> For the complete documentation index, see [llms.txt](https://boza.gitbook.io/docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://boza.gitbook.io/docs/getting-started/go-live-checklist.md).

# Go-Live Checklist

Use this checklist to move from Boza's demo workspace to a reliable live workspace with real users, applications, usage, and cost data.

{% hint style="warning" %}
Going live permanently removes the sample demo data. It keeps your administrator account and adds the identity-provider connection, but the demo workspace cannot be restored.
{% endhint %}

## Before You Start

Have the right people available:

* A Boza workspace **Admin**.
* A Google Workspace or Microsoft Entra ID administrator who can authorize Boza.
* A device-management administrator for your browser-extension pilot.
* A finance or procurement owner for subscriptions, invoices, and renewals.
* A security or privacy contact to review data collection and employee communication.

Decide which identity provider will be your primary source for users and organization data. Review the relevant integration guide before you authorize it:

* [Google Workspace](/docs/integrations/google-workspace.md)
* [Microsoft Entra ID](/docs/integrations/microsoft-entra-id.md)

## 1. Finish Exploring the Demo

Before deleting the sample data:

* Open the [Dashboard](/docs/platform/dashboard.md) and [Analysis](/docs/platform/analysis.md) pages.
* Review an [application detail page](/docs/inventory/applications/app-detail.md).
* Confirm that the team understands the difference between costs, payments, and usage.
* Identify who will own application triage, renewals, access requests, and user lifecycle workflows after launch.

When the team is ready, start the go-live action from the demo workspace and connect your identity provider. See [Exploring the Demo Workspace](/docs/getting-started/demo-workspace.md#going-live).

## 2. Configure the Workspace

In **Settings → General**:

1. Choose the workspace **Language**, **English** or **Français**. It applies to the interface and to every email your employees will receive.
2. Under **Email sending**, connect a Google Workspace or Microsoft 365 mailbox so access-review invitations come from your own domain. Employees who have never heard of Boza are far less likely to ignore them.
3. Confirm that the displayed domains and the **Currency** are correct. Both are read-only; contact **<support@getboza.io>** if they are wrong.
4. Under **Members & Roles**, promote at least one additional trusted existing user to workspace Admin.

See [Settings](/docs/settings-and-security/settings.md), [Roles & Permissions](/docs/settings-and-security/settings/roles-and-permissions.md), and the tutorials [Switch your workspace to French or English](/docs/tutorials/switch-workspace-language.md) and [Send Boza emails from your own mailbox](/docs/tutorials/send-emails-from-your-own-mailbox.md).

{% hint style="warning" %}
Review who can sign in to the platform before go-live. In the current release, Boza AI can query organization-wide workspace data for any authenticated platform user who can open the assistant; application and reviewer assignments do not narrow its results.
{% endhint %}

## 3. Authorize and Connect the Identity Provider

1. Complete the provider-specific authorization in [Whitelist Boza in Your Identity Provider](/docs/getting-started/whitelist-boza.md).
2. Open **Integrations** from the main navigation and connect Google Workspace or Microsoft Entra ID.
3. Wait for the initial synchronization to start.
4. Verify that real users appear on the [Users](/docs/user-management/users.md) page.
5. Check [Organization](/docs/user-management/organization.md) for the imported organization structure.

Do not judge application or usage coverage from the first user import alone. SSO events, browser-extension signals, and direct integrations provide additional discovery data.

## 4. Pilot the Browser Extension

The browser extension discovers web applications that do not appear in identity-provider logs or finance systems.

1. Choose the deployment method in [Deployment Guides](/docs/browser-extension/deployment.md).
2. Start with a small test group that represents the browsers and operating systems you support.
3. Verify installation, sign-in or automatic identification, and application detection on each browser.
4. In **Settings → Browser Extension → Activity Monitoring**, confirm that pilot users appear as installed and active.
5. Expand the deployment only after the pilot succeeds.

Device check-in and policy timing depend on your management platform. Document your pilot group and validation result before broad rollout.

## 5. Prepare Employee Communication

Explain the purpose and privacy boundaries of the extension before broad deployment. Use the [Communication Kit](/docs/communication-kit/communication-kit.md) to describe:

* Why Boza is being introduced.
* Which professional application signals are collected.
* What the extension does not collect.
* Who employees should contact with questions.

For supported collaboration delivery, a Google Workspace organization uses [Slack](/docs/integrations/bot-slack.md), while a Microsoft Entra ID organization uses [Microsoft Teams](/docs/integrations/bot-teams.md). Confirm that the relevant connector and bot are active before testing announcements or workflow messages.

## 6. Connect Cost Sources

Choose the sources that match your finance process:

* Connect [Pennylane](/docs/integrations/pennylane.md) for accounting invoices and payments.
* Connect [Bank Account (Powens)](/docs/integrations/powens.md) for supported bank transactions.
* [Upload invoices](/docs/inventory/subscriptions-and-vendors/upload-invoices.md) that are not covered by an integration.
* Import payment CSV files from [Analysis → Payments](/docs/platform/analysis/payments.md) for remaining gaps.

Review the **Pending** and **Needs Review** queues on the [Subscriptions](/docs/inventory/subscriptions-and-vendors.md) page. Pending subscriptions do not contribute to official cost calculations until an administrator approves them.

## 7. Establish the Application Baseline

On the [Applications](/docs/inventory/applications.md) page:

1. Open [Shadow IT](/docs/inventory/shadow-it.md) and review newly discovered applications.
2. Approve sanctioned applications, mark unsanctioned applications as unapproved, and remove false positives.
3. Assign one application **Super Admin** to every approved application.
4. Add Budget Owners, application Admins, and Access Reviewers where needed.
5. Confirm tracking status, vendor, lifecycle, criticality, and security fields.
6. Add or verify subscriptions, assigned licenses, contract dates, and renewal dates.

Use [Shadow IT](/docs/inventory/shadow-it.md) for the triage workflow and [App Detail Page](/docs/inventory/applications/app-detail.md) for ownership, cost, and compliance fields.

## 8. Configure Notifications

In **Settings → Notifications**:

* Decide whether to enable auto-renewal notifications.
* Decide whether to enable the ownership-assignment digest.
* Confirm that application owners know how tasks and reminders will reach them, in which language, and from which address (**Settings → General**).

Review [Emails and Notifications](/docs/resources/emails-and-notifications.md) for the current notification matrix.

## 9. Validate the Live Workspace

Your workspace is ready for normal use when:

| Check             | Expected Result                                                              |
| ----------------- | ---------------------------------------------------------------------------- |
| Identity provider | Connected; real users and organization data are present                      |
| Browser extension | Pilot devices are installed, identified, and producing expected signals      |
| Applications      | New discoveries have an assigned review owner and an agreed review cadence   |
| Ownership         | Every approved application has a Super Admin                                 |
| Costs             | Approved subscriptions and payment sources cover the initial reporting scope |
| Renewals          | Important contracts have renewal dates and notice periods recorded           |
| Notifications     | Workspace settings match the operating process                               |
| Privacy           | Employee communication and internal review are complete                      |

Use [Metrics and Data Freshness](/docs/resources/metrics-and-data-freshness.md) to interpret early totals and investigate apparent gaps.

## First 30 Days

* Review newly discovered applications weekly.
* Check extension coverage and integration connection status.
* Clear pending subscription and invoice-review queues.
* Reconcile Cost Analysis against Payments.
* Review upcoming renewals at least 30 days before action is required.
* Revisit workspace membership and application ownership after the operating team settles into its roles.

If setup data does not look right, contact **<support@getboza.io>** before making broad changes or reconnecting integrations.


---

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