The implementation process for DoorSpace is designed to be streamlined, allowing organizations to quickly transition from onboarding to full utilization. The exact duration can vary based on the complexity of the organization and the degree of customization required, but generally, implementation takes between 2 to 8 weeks.
Implementation Steps:
Initial Consultation & Needs Assessment: The process begins with a discovery phase where the DoorSpace team consults with stakeholders to assess the organization’s unique requirements, goals, and workflows.
Software Configuration: Based on the initial findings, the software is configured to align with the organization's operations. This includes setting up user roles, permissions, modules, and workflows.
Data Migration: If migrating from legacy systems, data such as employee records, compliance documents, and scheduling details are securely transferred into DoorSpace.
Integration with Existing Systems: DoorSpace can be integrated with existing HR, payroll, or credentialing systems as needed to ensure data consistency and efficiency.
Testing & Quality Assurance: A testing phase ensures all configured features work correctly and that any integrations function as intended.
Training and Onboarding: Comprehensive training sessions are provided for administrators and end-users, including manuals, walkthroughs, and live support.
Go-Live & Support: The software goes live after testing and training. A support team is available to address any post-deployment issues.
Ongoing Optimization: After launch, feedback is gathered and additional refinements are made to optimize the system's performance for the organization.
Customisation
Yes, DoorSpace is built with flexibility in mind and offers a wide range of customization options to accommodate different organizational structures, workflows, and compliance needs. This adaptability ensures that businesses can tailor the platform to match their specific operational requirements.
Customization Capabilities:
Modular Design: DoorSpace offers various modules (e.g., credentialing, training, onboarding) that can be enabled or disabled based on the business’s needs.
Role-Based Access Controls: Permissions and access levels can be customized to reflect internal hierarchies and workflows.
Workflow Automation: Organizations can customize approval flows, notification triggers, and task assignments to match their internal processes.
Branded Portals: The user interface can be branded with a company’s logo and color scheme for a seamless internal experience.
Reporting & Analytics: Customizable dashboards and reporting tools allow businesses to track KPIs relevant to their operational goals.
Integration Options: DoorSpace can be integrated with third-party platforms such as HRIS, payroll, background check services, and learning management systems.
Form & Document Customization: Businesses can create custom forms and document templates to meet regulatory and internal documentation needs.
Additional Costs
In addition to the standard subscription or licensing fees, DoorSpace may involve additional costs depending on the scale of implementation, the level of customization, and the chosen support package. It’s important for organizations to discuss their needs upfront to get a clear picture of total ownership costs.
Typical Additional Costs:
Setup or Implementation Fees: These are usually one-time costs associated with configuring the software, migrating data, and setting up integrations. Costs vary based on complexity.
Customization Charges: Custom workflows, forms, or integrations may incur additional fees depending on the scope of work required beyond standard capabilities.
Training Costs: While basic training might be included, advanced or on-site training sessions may come with extra charges.
Maintenance & Updates: Regular software updates are often included, but certain enterprise-level maintenance services might involve an annual fee.
Support Packages: DoorSpace typically offers tiered support options. Basic support may be included in the license, while premium or 24/7 support packages may have recurring fees.
Add-On Modules: Some specialized modules (such as advanced analytics, expanded credentialing, or compliance tracking) may require separate licensing or subscription fees.
Training
DoorSpace provides a robust onboarding and support framework to ensure new users can quickly and confidently begin using the platform. Training is designed to accommodate different user roles, technical proficiency levels, and learning styles. In addition to initial training, ongoing support ensures long-term success and system optimization.
Training and Support Offerings:
Live Onboarding Sessions: Interactive virtual sessions led by product experts guide users through system setup, navigation, and day-to-day operations.
Role-Based Training Modules: Customized training is provided for different user types—administrators, credentialing staff, HR personnel, and end-users—based on their roles within the system.
Self-Paced Learning Resources: Access to an online library of video tutorials, user manuals, and FAQs enables users to learn at their own pace.
Help Desk and Ticketing System: Users can submit support tickets directly through the platform for quick assistance with technical issues or functionality questions.
Dedicated Account Manager: Mid-size to enterprise clients often receive a dedicated representative to assist with onboarding, implementation, and continued success.
On-Demand Webinars and Refresher Courses: Regularly scheduled learning opportunities keep users updated on new features and best practices.
