Implementing Wrike software involves several phases, from initial planning to full deployment and user adoption. The process typically begins with understanding the specific business needs and customizing the platform accordingly. Afterward, the software is configured and integrated into the existing system infrastructure, followed by user training and support. Depending on the complexity and the organization's size, the implementation process can vary in duration.
Initial Planning and Requirements Gathering The first phase is to assess business needs, set up the project’s goals, and outline workflows that Wrike will support. Key stakeholders collaborate to define the features, integrations, and expectations for the software's role within the business. This phase can take between one and two weeks.
System Configuration and Integration Wrike offers integration with many third-party tools such as Google Drive, Slack, and Microsoft Teams. The next phase involves configuring these integrations, customizing the platform’s features (like workflows, dashboards, or permissions), and aligning the platform with the company's existing processes. Depending on the complexity, this can take anywhere from two to six weeks.
Testing and User Training Once configuration is complete, it’s important to test the system with a smaller group of users. During this phase, businesses will run simulations to ensure that Wrike operates as expected. User training sessions are conducted to familiarize staff with the software’s features and functionalities. This phase generally lasts between one and three weeks.
Deployment and Ongoing Support After testing, the software is rolled out across the organization. Support and maintenance are crucial during this phase to address any issues or concerns quickly. The initial adoption phase lasts a few weeks, but ongoing support continues indefinitely to ensure smooth operation. Regular check-ins may occur to ensure continued usage and to adapt Wrike to any future changes in business processes.
Customisation
Wrike is highly customizable, allowing businesses to tailor the software to meet their unique project management needs. Customization can occur at several levels, including workflow management, reporting, and user roles, among others. Wrike’s flexibility is one of its key strengths, making it suitable for organizations across various industries.
Custom Workflows and Task Management Wrike allows businesses to design their workflows to reflect their specific project management processes. Custom task templates, statuses, and approval processes can be created to streamline work and ensure all necessary steps are followed for different types of projects.
User Roles and Permissions Organizations can define different roles and permissions to ensure that users have access only to the necessary features. This helps in managing sensitive data, ensuring that team members, managers, and stakeholders have appropriate levels of visibility and control over the project information.
Custom Reporting and Dashboards Wrike provides the ability to create customized reports and dashboards. Businesses can track key performance indicators (KPIs), monitor team progress, and generate reports that align with organizational goals. This helps organizations keep track of performance metrics and adjust strategies based on real-time data.
Third-Party Integrations Wrike’s extensive integration options allow businesses to connect the platform with various other tools they use, such as CRM systems, time tracking tools, file storage services, and more. These integrations help ensure that Wrike fits seamlessly into an organization’s existing tech stack.
Additional Costs
When evaluating Wrike, businesses need to consider the additional costs beyond the software subscription. These costs can vary depending on the number of users, the complexity of the setup, and the level of support required. Having a clear understanding of the potential extra costs will help organizations plan their budget more effectively.
Setup Fees Some businesses may incur setup fees for onboarding services, especially if they opt for more advanced features or a customized implementation process. These fees are typically charged based on the complexity of the deployment and the level of support required during setup. They can range from a few hundred to several thousand dollars.
Ongoing Subscription Fees The core cost of using Wrike is based on its subscription model. Wrike offers different pricing tiers depending on the features and number of users. Businesses pay monthly or annually based on the plan they choose, and pricing increases with additional features such as advanced analytics, integrations, or enterprise-level support.
Training and Support Charges While Wrike provides some support as part of its subscription, businesses may require additional training or premium support services. Custom training packages and dedicated customer support can incur extra charges, typically billed on an hourly or per-session basis.
Maintenance Costs While Wrike’s cloud-based nature ensures automatic updates, businesses may still incur maintenance costs for tasks such as customization updates or troubleshooting. These costs may involve engaging with a dedicated IT team or using Wrike’s premium services for extended support.
