Rolling Out to Your Team

Once you’ve connected your systems, configured your org chart, and tested your first routine, you’re ready to roll out Windmill to your entire team.

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Pre-rollout checklist

Before inviting your full team, make sure you’ve completed:

• ✅ Connected your chat system (Slack)
• ✅ Connected your HRIS or manually built your org chart
• ✅ Set up and tested at least one routine
• ✅ Invited key managers and admins to the dashboard
• ✅ Added Windy to relevant Slack channels
• ✅ Tested Windy’s interactions with a small group

If you’ve checked all these boxes, you’re ready to roll out.

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Communicating with your team

Send a proactive announcement Don’t let Windy be a surprise. We strongly recommend communicating with your team before sending out your first routine or adding Windy to channels. Your announcement should explain:

• What Windmill is and why you’re using it
• How Windy will interact with them (in Slack threads)
• What routines they can expect (Recaps, Pulse Surveys, etc.)
• How it benefits them (better feedback, more recognition, less status update burden)
• Where to get help if they have questions

Sample announcement:

Hey team! We’re rolling out Windmill, a new tool to help us stay connected and support each other’s growth. You’ll start seeing messages from Windy, our AI assistant, in Slack. Windy will reach out in threads to collect feedback, check in on how you’re doing, and gather updates about your work. Just reply like you would to any colleague. This helps us move away from lengthy performance reviews and toward continuous feedback and recognition. If you have questions, drop them in #ask-hr or reach out to me directly.

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Inviting team members to the dashboard

Dashboard access is only needed for managers, HR, and executives who will view reports or configure settings. Most individual contributors can interact with Windy in Slack without dashboard access. For complete instructions on inviting team members and choosing access levels, see Inviting Team Members.

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Adding Windy to Slack channels

You can control which Slack channels Windy has access to. Most teams opt to have Windy in all public channels—this gives Windy the most context about team collaboration and helps identify the right moments to collect feedback. For detailed instructions on managing Windy’s channel access, see Adding Windy to Channels.

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Training and support

Windmill offers team and manager training sessions to help your organization get the most out of the platform. Available training:

• Team member training (how to interact with Windy, what to expect)
• Manager training (how to use reports, configure routines, interpret insights)
• Admin training (deep dive into settings, integrations, and advanced features)

To schedule training, reach out via your shared Slack channel or email support@gowindmill.com.

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Setting expectations

Help your team understand: How to interact with Windy Windy will reach out in Slack threads. Team members should reply in the thread, just like they would to any colleague. If they miss a message, Windy will follow up with a reminder. For more details, see Talking to Windy. When to expect outreach Depending on your routines, team members might hear from Windy once or twice per week. Continuous Feedback requests happen when colleagues have been working together. Pulse Surveys go out on a regular schedule. How to give unsolicited feedback Team members can always start a conversation with Windy to give feedback or ask questions, even when Windy hasn’t reached out first. Privacy and permissions Windmill only shows information people already have permission to access. Managers see their direct reports’ data, and individual contributors see only their own information. For more details, see Permissions and Access.

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Monitoring the rollout

After rolling out, keep an eye on:

• Windy’s interaction patterns - Are team members responding? Do messages feel appropriately timed?
• Feedback quality - Is the feedback Windy collects useful and actionable?
• Team sentiment - How do people feel about Windy? Are they comfortable interacting with Windy?
• Manager usage - Are managers using the reports and insights?

Make adjustments as needed based on what you observe.

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Getting help

If you or your team have questions:

• All Windmill customers have access to our team via a shared Slack channel
• Email support@gowindmill.com for additional help
• Browse this help center for guides and FAQs

Our SLA is under 24 hours, but we typically respond in under 10 minutes.