you are overnighting a MacBook to a new hire or need help with SOC 2 compliance, Equipped fills in these gaps.

Here is how our customer onboarding works:

• Meet with us for a short video or Zoom call to explain the ordering process and gather the standard devices/accessories/software/services your team needs.
• We email your team two custom Airtable links: One for device and accessory ordering, and the other for device collection.
• If your company uses Slack, you can connect via a Slack channel so your team can get real-time answers to any questions or ask about any order updates
• You're live! Now you can order/collect devices at any time and have real-time access to our team through Slack.

For more information on how our different products work. See the links below.

Onboarding

• Whenever a new hire is ready to onboard, have the requesting manager go to your company's custom Airtable order form and fill out the fields
• What we need from you:
  • New hire name, phone number, personal email, and address(for tracking purposes)
  • Onboarding manager contact information(for tracking purposes)
  • Start date or deliver-by date
  • Select the MacBook and any accessories(Monitor, trackpad, mouse, etc). Others charge you for this, but all our prices are MSRP!
  • Add any notes and our team can follow up via the Slack channel
• An Equipped team member will begin the order process and send an email with any tracking numbers and updates
• Slack us for any changes or updates.
• We invoice you the total at the end of the month

Offboarding

• Whenever an employee is ready to offboard, have the requesting manager go to your company's custom Airtable collection form and fill out the fields.
• What we need from you:
  • Employee name, phone number, personal email, and address(for tracking purposes)
  • Requesting manager contact information(for tracking purposes)
  • End date or collect-by date
  • Add any notes and our team can follow up via the Slack channel
• An equipped team member will send a box with this doc on how to wipe and return it with instructions on what the employee needs to do before sending the device to us.
• An Equipped team member will track and send email tracking updates to requesting manager
• Once collected, we clean and ensure the device is wiped
• Your team has the option to assess the device and decide to sell it based on Apple's trade-in prices or store/redeploy it to another employee.
• We invoice you the total at the end of the month. $75/device to collect, clean and redeploy.

Purchasing a device

• We are an Apple Authorized Reseller. And while others will charge extra, we offer all new devices at Apple suggested pricing (MSRP!).
• When building your company's order form we will create a shortlist of devices based on the needs of different teams. This customization includes the type of MacBook and accessories such as a monitor, mouse, etc.
• When selecting a MacBook you can add any customizations(i.e. Memory, Color, keyboard language, etc) Note some customizations are based on warehouse availability and can affect the deliver-by date and price.
• If you wish to enroll your devices in ABM for your organization, please share the DEP enrollment ID with an Equipped Team member before ordering.
• We offer overnight delivery but request that at least a 3 days notice is given for all orders.
• All devices will be invoiced at the end of the month through Stripe, we accept ACH and credit cards.

Leasing a device

• We currently work with an external leasing partner for all MacBook leases. The start of the process includes a credit check that does not impact your business credit score.
• Credit checks take 1-2 business days based on the information provided.
• We prefer to work with businesses with established credit and have been in business for at least 5 years.
• If you are a newer business with a thin file or no file credit, we require:
  • At least 3 months of company bank statements reflecting a healthy bank balance
  • Company EIN
  • Contact information: Cell Phone, Work phone, email
  • Official Company Address
  • Any additional documents reflecting healthy financials. The more the better!
    • If for any reason the customer cannot provide this information, we sometimes do a special case of Personal Guarantor. Which is the same process above but for personal financials. Set a meeting with our team to discuss more.
• Monthly rates are based on our partners' leasing factor(Monthly payment multiplier) that can change month-to-month
• Fill out a device order form for all the devices and select Lease as your payment option(Note: all lease orders include Apple Care+ for insurance)
• To collect a payment, our partner will securely collect a voided company check from you
• After the leasing document has been generated and signed, a physical call must be made for two-factor authentication. Please be available to answer a call on the day of signature.
• Once the Bank pays us and confirms via phone call, we will initiate the order the same as the purchase process.
• After this, expect the same process for onboarding and ordering a device
  • This process can take anywhere from 3-5 business days based on the size of the order.

Upgrades and Trade-Ins

• Whenever an employee is ready to upgrade, have the requesting manager go to fill out the fields on your device collection and new device order form.
• What we need from you:
  • Employee name, phone number, personal email, and address(for tracking purposes)
  • Requesting manager contact information(for tracking purposes)
  • End date or collect-by date
  • Add any notes and our team can follow up via the Slack channel
• An equipped team member will send a box with this doc on how to wipe and return it with instructions on what the employee needs to do before sending the device to us.
• An Equipped team member will track and send email tracking updates to requesting manager and employee.
• At the same time, An Equipped team member will begin the order process and send an email with any tracking numbers and updates
• Once the old device is collected, we clean and ensure the device is wiped
• Your team has the option to assess the device and decide to sell it based on Apple's trade-in prices or store/redeploy it to another employee.
• We invoice you the total at the end of the month via Stripe. $75/device to collect, clean and redeploy.

TechOps

• Setup a meeting with an Equipped Team Member, on this call we want to understand what SaaS subscriptions you have and what level of TechOps Support service you need
• If we purchase any of your SaaS software through us, we will include it in your one monthly bill and can help admin those tools on your behalf
• We will then send an agreement and proposal for a per-user per-month subscription
• Once this is signed you will have access to
  • All-day Slack access to our tech ops team to help you with anything tech or SaaS subscription related
  • Virus/Spyware Subscription, Install, Maintenance & removal
  • Curated and Managed Software Updates
  • Device Management Dashboard (coming soon)
  • Proactive system maintenance
  • Remote Device Wipe
  • MDM Ready - Addigy, Jumpcloud, Jamf, etc
  • Compliance Ready Devices
• We invoice you the total based on the number of users at the end of the month via Stripe.

Compliance

A key part of ensuring security for your company and customer data is following established protocols such as ISO 27001, SOC 2, and HIPPA. Our goal is to make this process as affordable and streamlined as the process through our specialist partners.

• To initiate a compliance consultation, set a time with an Equipped team member to understand what level of service and what type of certification you have an interest in.
• We can help at any stage of the journey and also can assist with maintaining the certification
• We are a Vanta reseller and can help implement and offer the software as part of our TechOps service.
• All levels of compliance services require purchasing the TechOps package.
• TechOps includes Compliance Ready Devices which are a series of security parameters on all of your company's devices.
• VanRein Compliance is our partner for consulting services. Introductions will be made based on your needs. They help walk through all steps of your certification from parameters to document building. They also offer a wide range of training to keep your team up to date on all things Security.
• Once we have scoped out your level of service, then we will then send an agreement and proposal for a per-user per-month subscription
• We invoice you the total based on the number of users at the end of the month via Stripe.

Billing

• you will receive a monthly invoice
• we use Stripe as a billing partner
• you can pay by credit card or bank transfer.