Consulting and Customization Fees If businesses require extensive customization or consulting services to better integrate Wrike with their existing systems, there may be additional costs involved. This can include configuring complex workflows, implementing advanced features, or creating bespoke reports, which may come at an hourly rate or as part of a one-time fee package.
Training
Wrike offers comprehensive training and support to help new users quickly get up to speed with the software. The goal is to ensure that both individuals and teams can use the platform effectively for project management and collaboration. Wrike provides a variety of resources to cater to different learning preferences, from self-paced online guides to live training sessions.
Self-Guided Tutorials and Resources New users can access a wide range of self-guided tutorials, webinars, and video courses. These resources cover various aspects of using the platform, from basic task creation to more advanced project management strategies. The knowledge base is well-structured and available 24/7, allowing users to learn at their own pace.
Live Webinars and Training Sessions Wrike offers live training sessions where users can interact with expert instructors and ask questions in real time. These sessions focus on specific features or use cases and are ideal for teams that need a more personalized learning experience. Live webinars are scheduled regularly, providing users with the opportunity to learn from industry professionals.
Onboarding and Implementation Support For larger organizations or those requiring more extensive onboarding, Wrike provides dedicated support during the implementation phase. This includes assistance with platform setup, configuration, and initial training. This personalized support helps ensure that users are able to integrate Wrike seamlessly into their workflows.
Customer Support Channels Wrike’s customer support team is available to assist users with any issues they may encounter. Users can reach out via email, live chat, or phone, with response times depending on the support tier. This level of support ensures that users can quickly address technical problems and continue using the platform effectively.
Security Measures
Wrike places a high emphasis on data security and employs a variety of measures to ensure the protection of sensitive information. This includes securing both user data and project data, as well as maintaining privacy and compliance with industry standards. The platform follows best practices to safeguard against unauthorized access and potential security breaches.
Encryption of Data Wrike uses encryption protocols to protect data both in transit and at rest. All communication between users and the platform is encrypted using SSL/TLS technology, ensuring that data is securely transmitted. Additionally, Wrike encrypts stored data on its servers, reducing the risk of unauthorized access.
Two-Factor Authentication (2FA) To enhance account security, Wrike supports two-factor authentication (2FA). This adds an extra layer of protection by requiring users to verify their identity through a secondary method, such as a code sent to their mobile device, in addition to their regular password.
Access Controls and Permissions Wrike allows administrators to define user roles and permissions to control access to sensitive information. This ensures that team members only have access to the data necessary for their work, and sensitive information is protected from unauthorized personnel. Administrators can set fine-grained controls over tasks, projects, and folders.
Data Backup and Disaster Recovery Wrike implements a robust data backup and disaster recovery strategy. Regular backups are performed to ensure data is not lost due to technical failures or other unforeseen events. In the event of a system failure, Wrike’s recovery processes ensure that data can be quickly restored to minimize downtime.
Compliance with Industry Standards Wrike adheres to various industry standards and regulations, such as GDPR, SOC 2 Type II, and ISO/IEC 27001, ensuring that it meets stringent data privacy and security requirements. Compliance with these standards helps users feel confident that their data is protected according to recognized security practices.
Updates
Wrike continually updates its software to introduce new features, enhance performance, and fix bugs. Updates are typically rolled out regularly and are designed to improve the overall user experience. These updates are carefully managed to ensure minimal disruption for users while providing new functionalities and security enhancements.
Regular Updates and Feature Releases Wrike releases updates on a regular basis, with major feature releases generally happening quarterly. These updates may include new tools, integrations, or enhancements to existing features. Minor updates, such as bug fixes or performance improvements, are rolled out more frequently, often on a monthly or bi-monthly basis.
Automatic Software Updates As a cloud-based platform, Wrike automatically updates its software without requiring manual intervention from users. These updates are deployed in the background, ensuring that the platform is always running the latest version without causing disruptions to ongoing work. Users are notified of updates, but they do not need to take any action to install them.
