Initial Consultation and Planning: The process begins with a discovery phase where business objectives, data structures, and organizational needs are analyzed to determine project scope and implementation strategy.
System Configuration and Setup: Ingentis software is configured according to client specifications, including data import, organizational hierarchy setup, and integration with HR or ERP systems.
Customization and Workflow Design: Tailored features, visualizations, and workflows are developed to align with specific business processes and reporting needs.
Testing and Quality Assurance: The configured environment undergoes testing to validate functionality, data accuracy, and system performance before deployment.
User Training and Documentation: End users and administrators receive comprehensive training and documentation to ensure efficient system use and self-sufficiency.
Go-Live and Post-Implementation Support: Once the system is approved, it is rolled out across the organization with ongoing monitoring and post-launch assistance for optimization.
Typical Duration:
Small to mid-sized organizations: 4–8 weeks
Large or multi-departmental organizations: 8–16 weeks or more depending on data complexity and integration requirements
Customisation
Data Integration Flexibility: Supports connection with various HR systems (e.g., SAP, Oracle, Workday, etc.) and custom databases.
Organizational Chart Personalization: Visual structures can be modified to reflect specific roles, departments, and reporting relationships.
Custom Business Rules: The software allows the configuration of logic-based rules to automate processes, flag anomalies, and support decision-making.
Interface and Branding: Dashboards, layouts, and colors can be adapted to match corporate branding and usability preferences.
Scalable Design: Easily expandable to accommodate new departments, locations, or evolving company structures.
Role-Based Access Control: Permissions and visibility settings can be customized to match internal security and compliance policies.
Additional Costs
Setup and Implementation Fees: One-time costs for system configuration, data import, and integration services during the initial deployment phase.
Customization Charges: Additional fees for developing bespoke features, reports, or workflows beyond the standard functionality.
Maintenance and Software Updates: Annual or subscription-based charges for updates, bug fixes, and performance improvements
Technical Support Packages: Tiered support options (standard or premium) may be offered, with different response times and service levels.
Training and User Enablement: Optional training sessions, webinars, or on-site workshops may incur separate fees.
Cloud Hosting or Infrastructure Costs: For SaaS models, cloud hosting and storage usage may add to recurring subscription fees.
Training
Foundational Training / Workshops: Introductory workshops or courses covering system basics, navigation, features, and best practices (for end users and administrators).
Advanced Training / Deep Dives: More specialized sessions focusing on advanced features — e.g. simulation, analytics, custom reporting, data cleansing, and extension modules.
Onsite or Remote Training: Depending on the client’s preference and location, training may be delivered in person or via remote / virtual sessions.
Webinars / Live Demos: Ingentis offers regular webinars that walk through features, use cases, and updates, which new users can join to learn practical usage.
Documentation & Knowledge Base: A repository of guides, manuals, FAQs, technical documentation, step-by-step instructions, and best practices.
Support via Email / Phone / Ticketing: Users can log issues, ask questions, and receive help through helpdesk channels (email, phone, ticket system).
Customer Success / Consulting Services: A dedicated team works with clients over time to help optimize use, align the system with organizational goals, troubleshoot more complex issues, and recommend improvements.
Workshops for Use-Case Adoption: As organizations mature in their use of the software, Ingentis may run workshops tailored to specific functional goals (e.g. organizational redesign, HR analytics, scenario planning).
Security Measures
Data Backups & Off-site Storage: Production data is backed up daily (with archive logs) and stored securely offsite. Non-production environments have their own backup cycles (e.g. weekly) and retention policies.
Access Control / Role-Based Permissions: Users are given only the minimal permissions needed (principle of least privilege). Role-based access ensures that sensitive data or functions are only visible to authorized users.
Secure Offboarding & Data Export: As part of contract termination or migration, clients can extract their data. Ingentis provides tools for data export and ensures data access is smoothly handled during offboarding.
Business Continuity & Disaster Recovery: The platform architecture supports redundancy, backup logging, and archive logs to ensure continuity of service in case of failures. Extended coverage or enhanced continuity options may be offered as premium services.
Secure Infrastructure & Hosting Environment: (In SaaS or cloud deployments) the infrastructure is hardened, monitored, patched, and maintained according to security best practices.
Encryption in Transit & At Rest: Data is encrypted while moving between systems or users (e.g. via TLS / SSL), and stored data is encrypted in databases or file stores.
Audit Logging & Monitoring: Activities, changes, and access attempts are logged and monitored. Any anomalous activity may trigger alerts or investigations.
Vendor / Third-Party Integrations Security Review: Integrations with HR systems, databases, directories, or APIs are vetted, use secure authentication, and follow interface security standards.
Regular Maintenance & Patch Management: Security patches and updates are applied regularly to close vulnerabilities and ensure system integrity.
Updates
Regular Release Windows / Maintenance Windows: Ingentis schedules maintenance windows during which new releases, patches, or updates are deployed. These windows are communicated in advance to minimize disruptions.
Versioned Releases: Updates follow versioned releases (for example, “org.manager release 25.08”) so clients know which version they’re moving to, and what changes are included.
Staged Deployment (Demo → Test → Production): New features or patches are typically rolled out first in non-production or demo/test instances, validated by teams and clients, before being deployed to production.
Scheduled Maintenance Notices: Clients can see scheduled maintenance and update windows via status pages or maintenance schedules.
Backward Compatibility / Migration Tools: When new releases introduce changes, migration tools and compatibility support are often offered to ease transitions.
Hot Fixes / Smaller Patches as Needed: In cases of urgent issues or security vulnerabilities, Ingentis may push smaller fixes or patches outside the typical release window (emergency / out-of-schedule updates).