Knowledge Base Access: A searchable online knowledge base provides quick answers to common issues and user queries.
Email and Phone Support: Available during business hours, with options for extended support through premium packages.
Security Measures
DoorSpace prioritizes data security and compliance, particularly in handling sensitive employee, credentialing, and healthcare-related data. The platform incorporates multiple layers of protection, both technical and administrative, to prevent unauthorized access, data breaches, and ensure regulatory compliance.
Security Measures:
Data Encryption: All data is encrypted both in transit (using TLS protocols) and at rest to protect information from unauthorized access.
Role-Based Access Control (RBAC): User permissions are tightly managed so individuals only have access to the data and functions relevant to their role.
Multi-Factor Authentication (MFA): Adds an extra layer of login security, reducing the risk of unauthorized account access.
Regular Security Audits: Internal and third-party audits are conducted periodically to identify and resolve vulnerabilities.
HIPAA & SOC 2 Compliance: The platform adheres to strict industry standards for data handling, particularly important for healthcare organizations.
Automated Session Timeouts: Idle user sessions are automatically logged out to reduce the risk of unauthorized access via unattended devices.
IP Whitelisting and Access Restrictions: Optionally restrict access to trusted networks or specific locations for additional control.
Secure Data Backups: Routine backups are encrypted and stored securely to ensure business continuity and disaster recovery readiness.
Incident Response Protocols: A predefined process is in place to respond swiftly to any suspected or confirmed data breaches.
Updates
DoorSpace maintains a proactive development cycle to ensure the platform remains secure, user-friendly, and aligned with industry needs. Updates are typically issued on a regular basis and are managed in a way that minimizes disruption while maximizing value for users.
Update Frequency and Management:
Regular Software Updates: Feature updates and improvements are commonly released on a monthly or bi-monthly basis, depending on the complexity of changes.
Patch and Security Updates: Critical security patches are applied immediately when vulnerabilities are discovered, ensuring system integrity.
User Notifications: Users are informed in advance of upcoming updates through in-app notifications or email communications.
Scheduled Maintenance Windows: Updates are deployed during off-peak hours to minimize disruption to business operations.
Zero-Downtime Deployments: Where possible, updates are rolled out without interrupting service or requiring user downtime.
Feedback-Informed Development: User feedback is regularly collected and incorporated into future releases to improve system functionality.
Release Notes and Documentation: Detailed release notes accompany each update, outlining new features, bug fixes, and any changes in functionality.
Optional Beta Features: Organizations can opt into beta testing for early access to new features, allowing them to provide feedback before full deployment.
Data Ownership and Portability
DoorSpace emphasizes transparency and control when it comes to data ownership and portability. Clients retain full ownership of their data at all times, and the platform provides the necessary tools and support to ensure that data can be accessed, exported, or transferred as needed. This policy ensures that organizations are not locked into the platform and can maintain full custody of their sensitive information.
Data Ownership and Portability Policies:
Client Data Ownership: All data input into the DoorSpace platform—such as employee records, credentialing documents, compliance history, and training records—remains the sole property of the client organization.
Data Access Rights: Clients have continuous, unrestricted access to their data through the user interface and API, allowing them to view, retrieve, and manage information at any time.
Data Export Functionality: The software provides built-in tools to export data in commonly used formats (e.g., CSV, Excel, PDF), making it easier for clients to back up or transition data when needed.
Portability During Offboarding: If a client decides to discontinue the service, DoorSpace provides support in exporting and transferring all critical data securely, with minimal disruption.
Third-Party Data Transfers: DoorSpace supports integration with other platforms and systems, which also facilitates data portability when syncing with HRIS, payroll, or credentialing services.
Data Retention and Deletion Policies: Upon termination of a contract, clients can request the secure deletion of all data from DoorSpace servers, aligned with regulatory standards.
Compliance with Data Protection Laws: The software's approach to data handling complies with relevant data privacy regulations, such as HIPAA and GDPR, ensuring responsible and lawful management of client information.
Scaling Up / Down
DoorSpace is designed to scale flexibly with the needs of healthcare and workforce organizations, whether they are growing, restructuring, or reducing operational scope. The software’s licensing model and modular architecture allow for efficient adjustments in service levels, user capacity, and features without disrupting the core functionality or user experience.
