Doubleknot

1. Initial Consultation & Needs Assessment
   • Doubleknot begins with a discovery session to understand the organization’s structure, goals, and operational needs.

   • This includes identifying which modules (ticketing, memberships, fundraising, etc.) will be used and any required integrations.

2. Proposal & Configuration Planning
   • A tailored implementation plan is created based on the selected features.

   • Organizations choose between standard or custom configurations depending on their complexity.

3. System Configuration
   • Doubleknot configures the platform to match the organization’s workflows.
   • This includes setting up:
     • Ticket types and pricing
     • Membership tiers
     • Event registration forms
     • CRM fields
     • POS settings

     • Email templates

4. Data Migration (if needed)
   • Existing data (e.g., member lists, donor records) is cleaned and imported into Doubleknot.

   • This step may involve mapping fields from legacy systems.

5. Staff Training
   • Training is provided for admins and front-line staff.

   • Training formats include live webinars, documentation, and optional on-site sessions.

6. Testing & Quality Assurance
   • The system is tested in a sandbox environment to ensure all workflows function correctly.

   • Organizations can simulate transactions, registrations, and CRM updates.

7. Go-Live
   • Once testing is complete, the platform is launched.

   • Doubleknot provides support during the go-live phase to resolve any issues quickly.

8. Post-Launch Support
   • Ongoing support is available via email and helpdesk.

   • Organizations can request additional training or feature adjustments as needed.

Implementation Timeline

• Typical Duration:
  A few weeks to 2 months, depending on:
  • Number of modules being implemented
  • Customization level
  • Data migration complexity
  • Staff availability for training and testing
• Small organizations with basic needs may go live in 2–4 weeks.
• Larger institutions with complex workflows or integrations may take 6–8 weeks or more

Doubleknot is highly customizable and designed to adapt to the unique workflows of museums, nonprofits, and cultural institutions. Here are the key customization capabilities:

• Modular Design: Organizations can choose which modules to implement—ticketing, memberships, fundraising, event registration, POS, etc.—based on their needs.

• Custom Registration Forms: You can build forms with conditional logic, required fields, and custom data capture for events, camps, and programs.

• Membership Structures: Tiered memberships with custom benefits, pricing, and renewal rules can be configured.

• POS Customization: Sales Station allows for custom sales screens, device profiles, and integration with industry-standard peripherals.

• Third-Party Integration: Doubleknot integrates with external CRMs (e.g., Salesforce, ClearView CRM), email marketing platforms, and fundraising tools.

• Email Templates & Filters: Communications Suite includes drag-and-drop templates and audience segmentation by interest, location, or engagement level.

• Custom Reporting Dashboards: Organizations can build dashboards tailored to their KPIs and operational goals.

In short, Doubleknot is built to conform to existing business processes and can be tailored extensively to meet specific operational, marketing, and engagement needs.

Doubleknot uses a flexible, per-user pricing model, and additional costs vary based on organization size and customization needs. Here’s a breakdown:

Base Software Pricing

• Starting Price: $100/month for basic plans

• Per-User Pricing:
  • 1 user: $50/month
  • 10 users: $400/month
  • 100 users: $3,000/month

  • 1,000 users: $20,000/month

Setup & Implementation Fees

• Small Organizations: $1,000–$2,000
• Large Organizations: $5,000–$10,000+

• Enterprise Customization: Available upon request

Customization Costs

• Basic Customization: $500–$1,000

• Advanced Customization: $2,000–$5,000 depending on complexity

Training Costs

• Standard Training: $100 per user

• Includes webinars, documentation, and optional on-site sessions

Support Charges

• Included Support: Email, webinars, and helpdesk access
• Premium Support: May incur additional fees for priority service or dedicated account management (not publicly listed)

Doubleknot provides a comprehensive training and support ecosystem for new users, including:

Training Options

1. Live Webinars – Covering topics like administrator basics, financial reconciliation, membership management, and timed-entry ticketing.

2. On-Demand Video Library – Includes quick tips, how-to videos, and full-length training sessions for various modules.

3. Documentation & User Guides – PDF manuals and searchable online help are available for all features.

4. Custom Training Sessions – Organizations can request tailored training for their specific configuration.

5. Administrator Training Series – A structured set of webinars for onboarding new staff or refreshing existing users.

Support Services

• Email & Phone Support – Available at no charge for trained staff.
• Helpdesk Portal – Submit tickets and track support requests.
• Professional Services – Optional paid support for tasks like building forms, customizing reports, or setting up events.
• YouTube Channel – Offers additional tutorials and walkthroughs.

