Rippling

Overview

Rippling provides a system that automates laptop shipping and retrieval by directly connecting these logistical processes to events within its core Human Resources (HR) and payroll platform. This functionality is a key component of its 'Rippling IT' offering, specifically requiring the 'Device Management' and 'Inventory Management' modules. The automation is driven by the platform's unified architecture, where the employee record in the HRIS serves as the single source of truth. This means that employee lifecycle events, such as hiring and termination, which are managed in the HR and payroll system, act as direct triggers for physical hardware management workflows.

Key Features

During the onboarding process, when a new employee is added to the Rippling HRIS and enrolled in payroll, their information, including their shipping address, becomes available to the IT modules. An administrator can then, often with a single click, initiate the shipping of a pre-configured laptop. Rippling acts as an authorized reseller for Apple and Windows devices, allowing companies to procure hardware directly through the platform. The system facilitates a 'zero-touch deployment' experience by pre-enrolling the device in a Mobile Device Management (MDM) solution and pre-installing all necessary software, security settings, and access permissions based on the new hire's role and department. The device is then shipped from one of Rippling's secure global warehouses to arrive at the employee's home, ready for immediate use.

Technical Specifications

Once a device is returned to a Rippling warehouse, it undergoes a comprehensive processing procedure. This includes a 10-point inspection to assess its condition, physical cleaning, and professional, secure data wiping to restore it to factory settings. This wiping process is compliant with industry standards such as NIST SP 800-88, ISO, and Adisa, and companies can receive a 'Certificate of Destruction' (CoD) as proof of secure data erasure. After processing, the device is added to the company's 'cloud IT closet'—a virtual inventory of ready-to-use hardware. This allows the company to efficiently redeploy the device to a future new hire, optimizing hardware utilization and reducing procurement costs. For hardware that is at the end of its life, Rippling also offers a device buyback program.

How It Works

Conversely, the retrieval process is automated by offboarding events. When an employee is terminated in the Rippling payroll system, it triggers an automated device retrieval workflow. The system sends a padded 'retrieval box' and a prepaid shipping label directly to the departing employee's address on file, simplifying the return process for both the employee and the company. The Rippling dashboard provides administrators with real-time visibility into the status of the return, tracking the device from shipment to receipt at the warehouse. For added control, custom workflows can be created using Rippling's 'Workflow Studio' to send automated alerts, for instance, notifying an IT manager if a return has not been initiated within a certain timeframe after an employee's last day.

Use Cases

This service is designed for global workforces, with secure warehousing available in the United States and over 26 other countries. The platform is built to handle the complexities of international shipping and customs.

Limitations and Requirements

However, it is important to note that this functionality is not part of the base Rippling platform; it is a modular add-on that requires subscriptions to the specific IT management products.

Comparison to Alternatives

Summary

In conclusion, Rippling effectively automates hardware logistics by using its payroll and HR system as the command center, turning employee status changes into triggers for the shipping, retrieval, and management of physical IT assets.