A multi-site software rollout tracker is one shared sheet with one row for each site or business unit. Each row records the site, go-live date, customer-side owner, training status, blocker, decision needed, RAG status, and next step. Copy the template below, fill in every row, and review the rows with your sponsor before each sponsor meeting.
What columns does a multi-site rollout tracker need?
A multi-site rollout tracker needs one row per site and these columns: site, go-live date, customer-side owner, training status, blocker, decision needed, RAG, and next step. Keep each cell short enough to read in one line. Add a column only when the sponsor asks for something none of these columns can hold.
| Site | Go-live date | Customer-side owner | Training status | Blocker | Decision needed | RAG | Next step |
|---|---|---|---|---|---|---|---|
| [Site name] | [Date] | [Name, role] | [Not started / In progress / Complete] | [One sentence on what is stuck] | [Decision, who makes it, by when] | [Red / Amber / Green] | [Action, owner, date] |
Use the site name your team already uses, such as [site name] or [business unit name], so the same label appears in every status report.
How do you set up the tracker?
Set up the tracker in the spreadsheet or task list your team already uses, with one row per site and one named file owner, usually the project lead. Fix the column names before the first sponsor review so every row can be compared. Then follow these steps.
- Create a sheet or list named [project name] rollout tracker.
- Add the column headings from the table above, in the same order.
- Add a row for each site or business unit, sorted by go-live date.
- Name the file owner, usually the project lead.
- Name a customer-side owner in each row: the person at that site who can answer for it.
- Give the sponsor view-only access, and tell them who to reply to with corrections.
What does a filled-in row look like?
A filled-in row names one site, one go-live date, one blocker, and one decision with a person and a date. The row below is illustrative, and every bracket is a placeholder to replace with your own facts. Do not copy any date, name, or status from it.
| Site | Go-live date | Customer-side owner | Training status | Blocker | Decision needed | RAG | Next step |
|---|---|---|---|---|---|---|---|
| [Illustrative site name] | [Go-live date] | [Name, site lead] | [Training status] | [One sentence on the local setup step waiting on another team] | [Decision the sponsor makes, and by when] | [Red / Amber / Green] | [Name] confirms the new setup date by [date] |
Replace every bracket with your own facts before you use this row as a model.
How do you set RAG status for each site?
Check each site against the RAG tests in this order: green, then red, then amber. The first test the site meets sets its colour. Agree these rules with the sponsor once, write them into the notes in the sheet, and apply them to every site.
- Green: the go-live date holds, no blocker is open, and training is Complete.
- Red: the go-live date depends on a sponsor decision or help. Name that decision in the Decision needed column. If no decision is named, the row is not red yet.
- Amber: anything else. For example, a blocker with an owner and a next step, or training still In progress with no open blocker. The next step names the training owner and the date training finishes.
A site whose date holds but whose training is still In progress is Amber, not Green, until training is Complete.
How do you handle site-level variation?
Sites differ in local configuration, hardware or network setup, training needs, and cutover windows, so one shared date can hide real differences. Add a note for each difference in the Blocker or Next step column, and keep the go-live order in the Go-live date column. Label any example you write as illustrative.
- Local configuration: note any setting that differs from the core rollout, such as [local setting], in the row for that site.
- Hardware or network: note what the site needs before cutover, such as [device or network change], and who owns it.
- Training and cutover window: record the training dates and the cutover window for [site name], so the go-live date has a basis.
- Go-live order: sort rows by go-live date, and note which site must finish first when another site depends on it.
When one site's delay affects another site's go-live, write the blocking site and the affected site in the same Blocker cell, for example: Waiting on [blocking site] for [change], which holds [affected site] go-live on [date].
How do you turn a blocker into a sponsor decision?
A sponsor decision request turns each red blocker into a short email that states the decision, the options, your recommendation, and the date you need an answer. Send it as its own email so the sponsor can reply without opening the full status report. Use the wording below.
Subject: Decision needed for [site name] go-live on [go-live date]
Hi [Sponsor name],
The [site name] go-live on [go-live date] depends on one decision. [One sentence describing the blocker.]
Options:
- [Option A, and what it does to the go-live date]
- [Option B, and what it does to the go-live date]
I recommend option [number] because [one reason from the project evidence, such as a dated task or a training result].
Could you confirm by [decision date]? If the decision is not in by then, the go-live will move to [new date, or a date we will agree].
Thank you, [Your name]
Read the email as the sponsor would before you send it. It should make sense without the spreadsheet open. If your team uses Unblockd, its asks to the sponsor work by email with one-tap answers (no account), or answered by replying to the email.
How do you report the tracker to the sponsor?
Build the status summary from the rows: sites on track, sites at risk, decisions needed, and what changed since the last report. Send the summary to the sponsor, and share the sheet only when the sponsor asks to see it. Sort the rows red first, then amber, then green before you write.
- Fill in the wording below from the sorted rows, one heading at a time.
- Send the summary, then answer the sponsor's questions with the next step from each row.
Status for [project name], week of [date]
On track: [sites and go-live dates] At risk: [site, blocker, next step, owner] Decisions needed: [decision, needed-by date] Done since last report: [items]
If an AI assistant drafts the summary from the rows, check every date and name against the sheet before you send it. Every red and amber row belongs under At risk or Decisions needed, so no red row is left out.
How do existing rollout templates compare?
The ClickUp and Asana rollout templates we reviewed describe a plan for the whole rollout, and neither shows a row for each site. Use a plan template for the overall rollout and this tracker for the site-by-site view, because a plan shows what is planned and a tracker shows which site is ready.
ClickUp's software rollout timeline template uses statuses such as Complete, In Progress, and To Do. Asana's software deployment template describes a ready-made project plan that lists every task, milestone, and person responsible for releasing new software or updates.
We read excerpts of both pages, so the full pages may cover more. Test the columns on one rollout before you rely on them.
What can a tracker not show?
A tracker shows each row as it was last updated, so it cannot show a problem nobody has written down. It also cannot show how a delay at one site affects another unless the blocker names that site. Two common mistakes are below.
- Marking a site green while its training status is still In progress. Green means the date holds, no blocker is open, and training is Complete.
- Putting client staff names and personal details in a file shared widely. Use role titles beyond the core team, and check the client's data rules first.
What should you do next?
Start with the first site that goes live. Fill its row with a date, an owner, and a training status, check it against the RAG tests above, and send a decision request if it is red. Then send the first status summary before the next sponsor meeting, and ask the sponsor which red row to clear first.