iPad Pre-Class Setup Runbook
Two sessions per device, ~35 minutes total. Tonight stages the chassis — unboxing, intake, restrictions, accessibility, naming. Tomorrow morning adds the shared Apple ID, installs the curriculum apps, turns on Find My, and verifies the lockdown. Mosyle MDM is skipped for Cohort 1 (pending); Screen Time is the primary lockdown layer.
What happens when
Per-device runtime across both sessions. With 2 trainers in parallel: tonight ~2 hours for 10 devices, tomorrow ~75 minutes for the Apple ID pass.
Part 0 · Intake
3 min
Serial captured, asset tagged, logged
Parts 1–8 · Chassis
~25 min
Locked down, accessible, unprovisioned iPad
Parts 9–13 · Apple ID Layer
~13 min
Apps installed, Find My on, lockdown verified
Part 14 · Final Pack
2 min
Charged, packed, ready for handoff
Total per device
Both sessions~35 min
Charged, packed, lockdown verified, ready for handoff
The kit
Confirm everything is within arm's reach before opening a single iPad box. Tomorrow-morning items can wait; tonight-only items must be in the room before Part 0.
Wi-Fi network name + password
Staging room SSID. Write it on a whiteboard so every trainer in the room is joining the same network.
Device unlock passcode
Single numeric code residents will use to unlock the iPad. Same across all loaners (e.g., 246810). Goes on the rules card.
Screen Time passcode
Different from device unlock. Staff only. NEVER share with residents. This is what keeps the lockdown in place.
Inventory Spreadsheet link
Device Inventory tab open and ready on a laptop or phone in the staging room. You will write to it from Part 0 onward.
Apple ID credentials (ipads@vernonmpc.org)Session B only
Email + password from the password manager. ONLY needed tomorrow morning — not tonight.
Trusted phone for Apple ID 2FASession B only
Same phone the Apple ID was created against. ONLY needed tomorrow morning — keep it in the staging room the whole session.
10 iPads in original boxes
Cohort 1 loaner devices, sealed in their boxes. Do NOT unbox until Part 1 — Part 0 reads the serial off the box first.
10 chargers, cables, power strips
USB-C charger and cable each iPad shipped with, plus power strips so multiple devices can charge during staging.
Asset tag stickers (Loaner-001 → 010)
Pre-printed. The number on the sticker must match the device name set in Part 6 and the row in the Inventory Spreadsheet.
Sticky notes + a pen
One per device. Write the device number on it and keep it next to the iPad through the whole staging flow.
Camera or phone for serial photos
Photograph each serial sticker before unboxing. Backup record in case the spreadsheet entry gets corrupted.
Secure overnight storage
Locked office, locked closet, or your home. Find My is OFF tonight — physical security is your only theft control until tomorrow morning.
Per device: Write the device number on a sticky note and keep it next to the iPad through every part of staging. The note travels with the device until it ships.
Chassis prep — no Apple ID
Nine parts, ~25 minutes per device. Get every iPad to a locked-down, accessible, named state — then power down and store securely until tomorrow morning. Find My is OFF tonight, so physical security is your only theft control.
Device Intake — Serial Number Capture FIRST
CriticalOut-of-Box Apple Setup
Verify Serial Number in Settings (Cross-Check)
Screen Time Lockdown
CriticalAccessibility for Older Adults
Home Screen Cleanup — Initial Pass
Device Naming and Asset Tag Application
Tonight's Lockdown Test (Limited)
Update Inventory and Secure for Overnight
Device Intake — Serial Number Capture FIRST
Happens BEFORE unboxing or powering on. Capture identity information before anything can go wrong. If a device is later dropped, stolen, or needs warranty service, this row is what ties the physical asset to a paper trail.
Pick up the next iPad box, but do not open it yet. Everything in this part happens with the box still sealed.
Pick the next iPad box. Don't open it yet.