Scalability Terms and Conditions:
Modular Pricing Structure: DoorSpace offers a modular system where clients can add or remove specific features or modules (e.g., onboarding, training, credentialing) based on evolving needs.
Flexible Licensing Tiers: Organizations can scale up by increasing the number of users or departments and upgrade to higher-tier packages with additional functionality.
Monthly or Annual Plans: Clients typically have the option to choose between monthly and annual billing, making it easier to adapt to budgetary constraints or operational changes.
Pro-Rated Adjustments: When scaling mid-cycle, charges for new users or features are often pro-rated based on the remaining billing period, providing fair and transparent pricing.
Contract Amendments: Scaling up or down may require a contract amendment, particularly for significant changes in user volume or support level, but the process is generally straightforward.
No Long-Term Lock-In: Many plans are designed to offer flexibility without enforcing long-term lock-in, allowing clients to adjust as needed with minimal penalty.
Onboarding Support for Scaling Up: When scaling up, DoorSpace provides implementation and training support to onboard new users and ensure a smooth expansion.
Usage Monitoring Tools: Admins can access reports and dashboards to monitor usage trends and determine when scaling adjustments might be necessary.
The terms & conditions for contract renewal and cancellation
DoorSpace offers clear and structured contract terms to support both long-term and short-term clients. Renewal and cancellation policies are designed to offer flexibility while maintaining service continuity and legal clarity. These terms vary slightly depending on whether the organization is on a monthly or annual agreement, but all contracts include transparent notice periods and options for early termination under certain conditions.
Contract Renewal and Cancellation Terms:
Auto-Renewal Option: Most contracts include an auto-renewal clause, which automatically extends the agreement at the end of the current term unless either party provides written notice within a specified period (commonly 30 to 60 days).
Notice Period for Cancellation: Clients are generally required to provide written notice of cancellation before the contract renewal date. For annual contracts, the standard notice period is typically 30–90 days.
Early Termination Clauses: Some agreements may allow for early termination with a predefined penalty or fee, particularly if cancellation occurs mid-term without cause.
Termination for Cause: Either party can terminate the contract immediately if the other party breaches a material term of the agreement (e.g., failure to pay fees, misuse of the platform).
Final Billing and Access: Upon cancellation, the client may retain access to their account for a limited period to export data before the account is deactivated.
Data Return and Deletion: Clients can request a full export of their data before termination. DoorSpace will delete all stored data following secure procedures, in accordance with their data retention policy.
Renewal Communication: Clients typically receive advance notice of upcoming renewals and any changes to pricing or service levels, allowing time for review and negotiation if necessary.
Plan Downgrades or Pauses: In certain cases, clients may request to downgrade or temporarily pause services rather than fully cancel, depending on their contractual terms.
Compliance
DoorSpace is built with a strong emphasis on regulatory compliance, especially given its focus on workforce and credentialing management in healthcare and similarly regulated industries. The platform adheres to a number of critical data protection and operational compliance standards to ensure both legal and industry best practices are met.
Compliance Standards Met by DoorSpace:
HIPAA (Health Insurance Portability and Accountability Act): Ensures that all health-related data is securely stored, accessed, and transmitted in a way that meets federal healthcare data privacy regulations.
SOC 2 Type II (System and Organization Controls): Demonstrates that DoorSpace has robust internal controls related to data security, availability, processing integrity, confidentiality, and privacy.
GDPR (General Data Protection Regulation): For clients operating in or handling data from the EU, DoorSpace complies with GDPR requirements concerning data consent, access, and erasure.
FERPA (Family Educational Rights and Privacy Act): If used in academic healthcare settings, DoorSpace maintains standards aligned with FERPA to protect student-related data.
HITECH Act (Health Information Technology for Economic and Clinical Health): Supplements HIPAA compliance by ensuring the protection and enforcement of electronic health information security.
Customizable Audit Logs and Reports: The platform includes tools to track user actions and generate audit trails, supporting internal audits and regulatory inspections.
Access Controls and Authentication Standards: Security protocols such as multi-factor authentication and role-based access controls support regulatory compliance across various frameworks.
Third-Party Risk Management: Vendor management and data-sharing policies ensure that third-party integrations also align with compliance requirements.