Beta Testing and Feedback Wrike often provides opportunities for users to participate in beta testing new features before they are released to the general public. This allows users to provide feedback and report issues, helping Wrike refine the new features. Beta testing is optional, but it helps ensure that updates meet user expectations and function as intended.
Release Notes and Documentation Each update is accompanied by detailed release notes that outline the changes made, including new features, bug fixes, and improvements. These release notes are accessible to users, providing transparency and helping them understand how updates may impact their workflows. Additionally, Wrike updates its documentation to reflect changes in the platform.
User Control Over Update Timing While updates are generally automatic, Wrike also allows administrators to manage the timing of certain updates. This can be especially helpful for organizations that want to ensure updates don’t interfere with critical work periods. Administrators can schedule updates or request support for any issues related to new versions.
Security Updates and Patches Security updates and patches are a top priority for Wrike, and these are often deployed immediately when vulnerabilities are identified. These updates help protect user data and maintain the integrity of the platform. Wrike actively monitors for potential security threats and takes quick action to address them, ensuring that users’ data remains secure.
Data Ownership and Portability
Wrike prioritizes user control over data, ensuring that businesses maintain full ownership of their project and task data. The platform offers features that allow users to export their data easily and ensure that they have full control over how it's stored or transferred. Wrike’s data ownership and portability policies are designed to give users peace of mind when it comes to the security and flexibility of their data.
Full Data Ownership Wrike users retain complete ownership of their data, including projects, tasks, documents, and reports. The platform does not claim any rights to the content that is uploaded or created within the system. Businesses have full control over their data, and Wrike ensures that users can continue to use and manage their content without restriction.
Data Export Capabilities Wrike offers robust data export options that allow users to download their data in various formats such as CSV, PDF, or Excel. This feature makes it easy for organizations to move their data out of Wrike if they decide to discontinue the service or migrate to a different platform. Users can export all or specific portions of their data based on their needs.
Data Portability Wrike’s API allows for easy integration with other platforms, facilitating seamless data portability. Users can extract their project data and integrate it into other systems without restrictions, making it easier to switch tools or combine data from multiple sources. This portability ensures businesses are not locked into a specific vendor or platform.
Account Deletion and Data Retention When a user decides to cancel their account or stop using Wrike, the platform provides an option to delete all user data. Wrike adheres to a data retention policy that ensures data is fully removed from their servers upon account termination, subject to any legal or regulatory requirements. Users can also request data removal at any time before account termination.
Security and Compliance in Data Portability While exporting and transferring data, Wrike ensures the security of the data in transit with encryption protocols. The platform follows industry standards for data protection, and any data transfer or portability is done in compliance with relevant regulations, such as GDPR, ensuring users’ privacy and security are maintained during the process.
Third-Party Data Integrations Wrike allows users to connect and transfer data from external systems using integrations with various third-party tools. These integrations further enhance the portability of the data and allow businesses to maintain consistency and connectivity with other software solutions used across the organization. The integrations are secure and enable smooth data sharing across platforms.
Scaling Up / Down
Wrike offers flexible pricing and subscription models that allow organizations to scale up or down based on their changing needs. Whether a business is growing and needs more users or features or scaling back during periods of reduced demand, Wrike makes it simple to adjust the subscription accordingly. The platform supports various business sizes, making it adaptable for both small teams and large enterprises.
Flexible Subscription Plans Wrike provides several pricing tiers, allowing businesses to select the one that fits their current needs. As organizations grow, they can easily upgrade to a plan with more advanced features, users, or storage. Conversely, businesses can downgrade their subscription to a more basic plan when there’s a decrease in user requirements or project scope.
Adding or Removing Users Scaling up or down often involves adjusting the number of users. With Wrike, businesses can add or remove users as necessary without requiring a lengthy process. This flexibility ensures that organizations only pay for what they need, helping them maintain budget efficiency while aligning with their team’s size.