Doubleknot implements industry-standard security protocols to protect user and transaction data:

Core Security Measures

1. PCI DSS Compliance – Doubleknot adheres to the Payment Card Industry Data Security Standard, ensuring secure handling of credit card transactions.

2. SSL Encryption – All sensitive data (e.g., passwords, credit card info) is encrypted using Secure Socket Layer (SSL) before transmission.

3. HTTPS Enforcement – The entire platform enforces secure HTTPS connections to prevent data interception.

4. Data Access Controls – Role-based permissions restrict access to sensitive data within the organization.

5. Secure Hosting – Hosted on secure, monitored infrastructure with regular updates and patches.

Privacy Policy Highlights

• Personal data is never sold or shared without consent.
• Users can request data deletion or export in compliance with privacy regulations.

Doubleknot releases monthly software updates, typically including:

• Feature enhancements
• Bug fixes
• Security patches
• Performance improvements

For example, in 2023, updates were released in:

• September (v9.0.0)
• August (v8.0.0)

• July (v7.0.0)

These updates are managed through:

• Release Notes Portal – Users can view detailed change logs for each version.
• Automatic Deployment – Updates are rolled out automatically to all cloud-hosted clients.
• No Downtime – Updates are designed to be seamless, with minimal disruption to operations.
• User Notifications – Admins are notified of major changes or new features via email or dashboard alerts.

Organizations do not need to manually install updates, and most enhancements are included in the subscription without extra cost.

Doubleknot’s policy is clear: the subscribing organization owns all of its data. Here are the key points:

Data Ownership

• All personal and organizational data entered into Doubleknot is owned by the client organization.

• Doubleknot does not rent, sell, or share data except to fulfill service obligations or comply with legal requirements.

Data Portability

• Organizations can export their data at any time, including:
  • Member and donor records
  • Event registrations
  • Financial transactions
  • Attendance logs

• Data exports are typically available in CSV or Excel formats, making it easy to migrate or back up.

Privacy & Security

• Doubleknot complies with PCI DSS Level 3 standards for payment security.
• Data is encrypted during transmission and stored securely.
• Users can request data deletion or access under applicable privacy laws.

This policy ensures that organizations retain full control over their digital assets and can transition smoothly if needed.

Doubleknot offers flexible, scalable pricing and licensing, allowing organizations to adjust their usage as their needs evolve:

Scaling Up

• Organizations can add users, modules, or features at any time.
• Pricing is tiered by user count (e.g., 1, 10, 100, 1,000 users), so costs increase proportionally.

• Additional services like POS stations, CRM integrations, or online stores can be added modularly.

Scaling Down

• You can reduce user licenses or remove modules during contract renewal or by request.

• However, mid-contract reductions may not result in immediate cost savings unless explicitly negotiated.

Terms

• Most contracts are annual, and changes are typically processed at the end of the billing cycle.
• Doubleknot encourages clients to contact support to adjust plans based on seasonal or operational shifts.

Doubleknot’s contract and cancellation policies are standard for SaaS platforms, though not all terms are publicly disclosed. Here’s what’s known:

Renewal Terms

• Contracts are typically annual and auto-renewed unless canceled in advance.

• Clients are notified before renewal and can make adjustments to their plan.

Cancellation Terms

• Cancellation requires written notice, usually 30–60 days before the renewal date.
• If canceled mid-term:
  • No refunds are issued for unused months.
  • Access continues until the end of the billing cycle.
• For event or registration cancellations, Doubleknot provides tools to:
  • Issue full or partial refunds
  • Send updated receipts

  • Adjust balances and delete records

Note:

• Some organizations use electronic gift cards instead of refunds to retain revenue.

Doubleknot adheres to industry-standard security and compliance protocols, especially for handling financial and personal data:

Compliance Standards

1. PCI DSS Level 3 – Required for secure credit card processing. Ensures encryption, secure storage, and access control for payment data.
2. SSL Encryption – All data transmitted through the platform is encrypted via HTTPS.
3. Data Privacy Compliance – While not explicitly stated, Doubleknot aligns with general data protection principles (e.g., user consent, data export, deletion on request).
4. Role-Based Access Control – Ensures only authorized users can access sensitive data.
5. Secure Hosting Infrastructure – Hosted on secure servers with regular updates and monitoring.