IT Device Provisioning Pipeline Template
Ship Ready-to-Work Devices Without Misses
Instaboard’s IT Device Provisioning Pipeline turns scattered tickets and spreadsheets into one live command center so requests stop waiting days for approvals. Intake cards capture every requester detail, approvals sit in the next column, and the micro-templates keep imaging, security, shipping, and recovery auditable. Labels surface rush starts, remote hires, loaner needs, and security exceptions so the team can triage instantly. With demo cards that show what "done" looks like, every handoff stays visible—from zero-touch enrollment through recovery and refresh.
- Move cards left-to-right so every provisioning handoff stays visible
- Duplicate micro-templates to log imaging, security, and shipping details fast
- Tag rush starts, remote hires, and exceptions for quick triage
- Attach approvals and shipping receipts so audits stay painless
Log the request in Start-Here
Head to the Get Started section and duplicate the 'Device Request —' card under Start-Here. Fill requester details, target start date, location, and hardware needs before assigning the provisioning owner. Tag the card Remote hire, Rush start, Loaner needed, or Security exception so downstream columns see the context immediately. Drop it into the Request Intake list and add a due date to lock the timeline.
Secure approvals before imaging
Move the card into Provision Approvals and open the 'Provisioning Plan —' card to capture the inventory SKU, approval references, and security owner. Attach the signed approval PDF or workflow link so finance and imaging see the green light without leaving the board. If access packages or elevated permissions are required, note them and tag Security exception for visibility. Update the due date so imaging stays on schedule and every stakeholder can track readiness in one view.
Image and harden the device
Shift the card into Image & Secure Device and duplicate the 'Security Baseline —' micro-template. Record the image version, MDM profile, encryption verification, and endpoint protections as you run through the build. Attach the imaging log or MDM console link for traceability, then check off the hardening task card once the sweep is complete. Keep tags current—add Zero-touch when enrollment is automated and remove Rush start when the build is ready.
Ship and confirm delivery
Drop the card into Ship & Confirm Receipt and complete the 'Shipment Checklist —' card with courier, tracking number, accessory pack, and return label details. Attach the shipping receipt or tracking link so stakeholders can self-serve updates right from the board. Use the confirmation task card to note the welcome email, asset receipt form, and loaner agreement signatures, keeping proof for legal and finance on the same card that ships. Tag Executive or Loaner needed if you are expediting or sending temporary hardware.
Monitor live use and prep recovery
Move into Activate & Monitor and log the day-one check-in plus monitoring setup details. Attach the support ticket or dashboard screenshot to prove everything is healthy. When the device heads toward return, shift the card into Recovery & Refresh and duplicate the 'Recovery Log —' card to record pickup dates, wipe method, and redeploy status. Close the loop by updating tags and due dates so your asset ledger always matches reality.
What’s inside
Start-Here command center
Guided instructions sit beside the template cards so every request begins the same way with owner assignment, tags, and due dates.
Provisioning pipeline
Six aligned lists walk work from Request Intake to Recovery & Refresh, making stalled approvals or imaging bottlenecks obvious before deadlines slip.
Micro-templates for every step
Drag reusable cards for device requests, provisioning plans, security baselines, shipment checklists, and recovery logs.
Demo cards with proof
Sample entries include approvals, due dates, tags, and file attachments like imaging logs and signed receipts to show what good looks like.
Lifecycle safeguards
Recovery & Refresh keeps returns, wipes, and redeploy prep visible so loaner pools and refresh cycles stay under control.
Why this works
- Keeps every provisioning milestone in one aligned pipeline
- Surfaces rush starts, remote hires, and exceptions before they cause delays
- Captures audit trails with due dates, approvals, and file attachments
- Links shipping, activation, and recovery so hardware never disappears
FAQ
Does this board support zero-touch enrollment?
Yes. Tag cards Zero-touch, record the MDM profile in the Security Baseline card, and link to the device record so anyone can confirm automatic enrollment.
Can I track Windows and macOS devices together?
Absolutely. Use labels or card titles to note the OS, swap in the right imaging checklist, and attach whichever logs your tooling produces.
How does the team collaborate in real time?
Instaboard cards support live editing, so approvals, imaging notes, and shipping updates can be captured simultaneously without overwriting teammates.
What about managing loaner hardware?
The Recovery & Refresh list and 'Recovery Log —' template track loaner agreements, wipe steps, and redeploy readiness so loaner pools stay accurate.