The scenario is familiar to anyone who has run IT for a growing company. A contract is signed, a new office opens, or a project is approved, and a hundred people need laptops on a start date that was agreed without asking IT. Two weeks is the usual window. It is enough time if the work is sequenced properly and not enough if it isn't.
This is the checklist we run with teams doing exactly this through bulk laptop rental. It is written for the person who owns the deployment, whether that is an IT manager, an operations lead or a founder who has ended up holding it. The two weeks are counted backwards from the day people sit down.
Week −2: headcount, roles, budget
Everything downstream depends on three numbers agreed in the first two days: how many people, doing what, for how long.
Headcount. Count the seats, not the people. Include planned hires who start inside the term, contractors who need a company machine, and a small buffer for the seat nobody remembered. A fleet of ninety-two on the plan is a fleet of a hundred on the order.
Roles to configurations. Group the seats by what the work needs rather than by department. Browser, email and office applications are the entry tier; engineering, analysis and heavy spreadsheets are the mainstream tier; design, data and video are the premium tier. For most hundred-seat deployments the split is heavily weighted to the entry tier, which is where the per-unit price starts at ₹1,200/month + GST. The laptop rental price guide lists the entry point of each brand family so the tiers can be priced before the quote arrives, and the Latitude vs EliteBook vs ThinkPad comparison maps roles to families if the brand is still open.
Budget and term. Decide the term now. A twelve-month term and a four-month project term are different quotes for the same machine, and the term also shapes what happens at the end. Put the monthly total in front of whoever signs off before the quote is requested, so that the quote confirms a number rather than starting a debate.
By the end of week −2 you should have sent the enquiry: seats per tier, term, city, start date. The written quote comes back within 30 minutes during business hours, and the deposit, delivery date, replacement handling and accessories for your fleet are confirmed on the call that follows.
Week −1: imaging, asset tags, accessories, delivery windows
With the quote accepted, the second week is about the machines arriving in a usable state on the right day.
Imaging and device management. Decide whether your IT team images the laptops on arrival or enrols them in a device-management platform on first boot. Both work; the first needs a day of IT time per batch, the second needs the enrolment configured before delivery. If you need anything done to the machines before they ship, say so in the enquiry, and what we can do before delivery is confirmed on the call within 30 minutes.
Asset tags and records. A hundred identical laptops need a record from day one: serial number, assigned user, configuration, delivery date. Rental laptops are tracked by serial on our side too, which makes returns and swaps simpler, but your own record is what you will reach for when someone leaves on a Friday.
Accessories. Bags, docks, external monitors, headsets and mice are separate decisions, and it is far cheaper to decide them now than to discover on day one that nobody has a charger for the meeting room. Which accessories, chargers included, ship with each unit is confirmed on the call.
Delivery windows. Agree the delivery date and the receiving process: who signs, where the boxes go, who unboxes. For a hundred units, a staggered delivery over two days is often easier to receive than one truck. Delivery is PAN India, and the date for your fleet is fixed on the call.
Deployment day
The day itself is receiving, checking and handing over.
Receive against the delivery list by serial number and count before anyone signs. Power on a sample from each batch. If machines were imaged before delivery, confirm the image on the sample; if they are being enrolled on first boot, run one through the full flow before handing out the rest.
Hand over by role, not alphabetically: the tier groupings from week −2 become the handover groups, which keeps the right configuration with the right person. Have one person from IT available for the first two hours, because the questions on day one are about logins and Wi-Fi, not hardware, and answering them quickly is what makes the deployment feel finished.
After go-live: support, swaps, returns
A fleet is a living thing for the length of the term.
Support. Agree on day one who handles what: hardware problems go to the rental side, software and access problems stay with your IT team, and people know where to go. How support is arranged for your fleet is confirmed on the call within 30 minutes of your enquiry.
Failures and swaps. Some machines in any hundred will fail. How a failed unit is replaced for your fleet is confirmed on the call within 30 minutes of your enquiry, and the answer is written into the quote. What matters operationally is that the user's data and image are recoverable, which is a reason to have the device-management decision made in week −1.
Scaling. New joiners mid-term are normal. Adding seats is a line on the existing agreement; send the extra headcount and it is quoted. Releasing seats early is the reverse question, and how it applies to your term is part of the same call.
Returns. At the end of the term the options are extend, swap to newer machines, or return. For returns, the asset record from week −1 is what makes collection a morning's work rather than a week of chasing.
The checklist
Copy this into whatever tool your team plans in.
- Seats counted, including planned hires and a buffer
- Seats grouped into entry, mainstream and premium tiers
- Term decided and budget total signed off
- Enquiry sent: seats per tier, term, city, start date
- Written quote received; deposit, delivery date, replacement handling and accessories confirmed on the call
- Imaging or device-management approach chosen and configured
- Asset record created: serial, user, configuration, delivery date
- Accessories decided per role
- Delivery date, receiving process and staggering agreed
- Receiving checklist: count by serial, sample power-on, sign
- Handover groups by role; IT on hand for the first two hours
- Support split agreed and shared with the team
Project and event fleets
Not every hundred-laptop deployment is a permanent team. A three-month project, a training programme or a conference has the same checklist with a shorter term and a firmer end date. The project-based rental and event and short-term rental pages cover how those fleets are run, and short-term laptop rental lists the configurations that suit them. For a standing workforce fleet across several locations, fleet rental for a distributed workforce is the starting point.
Get the fleet quoted
The enquiry is the first item on the checklist and everything else waits for it. Send the seats per tier, the term, the city and the start date through the quote form, and the written quote is back within 30 minutes. If the team is spread across cities, the city guide explains how one agreement covers all of them.