Add-Ons and Feature Upgrades Businesses may also scale up by purchasing additional add-ons or features. Wrike’s model allows companies to buy premium features such as advanced reporting, time tracking, or integrations as their needs evolve. When scaling down, organizations can remove these add-ons to reduce their costs, ensuring that they are only paying for the functionalities they actively use.
Contract Flexibility Wrike’s subscription is typically billed on a monthly or annual basis, with the option to adjust terms as needed. Businesses can modify their plan as their organizational needs change, with flexible contract renewal options. This allows businesses to adapt their subscriptions in response to fluctuating requirements without being locked into long-term agreements.
The terms & conditions for contract renewal and cancellation
Wrike offers flexible contract renewal and cancellation terms to accommodate the diverse needs of its users. The platform provides both monthly and annual subscription options, with renewal terms tailored to the specific subscription plan. Users should be aware of the details surrounding contract renewal, cancellation procedures, and any potential penalties or fees.
Automatic Renewal Wrike’s contracts typically include an automatic renewal clause, meaning that the subscription will renew for the same term (monthly or annually) unless the user actively cancels the plan. The renewal is usually processed automatically at the end of the current term, and users will be billed accordingly unless they notify Wrike of their intention to cancel.
Cancellation Policy Users can cancel their subscription at any time before the renewal date to avoid being charged for the next term. Cancellation is typically done through the user’s account settings, and users must ensure they meet the notice requirements to avoid automatic renewal. Some plans may also allow for refunds or prorated charges depending on the cancellation time.
Refunds and Proration Wrike generally offers prorated refunds for cancellations that occur before the end of the billing period, depending on the terms of the agreement. For annual plans, users may be eligible for a refund for the unused portion of the subscription. However, refund policies may vary depending on the region and specific terms of the contract.
Early Termination Fees Some users who wish to cancel before the end of their contract may incur an early termination fee. This is particularly common for users with long-term contracts or customized enterprise-level plans. Early termination fees are outlined in the contract, and users are encouraged to review these terms before committing to a plan.
Renewal Notifications Wrike typically sends a reminder before the renewal date to inform users of the upcoming renewal and the associated charges. This notification provides users with the opportunity to review their subscription, make changes, or cancel their plan before being charged for the new term. Users are advised to check their email or account for renewal notifications to avoid unwanted charges.
Compliance
Wrike is committed to maintaining high standards of compliance to ensure the security and privacy of its users' data. The platform adheres to industry-specific regulations, providing businesses with confidence that it operates in accordance with the best practices for data protection and privacy. Wrike complies with several global standards, including data security certifications and privacy laws.
General Data Protection Regulation (GDPR) Wrike is fully compliant with the European Union’s General Data Protection Regulation (GDPR). This regulation requires companies to implement strict guidelines for the processing, storage, and transfer of personal data. Wrike’s compliance ensures that users’ personal information is protected, and organizations can meet GDPR obligations regarding data privacy.
SOC 2 Type II Certification Wrike holds SOC 2 Type II certification, which is an auditing standard for service providers that manage sensitive customer data. This certification demonstrates that Wrike follows stringent security policies and procedures to protect user data from unauthorized access, disclosure, and modification. SOC 2 Type II evaluates the effectiveness of these controls over time.
ISO/IEC 27001 Certification Wrike is ISO/IEC 27001 certified, which is a widely recognized standard for information security management systems (ISMS). This certification ensures that Wrike adheres to best practices in managing sensitive data and follows rigorous procedures to safeguard data integrity, confidentiality, and availability.
California Consumer Privacy Act (CCPA) For users based in California, Wrike complies with the California Consumer Privacy Act (CCPA), which gives California residents the right to access, delete, and control their personal data. Wrike provides tools for users to manage their privacy settings and ensures that their data processing practices align with CCPA regulations.
HIPAA Compliance (Optional) Wrike offers an optional HIPAA-compliant version of its software for healthcare organizations that need to ensure compliance with the Health Insurance Portability and Accountability Act (HIPAA). This version includes features designed to protect health-related data, ensuring that Wrike meets the requirements for managing protected health information (PHI).
