The implementation of Diligent Boards is designed to be fast, guided, and tailored to each organization’s governance structure. Most organizations are fully onboarded within a few weeks, not months. Here's a step-by-step overview of the process:
Initial Consultation & Planning After purchasing the software, Diligent assigns a dedicated Implementation Specialist (IS) who works closely with your team to understand your governance needs, board structure, and existing workflows. A project timeline is established.
Configuration & Customization The IS helps configure the platform to match your organization’s structure—setting up user roles, permissions, meeting templates, and document workflows. This includes enabling integrations with tools like Microsoft Teams, Zoom, and calendar systems.
Data Migration Existing board materials, historical documents, and user data are securely migrated into the Diligent Boards platform. This step ensures continuity and access to legacy content.
Training & Enablement Diligent provides live training sessions, onboarding guides, and access to a resource center. Training is tailored for administrators, directors, and executives to ensure smooth adoption.
Pilot Run & Feedback A test meeting or pilot session is conducted to validate the setup. Feedback is collected and adjustments are made to optimize usability and workflows.
Go-Live Once everything is configured and tested, the platform goes live. The IS continues to provide support during the initial meetings to ensure everything runs smoothly.
Ongoing Support & Optimization Post-launch, Diligent offers 24/7 global support, regular check-ins, and access to best practices to help your team continuously improve governance processes.
Customisation
Diligent Boards is highly customizable and built to adapt to the unique governance requirements of different industries and organizations. Here are key data points and customization capabilities:
Role-Based Access Controls Organizations can define granular permissions for directors, executives, legal teams, and external stakeholders. This ensures that sensitive materials are only accessible to authorized users.
Custom Meeting Templates & Workflows Users can create templates for recurring board and committee meetings, including agenda formats, voting procedures, and approval workflows.
Industry-Specific Configurations Diligent supports governance needs across sectors like finance, healthcare, education, government, and nonprofits. For example, mission-driven organizations can configure the platform to support annual board cycles and transparency requirements.
Multilingual Support The platform supports multiple languages, including Arabic, enabling localization for regional teams and international boards.
Custom Branding & Interface Settings Organizations can apply their branding, logos, and visual identity to the platform interface for a consistent experience.
Integration with Enterprise Tools Diligent Boards integrates with Microsoft Teams, Zoom, NetSuite ERP, and other enterprise systems, allowing seamless data flow and collaboration.
AI-Driven Custom Insights GovernAI tools can be tailored to generate summaries, risk scans, and strategic questions based on your organization’s board materials and governance priorities.
Flexible Deployment Options Diligent offers both cloud-based and on-premise deployments, depending on your IT and compliance requirements.
Custom Reporting & Analytics Boards can generate tailored reports, track performance metrics, and benchmark against industry peers using Diligent’s analytics tools.
Additional Costs
Diligent Boards follows a custom pricing model, additional costs may include:
Setup Fees: These may apply depending on the complexity of implementation, data migration, and configuration needs. Diligent typically assigns an Implementation Specialist to guide this process.
Professional Services: Custom integrations, advanced configurations, or governance consulting may incur extra charges.
Maintenance & Updates: As a SaaS platform, Diligent Boards includes regular updates and maintenance in its subscription, but premium support tiers may have added costs.
Support Charges: Standard support is included, but organizations can opt for enhanced support packages or dedicated account management, which may be billed separately.
Training Services: While basic training is included, advanced or role-specific training sessions (e.g., group coaching or custom workshops) may be priced additionally.
Training
Diligent offers a comprehensive training and support ecosystem for new users, including:
Diligent Academy: A self-paced learning platform with video tutorials, interactive lessons, and role-specific training paths for administrators, staff, and board members.
Live Group Training: Instructor-led sessions for both new and returning users, covering agenda management, minutes creation, digital voting, and more.
On-Demand Video Library: Access to recorded training sessions and feature walkthroughs for quick learning and refreshers.
Webinars: Regular product webinars and feature updates to keep users informed about new capabilities.
Dedicated Implementation Specialist: Assigned during onboarding to guide configuration, training, and go-live support.
24/7 Global Support: Available via phone, email, and the Diligent Community portal for technical assistance and troubleshooting.
Encryption: Uses 256-bit AES-GCM encryption for data at rest and SSL/TLS 1.2 for data in transit.
ISO Certifications: Certified under ISO/IEC 27001, 27017, and 27018 standards, ensuring rigorous data protection and cloud security.
SOC Audits: Undergoes annual SOC 2 Type II and SSAE 18 audits to validate internal controls and data handling practices.
Role-Based Access Controls: Strict user permissions and access logging to prevent unauthorized data exposure.
Secure File Sharing & Messaging: Built-in tools like Diligent Messenger and Secure File Sharing ensure confidential communication.
