Loomion

• Initial consultation and requirements analysis: Loomion works with the client to clarify board structure, mandates, and security preferences for hosting (on-premises, Swiss cloud, Microsoft cloud).

• Solution configuration: The platform is set up with role-based access, branding, and integration preferences tailored to the organization’s needs.

• Data migration: Existing board documents and meeting records are securely transferred into Loomion’s platform, ensuring confidentiality and data integrity.

• User onboarding and training: Administrators and meeting participants receive detailed training on document management, voting, collaboration tools, and portal access (both mobile and desktop).

• System testing and validation: Processes for meetings, signatures, and voting are tested, and feedback is gathered for any required customizations.

• Go-live and support: Loomion launches the solution for live use, with ongoing support provided for technical questions and best practices.

• Role-based access controls allow administrators to tailor permissions and access down to the document level for different user types.

• White-label branding enables organizations to use Loomion in their own corporate design, including logos and customized interface elements.

• Flexible storage solutions let organizations choose on-premises infrastructure, Microsoft Azure cloud, or highly secure Swiss data centers based on compliance and operational preferences.

• The platform supports custom workflows for meetings, voting, electronic signatures, circular resolutions, post-processing, and feedback collection, aligning with each company’s governance model.

• Multiple mandates management allows boards to operate parallel sessions and committee groups within a single portal customized to their organizational hierarchy.

• Integration with external productivity and document tools (e.g., Microsoft Office, Teams, SharePoint, Foxit, and mobile platforms) provides flexibility in meeting industry-specific requirements.

• Administrators can grant and revoke access in real time, supporting business demands for instant policy and user changes.

• Customizable notifications, calendar functions, and task management modules enable organizations to tailor communication and workflow channels.

• The solution can be adapted for different languages, international hosting, and compliance needs, serving financial, trust, and investment sectors with tailored data environments.

• Support for granular audit trails, usage reports, and secure collaboration features includes options for customizing document annotation, commenting, and workflow steps for groups and individuals.

• Setup fees: May apply for initial configuration and onboarding.

• Training costs: Optional workshops or advanced sessions for staff.

• Maintenance: Annual or subscription-based fees for updates and patches.

• Support charges: Tiered support packages (basic vs. premium SLA).

• Customization fees: Extra charges for bespoke integrations or advanced features.

• Licensing: Costs scale with number of users and boards.

• Prospective and new customers can book a live demo to see the platform in action and ask expert questions, which serves as an entry point to onboarding and setup guidance for new teams.

• Multiple third‑party reviews report a “smooth roll-out process” and “easy roll-out,” indicating hands‑on assistance from Loomion’s team during initial deployment and user enablement for boards and administrators.

Training resources

• The official site emphasizes booking a live demo to experience workflows and features, which organizations commonly use as training sessions for administrators and board members at the start of adoption.

• User feedback consistently notes that the interface is intuitive and “easy to learn,” reducing training time for new users while still being backed by Loomion’s team during early use.

Ongoing support

• Reviews cite “incredible team support,” “very friendly support team,” and “highly dedicated” support, reflecting accessible, responsive assistance post‑go‑live for end users and coordinators (e.g., secretaries).

• Loomion provides a customer download portal for Windows and iOS clients, which typically aligns with a supported environment for updates and client assistance during device onboarding and maintenance.

Administration and configuration help

• The product is often deployed with Microsoft SharePoint integration and supports on‑premise or private cloud options; reviews describing professional initial rollout suggest Loomion assists with environment configuration and mandate setup for admins during onboarding.

• Role‑based access and multi‑mandate features are core to the platform; demos and rollout support commonly cover permissioning, document access, and meeting workflows to get new administrators productive quickly.

• Loomion uses end-to-end encryption for data exchanges and secure document storage, ensuring confidentiality for all files and communications shared on the platform.

• Data can be stored on-premises, in Swiss secure clouds, or in private Microsoft clouds, letting organizations choose infrastructure that meets their specific compliance and risk profiles.

• The platform implements bank-grade security protocols that align with financial sector requirements, regularly cited as compliant with the “highest banking security standards,” and utilizes a SharePoint-based secure architecture.

Role-based access and authentication

• Administrators manage granular,role-based access schemes, granting or revoking permissions in real-time for users, mandates, and document levels. This ensures access is strictly limited to authorized personnel.

• Loomion supports two-factor authentication (2FA) to further strengthen authentication processes for all users.

