HERO Software

The typical implementation process for HERO Software is designed to be quick, guided, and user-friendly, especially for small to mid-sized trades businesses. Here's a detailed breakdown based on the official HERO onboarding resources:

Implementation Process Overview

1. Initial Demo or Consultation
   • Users can schedule a personal demo appointment with a HERO consultant.

   • This session walks through the platform’s features and helps tailor the setup to the business’s needs.

2. Free Trial Period
   • HERO offers a 14-day free trial to explore the software hands-on.

   • During this time, users can test all core features, including project management, documentation, scheduling, and mobile access.

3. Onboarding Support
   • HERO provides step-by-step onboarding assistance, including:
     • Access to a 30-minute full demo video explaining all major features.
     • Interactive courses and webinars for new users.

     • Direct support from HERO’s customer success team.

4. Data Import & Setup
   • Users can import existing customer, project, or inventory data.

   • HERO’s team may assist with data migration and custom configuration depending on the plan.

5. Training & Customization
   • HERO offers custom training sessions for teams.

   • Users can configure workflows, templates, and automation modules (especially in the Copilot package).

6. Go-Live & Optimization
   • After setup, businesses can go live within a few days to 2 weeks, depending on complexity.

   • Ongoing support is available for optimization and scaling.

Typical Timeline

• Day 1–2: Demo session and trial activation
• Day 3–7: Initial setup, data import, and training
• Day 8–14: Trial usage, feedback, and adjustments
• Week 2–3: Full go-live for most small to mid-sized teams

Larger businesses or those with complex workflows may take 3–4 weeks for full implementation, especially if custom integrations or automation modules are involved.

HERO Software offers extensive customization options to meet specific business requirements:

• Corporate Branding: Users can personalize the platform with their own logo, color schemes, and button styles, ensuring consistency with their brand identity.

• Document Templates: Businesses can create and modify custom templates for offers, invoices, letters, and reports. These templates support drag-and-drop text blocks, which can be reused and edited as needed.

• Email Templates: HERO allows the setup of custom email templates for recurring communications, improving efficiency and consistency.

• Briefpaper Design: Users can upload their own PDF letterhead designs and adjust layout elements like footers and page numbers.

• Calendar & Task Colors: The calendar view and task management interface support color coding, which can be tailored to team workflows.

• Mobile App Sync: All customizations are reflected in the mobile app, ensuring a seamless experience for field workers.

These features make HERO highly adaptable for different trades, including carpentry, HVAC, electrical, and solar installation.

HERO Software has a transparent pricing model, but there are optional additional costs for setup and support services:

Base Pricing

• HERO Core: €59/month per user

• HERO Copilot: €199/month for the first user, €59/month for each additional user

Setup & Implementation Services

• Customer Data Import: One-time import based on HERO’s template
• Employee Setup: Adding staff profiles, configuring email templates, and importing DATANORM data
• Document Configuration: Custom setup of HERO’s base document templates
• Article Data Import: Optional import of product/service catalogs

• Online Training: Personalized onboarding sessions available

These services are optional and may be bundled or charged separately depending on the package chosen.

Support Services

• Free Resources: Access to tutorials, webinars, and a support portal

• Premium Support: Direct email and phone support, and personalized onboarding (some services may be paid)

HERO Prime Add-On

• Available for €29/month, HERO Prime offers exclusive discounts and benefits within and outside the software.

HERO Software provides a multi-layered support and training ecosystem tailored to different user needs:

Training Options

• Video Tutorials: Step-by-step guides on using HERO features, including project management, mobile app usage, and document creation.
• Webinars: Regular live sessions for beginners and advanced users covering specific topics.

• Online Courses: Interactive learning modules available through the HERO Community platform.

• Personalized Onboarding: Optional setup services include:
  • Customer data import
  • Employee profile setup
  • Email and document template configuration
  • DATANORM and article data import

  • Online training sessions for teams

Support Channels

• Support Portal: Extensive FAQs and documentation
• Email Support: Direct contact via [email protected]
• Phone Support: Available weekdays from 8:00 to 17:00 (CET)

• Community Access: Peer-to-peer help and expert advice through the HERO Community

Additional Services

• HERO Prime Membership: Offers exclusive access to partner discounts, expert consultations, and premium content.