Customer Communication & Release Notes: Prior to updates, customers receive release notes, change logs, and guidance on the impact of the update (new features, bug fixes, deprecated items).
Coordination with Clients: In many implementations, Ingentis works with client IT / operations to schedule updates at times of minimal disruption (e.g. off-peak hours) and sometimes gives clients a window to delay or defer noncritical updates.
Data Ownership and Portability
Customer is Data Owner: The customer (user organisation) retains ownership of all data uploaded, generated, or stored in the system. Ingentis acts as processor / service provider, processing data per customer instructions.
Data Processing As Per Customer Instructions: Ingentis only uses or processes data according to what the customer contract/licensing agreement specifies. Changes, corrections, deletions are made per customer’s directive.
Export & Portability Rights:
Customers have the right to get their data in a structured, commonly used and machine-readable format. This aids switching vendors or keeping backups, or migrating to other systems.
Legal / Regulatory Basis:
Where applicable (e.g. GDPR), the customer has data subject rights: portability, correction, deletion. Ingentis supports these as part of its compliance obligations.
Data Return At Termination / Off-boarding:
On contract termination or when customer wishes to stop using the service, customers should be able to export their data, and Ingentis should provide means to recover data (before deletion), under agreed timetable.
Retention & Deletion Policies: After data is no longer needed per contract, or upon customer request, data is deleted or blocked in accord with legal and contractual obligations.
Scaling Up / Down
User / Seat Scaling:
If more users need access (or fewer), contracts usually allow adjusting the number of licensed seats (users). This could mean adding users mid-term, possibly pro rata, or reducing at renewal.
Feature / Module Upgrades or Downgrades:
Organizations can often add or drop modules (e.g. data management, analytics, reporting, integrations) depending on evolving needs, subject to contract terms and pricing.
Data Volume / Usage Scaling:
For organizations with increasing data volume, larger or better performance infrastructure might be needed. Ingentis may charge more for higher storage, more frequent integrations, heavier usage, or advanced performance capacity.
Contract Flexibility and Notice Periods:
Scaling down (reducing seats, features) may require advance notice or may only be possible at contract renewal; there may be minimum terms or commitment periods.
Pricing Adjustments:
When scaling up (more seats, features, data, integrations), price typically increases accordingly. There may be tiered pricing or volume discount. For scaling down, there may or may not be refunds or pro rata reductions.
Support & Infrastructure Impact:
As scale increases, support needs, performance monitoring, possibly custom service/SLAs become more relevant; these may incur higher fees. Scaling down might also reduce the level of service.
The terms & conditions for contract renewal and cancellation
Initial Term & Renewal Term
Contracts often specify an initial term (e.g. 12 months, 24 months) after which the contract renews automatically (unless notice is given). Renewal is frequently done on the same term length, unless otherwise negotiated.
Automatic Renewal / Notice of Non-Renewal
Contracts often include an “auto-renew” clause: the contract renews unless one party gives notice of non-renewal by a defined deadline (e.g. 30, 60, or 90 days before end of term).
You should verify the exact cutoff date for giving notice to prevent unwanted renewals.
Cancellation / Termination by Either Party
The agreement often allows either party to terminate early under specific circumstances (e.g. material breach, insolvency, failure to pay). A cure period (e.g. 10, 30, 60 days) is typically given for remedying breaches before termination.
Termination for convenience (i.e. without cause) is less common or may carry penalties.
Effect of Termination / Cancellation
Upon termination, you’ll lose access to the system; accounts and credentials are deactivated.
You may be responsible for paying any outstanding or pro rata fees up to the termination date.
Provisions usually specify which terms (e.g. confidentiality, data rights, liabilities) survive termination.
You should be able to export your data before termination; after a retention period, the provider may delete data.
Refunds / Unused Fees
Most vendor agreements stipulate that payments already made are non-refundable (or limited refund) after the term begins.
If termination is allowed mid-term, you might not receive refunds for the remaining unused portion, unless specifically negotiated.
Renewal Pricing Adjustments
Upon renewal, the vendor may reserve the right to increase pricing, especially in multi-year agreements or with inflation considerations. The contract might require advance notice of price changes.
Your acceptance (via continued use or payment) might be treated as acceptance of new pricing.
Suspension / Temporary Termination
Vendors often reserve the right to suspend services temporarily (e.g. for non-payment, security issues, or legal requirements) even if formal termination is not trigg
ered.
Legal / Insolvency Termination
If one party becomes insolvent, enters receivership, or is subject to bankruptcy proceedings, the other party may have the right to terminate immediately.
Compliance
Data Protection & Privacy Laws (e.g. GDPR)
Given that Ingentis is a European-based provider, it is expected to comply with the General Data Protection Regulation (GDPR) for processing personal data of EU citizens. This includes principles like lawful basis for processing, subject rights (access, correction, deletion), transparency, purpose limitation, data minimization, and data portability.
ISO / IEC Standards (e.g. ISO 27001, ISO 27017, ISO 27018)
Many software vendors adopt ISO/IEC 27001 for information security management systems.
Other related certifications (27017, 27018) cover cloud services and protection of personally identifiable information in the cloud.
SOC 2 / SOC Audit Standards
Some enterprise SaaS providers undergo SOC 2 audits, which assess security, availability, processing integrity, confidentiality, and privacy. This gives customers assurance of internal controls and security practices.
Industry / Local Regulations
Depending on your industry or country, compliance with standards like HIPAA (health), PCI DSS (payment card data), or sector-specific regulations may be required. The software vendor must support compliance (or not impede it) if you operate in regulated domains.
