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The Equipment Policy is an AI-powered policy that defines the equipment your employees are entitled to based on their profile. You write your rules in plain language — for example, “Sales get a MacBook Air; Engineering get a MacBook Pro with at least 16 GB of RAM” — and Primo resolves them into a curated selection. When you order for an employee or set up their onboarding, Primo surfaces a From your Policy section at the top of the catalog with the right hardware for their team, role, seniority, and location. You maintain one set of rules. Primo keeps the matching products up to date for you: change a rule and republish, and the curated selection re-resolves across every country — so what you see first is always current and consistent, with no per-country lists to hand-maintain. There is one Equipment Policy per company.
The Equipment Policy replaces catalog favorites. Instead of manually flagging products for each country, you describe your rules once and Primo keeps the curated selection in sync automatically.
Equipment Policy defines what equipment an employee is entitled to. It is separate from the Purchasing Policy, which defines how purchases are approved (budgets and spending limits).

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How it works

You describe your policy in plain language — Primo AI reads it and resolves it into a concrete list of catalog products. There are no rigid forms to fill in: you write the rules the way you would explain them to a colleague, and the assistant does the matching.
1

Write the policy

Describe who is entitled to what, in prose. Save to keep a draft.
2

Publish

Publishing resolves your policy against the catalog, per country.
3

Order and onboard

The resolved products appear in the order flow and during onboarding, curated per employee.

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Set up your policy

1

Go to Purchases > Settings

Find the Equipment Policy card and click Setup.
2

Write the policy

Use the content editor to describe your rules in plain language. Cover:
  • Eligibility — who gets what, by team, role, seniority, or location.
  • Devices — which laptops and other devices each group can order.
  • Accessories — which peripherals and accessories are covered.
  • Onboarding hardware — the default equipment a new hire receives.
3

Save

Changes save as a draft. Primo doesn’t apply drafts until you publish.

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Write it with AI

You don’t have to write the policy from scratch. The docked AI chat on the policy page can build it with you conversationally — describe your rules and it drafts the policy, or ask it to adjust what you already have. See Primo AI. You can also add or remove products directly from the catalog: on a product card, use the policy shortcut to tell the assistant to add these devices to my equipment policy or remove these devices from my equipment policy.

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Example rules

Write rules the way you’d explain them out loud. A policy can be as simple or as detailed as you need:
  • “Sales and Support get a MacBook Air 13”. Engineering and Design get a MacBook Pro 14” with at least 16 GB of RAM.”
  • “Managers and above can add an external monitor and a docking station.”
  • “Everyone gets a keyboard, a mouse, and a headset during onboarding.”
  • “In the US, offer the QWERTY keyboard layout; in France, offer AZERTY.”
  • “Contractors get a standard laptop only — no accessories.”
Each of these shapes how Primo curates the catalog. You don’t pick products country by country — you state the rule once, and the right products surface automatically wherever they apply.

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Use cases

Faster, error-free onboarding

A new engineer joins in Germany. Their onboarding automatically proposes a MacBook Pro with 16 GB of RAM and the standard accessory kit — no one has to remember the rule or look up which model ships to Germany.

Faster ordering for your team

When you order for an employee, Primo surfaces an In policy for this employee section matched to their profile — the right hardware is one click away instead of buried in the full catalog, with no rule to look up.

Change once, apply everywhere

You upgrade the Engineering standard to 32 GB of RAM. Edit one sentence, republish, and every country’s catalog and every future onboarding reflects it instantly.

Consistent equipment across countries

A rule like “Design gets a MacBook Pro” resolves to the correct local model in each country you ship to, so teams get equivalent equipment everywhere.

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Publish your policy

Publishing applies the policy. When you publish, Primo resolves your prose into a concrete list of allowed products for each enabled shipping country. This runs in the background and can take a few minutes.
  • Click Publish to apply a new or updated policy.
  • Click Unpublish to stop applying it while keeping your draft.
Each country resolves independently. Until a country finishes, its curated catalog isn’t available yet.
Because AI resolves the policy, results are not fully deterministic. Re-publishing the same rules can surface a slightly different set of products from one run to the next. After publishing, verify the curated selection per country and refine your rules if needed.

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Where your policy applies

Once published, the policy curates the catalog wherever employees choose equipment:
  • Ordering — the order flow shows a From your Policy section with the products allowed for the selected country.
  • Per employee — when ordering for a specific person or during onboarding, an In policy for this employee section shows the subset that matches that individual’s profile.
If a country has no matching products, edit the policy to add options or switch country.

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Best practices

Write for people, not machines

Describe eligibility the way you’d brief a colleague. The assistant interprets plain language.

Be specific about groups

Name the teams, roles, seniorities, or locations your rules apply to so products resolve correctly.

Cover every country you ship to

The policy resolves per country. Make sure your rules account for the models available in each.

Publish, then verify

After publishing, check the curated catalog per country and refine the policy as needed.