Data Residency & Compliance: Supports regional data storage to comply with GDPR, HIPAA, CCPA, and other global regulations.
Disaster Recovery: Offers a 4-hour Recovery Time Objective (RTO) and Recovery Point Objective (RPO) for business continuity.
Security Team & CISO Oversight: A dedicated team manages product security, incident response, and compliance under the leadership of a Chief Information Security Officer.
Updates
Diligent Boards is a cloud-based platform, which means updates are delivered automatically and frequently without requiring manual installation. Updates typically include feature enhancements, accessibility improvements, security upgrades, and UI refinements. For example, recent releases have included:
UI facelift for login pages
Accessibility upgrades to meet WCAG AA standards
New voting summary reports
Expanded language support (e.g., Italian, Dutch, Chinese, Japanese)
Secure File Sharing enhancements
Updates are managed centrally by Diligent and are rolled out seamlessly to all users. Admins and users are notified via the Diligent Product Updates page, and release notes are available through the Diligent Community portal.
Data Ownership and Portability
Diligent’s data policy emphasizes customer ownership and control. According to its Privacy Policy:
Customers retain ownership of their data, including board materials, communications, and user-generated content.
Diligent acts as a data processor, meaning it stores and secures data on behalf of the customer but does not claim ownership.
Data is stored securely and can be exported or retrieved upon request, ensuring portability if an organization decides to migrate or scale.
The platform supports regional data residency, allowing organizations to comply with GDPR, HIPAA, and other global privacy regulations.
Customers can manage access, revoke credentials, and restore prior versions of documents using built-in controls.
This ensures that organizations maintain full control over their governance data while benefiting from Diligent’s secure infrastructure.
Scaling Up / Down
Diligent Boards is designed to be highly scalable, accommodating organizations of all sizes—from small nonprofits to global enterprises. Key terms and capabilities include:
Flexible Licensing: Organizations can adjust the number of users, committees, and access rights based on evolving needs. These changes are reflected in the subscription agreement or order form.
Modular Add-Ons: Features like Diligent Messenger, Premium Questionnaires, and Minutes Module can be added or removed as needed.
Cloud-Based Architecture: Enables seamless scaling without infrastructure changes. New users and features can be activated quickly.
Support for Growth: Diligent offers integrations with enterprise tools and GRC modules, allowing organizations to consolidate governance, risk, and compliance functions as they expand.
No Downtime for Scaling: Because it’s a SaaS platform, scaling up or down does not interrupt service or require reinstallation.
Organizations can work with their Diligent account manager to adjust their plan, add modules, or renegotiate terms based on usage and strategic goals.
The terms & conditions for contract renewal and cancellation
Diligent Boards operates under a subscription-based agreement, governed by its Terms and Conditions and product-specific Product Terms. Key points include:
Contract Renewal: Renewal terms are typically outlined in the original Order Form. Contracts may auto-renew unless the client provides written notice of non-renewal within a specified period (often 30–60 days before the renewal date).
Cancellation: Clients must submit a formal cancellation request in accordance with the notice period defined in their agreement. Early termination may incur fees or require payment for the remainder of the contract term.
Amendments: Clients can modify access rights, add modules, or adjust user counts during the contract term, often through an amended Order Form.
Beta Services: Optional beta features may be offered at no additional cost but are governed by separate terms and may be discontinued at any time.
Termination for Cause: Either party may terminate the agreement if the other breaches its obligations and fails to remedy the breach within a defined cure period.
Data Access Post-Termination: Upon termination, clients may request access to their data for a limited time before it is deleted or archived.
Compliance
Diligent Boards is built to meet global compliance and security standards, making it suitable for regulated industries such as finance, healthcare, government, and education. Key certifications and frameworks include:
ISO/IEC 27001: Diligent maintains an Information Security Management System (ISMS) certified under ISO 27001, ensuring rigorous data protection and risk management.
NIST Cybersecurity Framework: The platform’s security program is aligned with NIST standards, supporting robust cyber governance and incident response.
SOC 2 Type II: Diligent undergoes annual audits to validate its internal controls related to security, availability, and confidentiality.
GDPR Compliance: Diligent supports data residency and privacy controls to help organizations comply with the EU’s General Data Protection Regulation.
HIPAA & CCPA: For clients in healthcare and California, Diligent offers features and policies aligned with HIPAA and CCPA requirements.
AI Ethics & Oversight: Through its AI Ethics Certification, Diligent helps boards govern AI responsibly, addressing emerging compliance needs around AI governance.
Climate & ESG Oversight: Diligent offers certifications and tools to help boards meet ESG reporting and climate governance standards.
These compliance measures make Diligent Boards a trusted solution for organizations seeking secure, ethical, and regulation-ready governance software.
