Essential Energy’s last fleet refresh was completed over four years ago, and with 3,100 staff (office and field) this is an extensive project for their IT team. With many employees working remotely, repeating the previous in‑person, labour‑intensive refresh was not a feasible option.
The Essential Energy team reimagined the fleet refresh process and engaged Rapid Circle to help build a Power Platform product using their existing Microsoft stack and licensing, enabling employees to self‑service device replacement while giving IT full visibility and reporting throughout the process.
Chris Thompson, eTech and Customer Services Manager, Essential Energy
“You’ve been trusted to work at home, and now you’ve been trusted to choose your own device, set it up at a time that’s convenient for you and to return it in a timely manner as well.”
Essential Energy
Energy and utilities
Replacing 2,200 laptops across a largely remote workforce without relying on in‑person, labour‑intensive processes
A Power Platform–based Fleet Refresh App built using existing Microsoft licensing to enable employee self‑service and automated workflows
A streamlined, cost‑effective fleet refresh with improved visibility, user experience and minimal disruption to employee productivity
In 2022 Essential Energy identified the need to start replacing 2,200 laptops across the organisation. Their IT team are highly experienced in fleet refreshes and proactively upgrade devices before end of life to avoid downtime, using an established process.
Previously, IT contractors would arrange appointments with individuals, sometimes in remote locations, which often required travel and accommodation. Alternatively, staff would be required to travel into the office and take time out of their day to have their device wiped and replaced, which many viewed as a disruption to productivity.
Whilst the process worked, it presented several challenges:
To move forward, Chris Thompson and Andrew Barrett (Customer Relationship Manager at Rapid Circle) assembled a joint delivery team designed to complement Essential Energy’s internal capabilities.
“It instantly felt like a good match. The experience and bandwidth we were lacking, Rapid Circle brought in with knowledge of M365, Power Automate and SharePoint Lists, and delivered a solution based on our concept.”
Through close collaboration between Essential Energy and Rapid Circle’s Microsoft specialists, the original iOS idea was shelved in favour of an agnostic solution using SharePoint and Power Automate. This approach worked on any device and utilised existing Microsoft licensing, immediately reducing costs.
As the idea evolved, so did the requirements, informed by staff feedback, user personas and operational constraints, while continuing to leverage technology already in use.
How it works:
Returned devices are collected by a device partner, providing return on investment. Employees can also buy back devices at a fair price, serviced, in good condition and under warranty.
“Agile is a key word I’d use around the engagement. The requirements were evolving, and to Rapid Circle’s credit, they evolved with them. There was a strong project schedule but also flexibility, which is why we ended up with a really great product.”
This round of the fleet refresh has progressed smoothly, with only a small number of employees yet to complete the process. Thanks to up‑to‑date reporting, the IT team knows exactly who they are.
“We haven’t received any negative feedback around the app experience and people found it really easy to use, which was our main focus.”
— Chris Thompson
Key outcomes included:
The solution was designed with future fleet refreshes in mind, including the upcoming replacement of field devices and monitors.
“All the work we’ve done with Rapid Circle has future planning in mind.”
— Chris Thompson
Want to explore how a self‑service, automated fleet refresh solution could work for your organisation? Get in touch to discover what’s possible with your existing Microsoft platform.
To replace 2,200 laptops across a largely remote workforce without relying on in‑person, labour‑intensive processes.
The solution was built using Microsoft Power Platform tools, including SharePoint and Power Automate, and leveraged existing Microsoft licensing.
Employees could self‑select their device, track delivery, follow guided setup steps and pause the process when needed to minimise disruption.
Improved visibility, real‑time reporting, automated reminders and reduced manual coordination.
Yes. The app was designed to remain flexible and support future refresh cycles, including field devices and monitors.