HERO Software implements robust data protection and security protocols in compliance with EU regulations:

Technical Safeguards

• SSL Encryption: All data transmissions are encrypted to prevent unauthorized access.
• Hosting in Germany: Data is stored securely in the Open Telekom Cloud, ensuring compliance with GDPR and GoBD standards.

• Access Control: Strict internal policies govern employee access to sensitive data.

Legal & Regulatory Compliance

• GDPR Compliance: HERO adheres to all EU data protection laws, including:
  • Consent-based data processing
  • Data minimization

  • Right to access and deletion

• Data Processing Agreements: Available for business clients to formalize data handling responsibilities.

Data Protection Officer

• HERO has a designated Data Protection Officer from activeLAW Rechtsanwälte, ensuring legal oversight and compliance.

HERO Software follows a monthly update cycle for its web and mobile platforms. These updates are:

• Regular and Scheduled: Updates are typically released once per month, with detailed release notes published in the HERO Support Portal.
• Feature Enhancements: Each update includes new features, UI improvements, bug fixes, and performance optimizations.
• User Feedback Driven: Many updates are based on user suggestions submitted through the HERO Product Portal, where customers can vote on or propose new features.
• Automatic Deployment: Updates are deployed automatically via the cloud, requiring no manual installation by users.
• Change Logs: HERO maintains a public changelog that documents all changes, including new modules, interface tweaks, and backend improvements.

This agile update model ensures that users always have access to the latest tools and improvements without service disruption.

HERO Software is fully compliant with GDPR and emphasizes user data ownership and control:

Data Ownership

• Users retain full ownership of their data, including customer records, documents, and project files.

• HERO acts as a data processor, not a data owner, under GDPR guidelines.

Data Portability

• Users can export their data at any time, either manually or with support assistance.
• HERO supports structured data exports (e.g., customer lists, article catalogs, project data) in standard formats like CSV or Excel.

• Upon contract termination, users can request a complete data export before deletion.

Legal Safeguards

• HERO provides a Data Processing Agreement (DPA) to formalize responsibilities.
• Data is hosted in Germany (Open Telekom Cloud), ensuring compliance with EU data protection laws.
• HERO’s privacy policy outlines all rights related to access, correction, deletion, and data portability

HERO Software offers flexible user-based licensing, which allows businesses to scale up or down based on their team size:

• Per-User Pricing: HERO Core is priced at €59 per user/month, and HERO Copilot starts at €199 for the first user, with additional users at €59/month.
• Add/Remove Users Anytime: Businesses can add or remove users as needed. Charges are adjusted based on the number of active users in a billing cycle.
• No Long-Term Lock-In for Users: You’re not required to maintain a fixed number of users throughout the contract period.
• Modular Add-Ons: Optional features like HERO Prime or automation modules can be added or removed independently.

This makes HERO suitable for seasonal businesses or growing teams that need flexibility.

According to HERO Software’s AGB (General Terms and Conditions):

• Contract Formation: The contract is established via a signed order form or mutual agreement via email.
• Minimum Term: Contracts typically have a minimum term of 12 months, unless otherwise agreed.
• Automatic Renewal: Contracts automatically renew for the same duration unless canceled in advance.
• Cancellation Notice: Users must provide written notice before the end of the current term to avoid renewal. The exact notice period is defined in the individual agreement.
• Data Access After Cancellation: Users can request a data export before the account is deactivated. HERO ensures data is deleted securely after termination.

HERO Software complies with several key standards and regulations:

Data Protection & Hosting

• GDPR Compliant: Full adherence to EU data protection laws.
• Hosting in Germany: Data is stored in the Open Telekom Cloud, ensuring high security and legal compliance.

• SSL Encryption: All data transmissions are encrypted.

Accounting & Documentation

• GoBD Compliance: HERO meets the German GoBD standards for digital bookkeeping and tax documentation.

• ZUGFeRD Standard: Supports the ZUGFeRD format for electronic invoicing, which is widely accepted in Germany.

Integration Standards

• DATEV: Compatible with DATEV for accounting and payroll.
• Datanorm, IDS Connect, UGL: Supports industry-standard formats for importing/exporting product and pricing data