Find the serial number on the box. Look for a sticker labeled “Serial No.” or “S/N.” Usually on the back or side of the box near the barcode area. The serial is 10–12 alphanumeric characters.
Watch OutDon't confuse the serial with: Model number (starts with M or A), Part number (MQ, MR, etc.), Order number, or batch / lot codes. Serial only.
Photograph the serial number sticker with your phone. This is your backup record.
Keep these photos in a single album labelled “Cohort 1 Loaner Serials” so they survive volunteer turnover.
In the Inventory Spreadsheet, create a new row for this device. Fill in:
- Device ID — Loaner-001 (next available number)
- Serial Number — type EXACTLY as shown on the box; double-check 0/O and 1/I confusion
- IMEI — if cellular iPad, also on box (15 digits); leave blank for Wi-Fi only
- Model — e.g., “iPad 11” Wi-Fi 128GB”
- Color — e.g., “Space Gray”
- Cellular? — Y or N
- Purchase Date — from PO if known
- Purchase Price — from PO if known
- Reseller — Apple, Best Buy, CDW, etc.
- Status — “In Staging — Chassis”
- Staged By — your name
- Date Started — today's date
Apply the asset tag sticker (Loaner-001) to the back of the iPad BOX for now. You'll move it to the device itself in Part 6.
Write the device number on a sticky note and keep it next to this iPad through the rest of staging. This is your visual tracker so you don't mix up devices.
Verify the spreadsheet row is saved before moving to Part 1.
Critical Watch OutIf you skip Part 0 and a device is later lost, dropped, or needs an AppleCare claim, you have nothing tying the physical asset back to a paper trail. This is required for theft reports, warranty service, ABM retroactive enrollment, and insurance.
Out-of-Box Apple Setup
From sealed box to home screen. The longest single block in the runbook because Apple's first-run flow has many opt-outs and confirmations. Move calmly. Every screen has one right answer.
Unbox the iPad. Save the box and any paperwork together. Plug in the charger — battery should be 50%+ before powering on; charge for 10 minutes if needed. Press and hold the Top button until the Apple logo appears, release, and begin.
Hello screen. Swipe up from the bottom (or press home) to begin.
Language. Tap English (or appropriate for residents).
Country or Region. Tap United States.
Appearance. Tap Continue.
Quick Start. Tap Set Up Manually at the bottom of the screen.
Choose a Wi-Fi Network. Tap your staging Wi-Fi, enter the password, tap Join. Wait for the checkmark before continuing.
Data & Privacy. Tap Continue.
Touch ID / Face ID. Tap Set Up Later in Settings, then confirm by tapping Don't Use.
Watch OutIf you tap Set Up Later for the wrong screen by mistake (e.g., Location Services), continue through to the home screen and fix it from Settings. Do not back-arrow through the setup flow.
Create a Passcode. Tap Passcode Options at the bottom and choose a custom numeric code.
- Choose Custom Numeric Code from the Passcode Options menu
- Enter the device unlock passcode provided by your program lead (e.g., 246810)
- Re-enter to confirm
Apps & Data. Tap Don't Transfer Anything.
Sign In with your Apple ID — TONIGHT'S OVERRIDE.
- Tap “Forgot password or don't have an Apple ID?” at the bottom
- Tap “Set Up Later in Settings”
- At the “Are you sure?” prompt, tap “Don't Use”
- Continue to the next setup step
TONIGHT only. Apple ID is added in Session B tomorrow morning, after the shared ID is created and hardened. Do NOT sign in here even if the credentials are available.
Critical Watch OutIf you sign in to an Apple ID tonight, you will have to wipe and restart the device tomorrow. The split workflow only works if Apple ID stays out of Session A.
Terms and Conditions. Tap Agree, then Agree again.
Express Settings. Tap Customize Settings (not Continue with Express).
Location Services. Tap Enable Location Services. Required so Find My can report a recoverable location tomorrow.
Apple Pay. Tap Set Up Later in Wallet.
iCloud Keychain. Tap Don't Restore Passwords.
