Leapwork typical implementation process:
Initial Consultation and Requirements Gathering: Leapwork implementation often starts with discovery sessions to understand business objectives, application landscape, and automation goals. This phase helps tailor setup and priorities to your team’s needs.
Platform Installation and Environment Setup: The platform is installed either in the cloud or on-premises, based on your requirements. IT teams configure access, user roles, and connect Leapwork to existing systems and test environments. This can typically be completed within a few days.
Integration with Toolchains: Leapwork is integrated with CI/CD, DevOps, and test management tools such as Jenkins, Azure DevOps, Jira, and others, ensuring tests fit seamlessly into release pipelines. API connectivity or native connectors are configured during this period.
User Training and Enablement: Users are trained on no-code automation, best practices, and platform features. Leapwork provides instructor-led sessions, documentation, and self-paced learning resources to ensure the QA and business teams can create, run, and maintain flows independently.
Building First Automation Flows: Early test cases are built and executed, helping validate the environment and demonstrate automation value. Teams typically start with high-impact regression suites or repetitive manual test cases.
Scaling and Optimization: With initial success, organizations scale automation by creating reusable components, expanding coverage, and leveraging parallel execution, data-driven testing, and dashboards for reporting and optimization.
Leapwork can be extensively customized to fit specific business needs across workflow design, data, integrations, environments, and governance.
Visual flows can be tailored to any business process using drag‑and‑drop building blocks, so teams model domain‑specific workflows instead of generic scripts.
Custom “Sub‑Flow” blocks let you encapsulate reusable business logic (e.g., login, checkout, patient onboarding) and reuse it across many cases.
Sub‑Flows can be nested hierarchically, letting you mirror complex end‑to‑end processes exactly as they exist in your organization.
The Strategy Editor allows custom locator strategies, so you can fine‑tune how Leapwork finds UI elements in bespoke or legacy applications.
Data‑driven testing lets you plug in your own datasets, parameters, and external data sources to reflect real business scenarios.
Dynamic fields in the Strategy Editor allow injecting external or computed data at runtime, supporting highly flexible test flows.
Generative AI can be prompted to create structured test data (e.g., domain‑specific addresses or records), which you can format and wire into any custom process.
A public REST API allows any third‑party system to trigger flows, read results, control schedules, and update variables, so automation can be orchestrated exactly as your pipeline requires.
Native integrations with CI/CD and release platforms (e.g., Azure DevOps, Jenkins, Dynamics 365 pipelines) can be configured per project, team, or product line.
API endpoints expose fine‑grained control over runs, agents, and schedules, enabling custom dashboards or bespoke orchestration layers on top of Leapwork.
Schedules, Run Lists, agents, and environments can be configured to match your release cadence, regions, and infra topology (e.g., night runs, per‑environment suites).
System configuration is tunable for SME vs Enterprise editions, with guidance on sizing Controllers and Agents for your specific workload.
Leapwork supports both cloud and on‑premise deployments, allowing customization around data residency, network architecture, and security policies.
User roles, privileges, and teams are configurable, including AD/SSO integration, so you can enforce least‑privilege access aligned with internal policies.
Enterprise Edition adds team‑based collaboration and permission models, letting you mirror your org structure and segregate projects or systems under test.
The platform supports customization for specific stacks such as Dynamics 365, SAP, web, desktop, mainframe, and Citrix, enabling industry‑specific automation patterns.
Leapwork offers a structured onboarding program for new customers, led by Customer Success and Professional Services, to align goals, configure the platform, and secure early automation wins from “day 0”.
New users get access to the Leapwork Learning Center, an online training hub with step‑by‑step product courses, role‑based learning paths, and tutorials for web, desktop, virtual apps, and cross‑technology automation.
The Learning Center includes guided product training, hands‑on exercises, and a path to Leapwork Professional certification, helping users validate and formalize their skills on the platform.
Leapwork maintains an extensive Knowledge Base and product documentation library for self‑service learning, covering installation, system requirements, best practices, and feature‑level how‑tos, available 24x7.
New users can learn through official YouTube training series, including lessons on building first flows, web automation, scheduling with Run Lists, and mobile automation, providing visual, scenario‑based guidance.
Leapwork provides three formal support packages—Standard, Premium, and Ultimate—which differ in response times, access to live troubleshooting, and discounts on additional training and services.
All supported customers can use chat support via the website and Customer Portal, plus email/ticket support to the Priority Support address for technical issues, questions, and enhancement requests.
Support tickets are classified by priority (P1–P4) with defined impact criteria, ensuring critical production‑blocking issues receive accelerated attention and escalation through L1–L3 support levels.
Higher‑tier support packages include options such as dedicated installation and initial configuration help, faster SLAs, and access to live troubleshooting sessions with technical specialists.
Enterprise customers may receive a dedicated Customer Success Manager who orchestrates onboarding, defines success metrics, drives adoption, and coordinates ongoing value realization and renewals.
Leapwork’s Customer Portal lets clients manage licenses, monitor utilization, and request additional services or support, centralizing operational and support interactions in one place.
Third‑party and partner organizations offer instructor‑led Leapwork courses (including 2‑day tool‑based classes) that can be delivered in‑house and tailored to specific processes or industries.
Leapwork implements a layered set of technical, organizational, and compliance controls to protect customer data across its cloud and on‑premise deployments.
Communication between Controller and Agents uses an encrypted remote‑control protocol over a configurable TCP port, and Agents can be password‑protected to prevent misuse.
Leapwork provides access control and user‑management features, including configurable password complexity policies in the Security administration section.
