Choose an account owner and a pilot traveller. You do not need to start with the whole organisation or share an employee’s password with an administrator.
1. Agree ownership and purchasing rules
Name the account owner and a backup administrator. Decide whether an administrator buys packages or employees select them within their limits. Identify who reports changed travel dates and who checks the documents afterwards.
Also decide how you will associate purchases with a trip or project internally. The portal provides orders and exports; it does not promise a separate travel-approval workflow, ERP integration or automatic bookkeeping.
2. Check the exact device with IT
A phone family name is not sufficient. eSIM support can depend on the regional hardware variant, carrier and management policies. Check the ability to add an eSIM, the absence of a network lock and capacity for another profile. Confirm that company policy allows installation.
If the traveller needs to keep their usual number active, check the device’s dual-SIM capabilities. For laptop work, verify hotspot support separately in both the phone and the selected package. A profile for a phone should not be assumed to work in a router, payment terminal or vehicle system.
Check the company VPN, multifactor authentication and essential applications before departure. If a system requires a fixed IP address or a particular connection location, agree a solution with IT; a travel data package alone does not meet that requirement.
3. Agree the company setup
Send the company name, administrator contact and a basic description of your travel needs. Setup includes agreeing billing details, currency and payment arrangements. Identify the purchasing entity correctly; do not submit employees’ identity documents through a general enquiry form.
For prepaid use, confirm funding instructions and allow time for funds to become available before purchases. Deferred payments and discounts need approval. A traveller registering a personal account does not automatically give the company a credit facility.
4. Invite people and check membership
Open Employees, enter the recipient’s email and choose the appropriate role. Give administrator rights to people who actually need to manage the organisation. Each traveller should use their own account rather than a shared team password.
After the invitation is accepted, check active membership and set a monthly limit. This controls purchases, not the speed at which mobile data is consumed. Confirm the participant list and email addresses before selecting recipients for a bulk order.
5. Match the package to the trip
List every country where mobile data is needed, including useful stopovers. Read a regional package’s actual coverage list, validity period and activation trigger. Installing a profile and starting its validity may be different events, so the selected product’s instructions take precedence over a generic rule.
Include background traffic in your planning: laptop updates, photo synchronisation and cloud backups. Move large downloads to an appropriate trusted connection where company policy allows it. Leave a margin for changed plans rather than relying on a single precise usage estimate.
6. Give the traveller a short installation plan
After fulfilment, the traveller opens their own eSIM and reads the instructions. Downloading the profile requires a working internet connection. Where the package allows advance installation, prepare it before departure; successful installation does not prove coverage at a destination abroad.
Label the phone lines clearly, for example Company number and Travel data. Select the intended data line and review automatic data switching. Set roaming on the travel eSIM according to its instructions, and follow the usual operator’s terms for the original line. Do not delete a profile as the first troubleshooting step; reinstallation may not be possible.
7. Review the pilot and keep the checklist
On arrival, confirm a working connection, access to essential applications and hotspot operation if required. For a support request, collect the device model, country, eSIM status and error message. Do not publish QR codes, passwords or one-time login codes.
After the trip, find the purchase in Expenses, download the records you need and decide what to improve for the next journey. If an employee leaves, handle membership access and any active services separately under your company’s process.
Your rollout checklist
This checklist is not stored on the server. Download your copy before closing the page.
Questions before you decide
Can we start without buying for everyone?
You can plan a pilot with a small number of travellers. Agree the practical setup and commercial terms with the ROAMLINX team.
Does the administrator install each employee’s eSIM?
The employee has access to their own installation information and installs the profile on the intended device. IT assistance depends on your company’s device-management policy.
Can we verify foreign coverage from our office?
Installing a profile before departure does not demonstrate network availability in another country. Connectivity needs to be checked in a location covered by the package.
Is the checklist stored on your server?
No. It is a preparation tool for the current browser session. Print it or download a text copy; it does not send employee names or trip information.