Siri. Tap Set Up Later in Settings.
Older adults often trigger Siri accidentally. Leaving it off avoids surprise activations.
Screen Time. Tap Continue. Configured fully in Part 3.
iPad Analytics. Tap Don't Share.
True Tone, Display Zoom, and other polish screens. Defaults are fine — Continue through.
Welcome to iPad. Tap Get Started. You should now be on the home screen with NO Apple ID signed in.
Verify Serial Number in Settings (Cross-Check)
Catches typos from Part 0. Compare the serial that the device reports against what you wrote in the spreadsheet. Cheap insurance.
Open Settings → General → About.
Verify the Serial Number matches what you typed in the spreadsheet at Part 0.
- Match — continue to Part 3
- Mismatch — STOP and resolve before continuing
Critical Watch OutOn a mismatch: update the spreadsheet to match the device, photograph the device's serial in Settings → General → About, and flag the discrepancy in the Notes column. Don't “fix” the device to match the spreadsheet — the device is the source of truth.
Screen Time Lockdown
Without an Apple ID, Screen Time is your ONLY restriction layer tonight. Configure carefully — every toggle here protects either the resident or the program until the Apple ID layer is added tomorrow.
Settings → Screen Time → Turn On Screen Time.
Tap Continue, then tap This is My iPad.
Tap Use Screen Time Passcode.
Enter the Screen Time passcode (provided by program lead — different from device unlock passcode).
- NEVER share with residents
Watch OutForgetting the Screen Time passcode is not trivial to recover from. Confirm it is stored in the shared password manager before leaving the staging room.
Re-enter to confirm.
When asked for an Apple ID for Screen Time recovery — TONIGHT'S OVERRIDE: tap Cancel, then tap Skip.
Recovery via Apple ID is added tomorrow morning during the Apple ID pass (Part 10 step 5). Until then, the Screen Time passcode has no recovery path. Do NOT lose it.
Critical Watch OutIf the Screen Time passcode is lost before Part 10 wires up Apple ID recovery, the only fix is to wipe the device and restart from Part 1. Store it in the password manager BEFORE leaving the staging room tonight.
Tap Content & Privacy Restrictions and toggle ON at the top of the screen.
Tap iTunes & App Store Purchases and set the following.
- Installing Apps: Allow
- Deleting Apps: Allow
- In-App Purchases: Don't Allow
Tap Allowed Apps.
- Safari, Camera, FaceTime, Mail, Messages, Photos: leave ON
- Wallet, AirDrop: turn OFF if you want extra caution
FaceTime can be turned off if the program lead prefers Zoom-only video. Confirm before disabling.
Tap Content Restrictions.
- Apps: 17+ (allows useful apps, blocks adult-only)
- Web Content: Limit Adult Websites
Back on Content & Privacy Restrictions, scroll to the Allow Changes section.
- Account Changes: Don't Allow — CRITICAL. Prevents residents from signing in with a personal Apple ID.
- Cellular Data Changes: Don't Allow (if cellular iPad)
- Passcode Changes: Allow
- Background App Activities: Allow
Critical Watch OutIf Account Changes is set to Allow, a resident can sign out of the (future) shared Apple ID and reset the device, wiping the lockdown. This is the single most important toggle in Session A. Verify it again in Part 7.
Return to the Settings main screen.
Accessibility for Older Adults
Defaults that make the device immediately usable for the population we serve. Residents can fine-tune in class. Your job is to set a comfortable starting point.
Settings → Display & Brightness.
- Tap Text Size and drag the slider to about 75%
- Bold Text: ON
Settings → Accessibility → Display & Text Size.
- Bold Text: ON (if not already)
- Larger Text: ON, drag slider to a comfortable large size
- Increase Contrast: ON
- Reduce Motion: ON — helps with dizziness or confusion from animations
Watch OutDon't go past 90% on Larger Text. Some apps will start clipping labels and the device becomes harder to use.