The platform’s controller‑based storage model and data‑handling design are documented as GDPR‑compliant for test and process automation data, with defined retention and deletion practices governed by policy.
Leapwork’s Privacy Policy and Non‑personal Data & Usage Insights Policy specify lawful bases under GDPR, retention periods, and strict limits on data sharing with third‑party processors.
Leapwork publishes three to four service release updates per year, along with two to three major feature releases annually. These updates include new features, bug fixes, and patches, with minor updates and security improvements rolled out as soon as they are ready.
Major feature releases are scheduled two to three times per year, introducing significant new capabilities.
Service releases containing minor improvements, bug fixes, and security patches are aimed for three to four times annually; in some materials, this cadence is noted as about once a quarter.
All Leapwork components (Studio, Controller, Agents) must be updated to the same version for operational compatibility, and organizations are guided to upgrade all instances simultaneously to ensure seamless connectivity.
Updates are managed primarily via downloadable MSI installers from Leapwork’s portal. After installation, the assets and flows are automatically upgraded as part of the process, and documentation advises taking full system and database backups before major upgrades to safeguard data.
Leapwork releases also introduce automatic updates for dependent components, such as browser drivers and platform runtimes (like .NET), further streamlining post-deployment maintenance and minimizing manual steps.
The release notes for each update are published on the Leapwork website, and technical guides detail upgrade steps—for example, accommodating database structure changes in major updates.
Updates are typically non-disruptive but may introduce required downtime for upgrades, especially for large databases.
Administrators are provided clear guidance to manage upgrades and can consult Leapwork’s support or their Customer Success Manager during the process.
Leapwork’s policy is that customers retain ownership of their own data processed within the Leapwork platform, including all test assets, flows, and data files generated through usage. Customers are responsible for ensuring the legality and compliance of their data while using the software, especially when integrating third-party applications.
Leapwork does not claim ownership over customer data but retains intellectual property rights only to its platform and software infrastructure.
For AI-related features, customers remain the owners of all input provided and outputs generated by those features, while Leapwork is granted a limited license only to use this data for operating and improving its services in accordance with legal agreements.
Customers have the right to export their data from Leapwork at any time, using built-in REST API endpoints and export tools within the product.
The export process allows users to generate a ZIP file containing all automation assets (“Folders,” “Flows,” “DataFiles,” etc.), making it straightforward to transfer or back up data.
Leapwork offers flexible terms for scaling up or down, with licensing designed to adapt to organizational changes throughout the contract period. Administrative options and contractual terms support seamless increases or reductions in users, agents, and platform capacity.
Organizations can add users, agents, AI blocks, or cloud blocks at any point during the subscription term.
License upgrades are managed via the platform’s License Management console—once an administrator requests additional licenses, the platform is refreshed and new capacity is instantly made available.
Any increase in users, agents, or modules mid-term is typically subject to a pro-rated fee that is co-termed with the existing subscription period, with additional fees payable within 30 days of Leapwork’s notification and invoice.
Customers may reduce capacity for the next renewal cycle by providing notice before the next subscription period begins.
License and user count reductions are carried out through the same administrative interface—changes take effect with the next contractual renewal, and associated fees are adjusted accordingly.
Leapwork requires licensing utilization to match real organizational needs; if over-provisioned, customers can adjust licenses for future terms, but current contracted licenses are non-refundable until the renewal.
Contract amendments for scaling can be initiated by submitting a formal change request and, for major organizational changes, are governed by written documentation and signed approval from both parties.
License management operates in real-time via the Leapwork Controller, so increases are immediate, whereas decreases require alignment with renewal cycles.
Leapwork contracts are governed by an annual subscription model, incorporating clear terms for renewal, cancellation, escalation, and fee adjustments. The leading data points from Leapwork’s Master Subscription Agreement and user feedback are outlined below:
Leapwork subscriptions usually run for a fixed term—commonly 12 months—with auto-renewal unless a cancellation notice is provided.
The contract automatically renews for successive annual terms unless either party gives formal non-renewal notice before the renewal date (industry practice suggests a 60-day notice window, though specific terms should be confirmed on signed order forms).
Renewal periods are subject to fee escalation: unless otherwise stated in the order form, annual subscription fees increase by 5% per renewal, calculated from the prior period’s rate.
Cancellations must be communicated as written notice within the designated window before the contract renewal date; otherwise, the contract proceeds for the next term.
Once the yearly subscription expires and is not renewed, access is automatically cancelled without further obligation.
Either party may terminate a trial or beta agreement at any time, requiring immediate cessation of use and destruction of all software assets, with no warranty or further support provided for trial or beta instances.
Leapwork meets a mix of global compliance standards with a focus on security, privacy, and industry best practices for enterprise test automation platforms. The primary frameworks and standards addressed include:
Leapwork’s data storage, processing, and user rights are explicitly designed to be compliant with the EU’s General Data Protection Regulation (GDPR).
Customers have clear rights regarding data access, portability, and deletion, and the platform addresses key GDPR requirements around subject consent and breach notifications.
All in-flight and at-rest data is encrypted using industry standards, including TLS 1.2 and robust encryption for data storage.
The platform offers role-based access control, audit trails, password security, and integration with secure environments (cloud or on-premises).
Security controls are in place for password management, admin privileges, and automated logging of privileged actions.
Use within regulated environments (e.g., healthcare or government) may require additional controls, like FIPS 140-2 certification for storing or processing sensitive PHI/PII; Leapwork supports integration with third-party FIPS 140-2 certified solutions as needed for such use cases.