Settings → Sounds. Drag ringer and alerts volume to roughly 80%.
Home Screen Cleanup — Initial Pass
Tonight's home screen has only built-in apps. You'll re-organize tomorrow after curriculum apps are installed. For now, just tame the default chaos.
Press home (or swipe up) to get to the home screen.
Long-press any app until icons wiggle, then drag to organize.
- Page 1: Safari, Mail, Camera, Photos, Settings, Messages, FaceTime
- Page 2 or folder: Stocks, News, Books, Tips, etc.
Watch OutDon't delete apps from the home screen during cleanup. Move them to a Page 2 folder instead. Residents may want them later, and reinstalls take time.
Tap Done in the top right when finished arranging.
Set wallpaper: Settings → Wallpaper → Add New Wallpaper. Choose a clean solid color or your org's branded image. Set as both Lock Screen and Home Screen.
Watch OutAvoid busy stock wallpapers — they make app icons hard to read for residents with low vision.
Device Naming and Asset Tag Application
Match three things: the asset tag on the back of the device, the device name in Settings, and the row in the Inventory Spreadsheet. All three must read the same number.
Settings → General → About → Name. Tap, erase the default, type “Loaner-001” (matching the asset tag number assigned in Part 0). Tap Done.
Apply the physical asset tag sticker to the back of the iPad. Confirm the number on the sticker matches the device name.
Verify three-way match: asset tag on the back, device name in Settings, and Inventory Spreadsheet row ALL show the same number (Loaner-001).
Critical Watch OutAny mismatch must be fixed NOW. A device that ships with the wrong tag becomes invisible to the inventory — every loan and return after that point will reference the wrong device.
Tonight's Lockdown Test (Limited)
Limited test tonight — full lockdown verification happens tomorrow after Apple ID is signed in (Part 13). For now, prove that the chassis-only restrictions are biting.
Run both tests below. Do NOT enter the Screen Time passcode if it prompts — just confirm the prompt appears and tap Cancel.
If either test fails, return to Part 3 and re-set the relevant toggle before powering down.
Update Inventory and Secure for Overnight
Close the loop on this device for the night. Spreadsheet status changes, device powers down, and it goes into the locked storage location. Find My is OFF tonight — physical security is your only theft control until tomorrow.
Update the Inventory Spreadsheet for this device using the fields below.
Power down the iPad: hold Top button + Volume Up, then slide to power off.
Place the iPad in the secure overnight storage location. Group with charger and cable. Keep the box nearby in case of issues tomorrow.
Watch OutDo not leave any iPad on a desk overnight, even in a locked office. Treat the staging room like a high-value warehouse.
Apple ID layer + final lockdown
Six parts, ~10–13 minutes per device. Sign in the shared Apple ID in waves of 3, kill iCloud sync, install curriculum apps, verify the lockdown end-to-end, then pack for handoff.
Apple ID Sign-In — Wave-Managed
Sign in iPads in groups of 3 with 15-minute breaks between waves. Apple's fraud detection can lock the Apple ID if it sees many sign-ins in a short window. The wave structure is non-negotiable.
During break time between waves, run Parts 10 and 11 on devices that have already signed in. Don't sit idle for 15 minutes — keep the assembly line moving.
Power on the iPad. Unlock with the device unlock passcode.
Settings → “Sign in to your iPad” at the top.
When prompted for the Screen Time passcode (because Account Changes is restricted from Part 3), enter it.
Enter the Apple ID email: ipads@vernonmpc.org. Tap Next.
Enter the Apple ID password from the password manager.
Verification code: check the trusted phone in the room. A 6-digit code arrives via SMS. Enter on iPad.
Watch OutIf the 2FA code does not arrive within 30 seconds, tap Resend Code on the iPad. Confirm the trusted phone has signal and is unlocked.
Sign-in proceeds. Skip the upsell prompts.
- “Make This Your New iPad?” → Continue
- iCloud upgrade or Apple One offers → Not Now / Skip
- Apple Pay → Set Up Later
- iCloud Keychain → Don't Restore Passwords
Critical Watch OutIf sign-in fails or asks for additional verification, STOP. Do NOT retry repeatedly — each failed attempt narrows the fraud-detection window. Wait 15 minutes, check appleid.apple.com from another device, resolve any flags, then retry.
Configure Apple ID Settings
Run immediately after sign-in on each device. The keystone here is turning OFF iCloud sync — if you skip a single toggle, the next resident's photos, contacts, notes, and Safari history will sync across all 10 loaner devices.
Configure App Store password behavior: Settings → [Apple ID name] → Media & Purchases → Password Settings.
- Free Downloads: Don't Require Password
- Purchases and In-App Purchases: Always Require
Turn OFF iCloud sync (CRITICAL): Settings → [Apple ID name] → iCloud → See All under “Saved to iCloud.” Turn OFF every toggle.
- Photos
- iCloud Drive
- iCloud Mail
- Contacts
- Calendars
- Reminders
- Notes
- Safari
- News, Stocks, Health, Wallet, Game Center
- Every third-party app shown in the list
If asked “Delete from iPad?” tap Delete from iPad. There is no real data to lose on a fresh device.
Critical Watch OutSkipping a single toggle here means the next resident to sign that app in to their account will see the previous resident's data. This is the most common staging mistake. Double-check every line.
Disable iCloud Backup: on the iCloud screen, tap iCloud Backup and toggle OFF.
Enable Find My iPad (the only iCloud feature that stays ON).
- Find My iPad: ON
- Find My network: ON
- Send Last Location: ON
Add Apple ID as Screen Time recovery: Settings → Screen Time → enter Screen Time passcode → Lock Screen Time Settings (or Change Screen Time Passcode → Use Screen Time Passcode). When prompted, enter the Apple ID email and password.
This wires up Apple ID as the recovery path for Screen Time — the override skipped in Part 3. From here on, if the Screen Time passcode is forgotten, it can be reset using the Apple ID password.
Install Curriculum Apps
While the Apple ID is signed in and Free Downloads is set to Don't Require Password, install the curriculum apps from the program lead's list.
Open the App Store from the home screen.
Search for and install each app on the program lead's list.
- Zoom (free)
- Other curriculum apps from the program lead's list
Watch OutIf the App Store prompts for a password, the Free Downloads setting from Part 10 didn't save. Go back to Part 10 step 1 and reconfirm Don't Require Password.
Wait for each download to complete before starting the next. Watch the spinner around each icon.
Re-Organize Home Screen
Now that the curriculum apps are installed, do a final home-screen pass so Page 1 holds the priority apps for older adults.
Press home. Long-press any app until icons wiggle.
Drag newly installed apps onto Page 1 alongside Safari, Mail, etc.
- Page 1: Safari, Mail, FaceTime, Zoom, Camera, Photos, Settings, App Store, Messages, [curriculum apps]
- Page 2 or folder: everything else
Tap Done.
Full Lockdown Verification
Run all four tests. Every test must pass before the device is marked Available. This is the gate between the staging room and the resident's hand.
Open the App Store and run Test 1, then Test 2.
Switch to Settings and run Test 3.
On a separate device (your phone or laptop), open icloud.com and run Test 4.
Final Inventory Update and Pack
Last step. Update the Inventory row, power down, and pack the loaner kit for handoff at class.
Update the Inventory Spreadsheet for this device using the fields below.
Power down: hold Top button + Volume Up, then slide to power off.
Pack for distribution.
- iPad
- Charger and cable
- One-page user guide for resident (large print)
- Rules card (passcode, what NOT to do, support phone number)
- Loan agreement (blank, to be signed at handoff)
- All in a labeled bag or box marked “Loaner-001”
Ten iPads, two sessions · ready for handoff