• Activities and changes are auditable through system activity monitoring and logs, providing transparency, accountability, and rapid detection of unusual or unauthorized behavior.

Compliance and risk controls

• Loomion designs its platform to meet stringent regulatory expectations, particularly for highly sensitive board data and confidential company materials.

• Secure environment options (Swiss data center, Microsoft cloud, on-prem) help organizations comply with European and Swiss privacy laws, financial regulations, and internal data governance rules.

• Loomion’s platform and its “Twelve Directors' Portal” solution are updated multiple times annually, reflecting a standard release cadence for enterprise board management software.

• The update cycle is structured to prioritize stability and security for systems dealing with highly sensitive board data, ensuring patches and new features are thoroughly tested before release.

Update management process

• Updates are managed by Loomion’s support and technical team, who directly coordinate major upgrades and security patches with customer administrators—especially for on-premises and private cloud deployments where customer approval is often required.

• For cloud-based deployments, Loomion typically manages deployments centrally, notifying customers in advance of any planned downtime or changes, with most updates deployed outside of business-critical meeting times.

• Customers have access to a dedicated download portal for client updates, and Loomion support can assist with scheduling or executing upgrades to minimize user disruption.

Support and communication

• Loomion’s strong customer service model includes proactive update communication, providing advance notice, release notes, and assistance to ensure smooth transitions.

• Organizations benefit from Loomion’s expertise in coordinating and validating post-update functionality, including security checks and role-based access revalidation.

• Customers retain full ownership of their data within the Loomion board portal, including all documents, communications, votes, and records created or stored during meetings.

• Loomion does not access or use customer data and specifically states that it does not require access for system operation, except during agreed support periods—ensuring strict separation and privacy.

• Administrators manage access down to the document level and can grant, revoke, or audit permissions at any time, reinforcing customer data sovereignty.

Data portability

• Loomion enables seamless export and migration of board documents and meeting data, supporting open formats for interoperability and minimizing vendor lock-in risks.

• Customers can move board data between hosting environments (on-prem, cloud, Microsoft cloud) and export documents as needed, ensuring portability if service termination or migration is required.

• Data portability is aligned with European privacy and governance standards, facilitating compliance with GDPR and similar regulations.

Hosting flexibility and control

• Customers choose their preferred data storage location—on-premises for full control, Swiss-cloud for local compliance, or Microsoft cloud for integration needs—giving organizations both practical and legal ownership over board data.

• Loomion’s platform is architected to support all board sizes, committee types, and complex organizations—customers can add new users, organizations, mandates, and features as required, typically through a contract amendment or subscription upgrade.

• Additional users, modules, or storage are usually priced pro rata for the remaining contract term or added to the next renewal, according to standard SaaS enterprise practices.

• Organizations needing to migrate between cloud, on-premise, or Microsoft Cloud environments for larger scale are supported through Loomion’s technical and support team, ensuring transitions meet compliance and security requirements.

Scaling down (contraction)

• Customers can typically reduce active users, features, or mandates at the end of the current contract period or upon renewal, with reductions reflected in the next billing cycle.

• Mid-term scale-downs are less common but may be negotiated for special circumstances; subscription terms generally outline notice periods and requirements for such changes, and refunds are uncommon unless explicitly agreed.

• Contracts are typically set for an initial term (often 12 months), with automatic renewal for a similar period unless either party provides a written notice of non-renewal.

• The advance written notice required for non-renewal is usually specified in the contract; common periods are 60–90 days prior to the end of the current term.

• If neither party submits a non-renewal notice, the agreement continues and renews on the same terms for the next cycle.

Cancellation and termination

• Contracts often allow cancellation or termination by either party with advance written notice, with typical notice periods ranging from 30 to 90 days, depending on jurisdiction or negotiation.

• Early termination (for convenience) may not entitle the customer to a refund for prepaid fees. Upon termination, outstanding amounts become immediately due.

• Contracts specify the right for Loomion to terminate immediately under specific circumstances, such as customer insolvency or material breach of terms.

• Termination for breach is standard; if contractual duties are not performed, the non-breaching party can terminate the agreement.

• Mutual agreement and fulfillment of all obligations are additional recognized grounds for termination, while force majeure and impossibility of performance can also invoke cancellation rights.

Practical management

• Administrators or procurement must track renewal dates and submit cancellation notices in the required timeframe to avoid automatic renewals.

• Written notice is the required method for contract changes, cancellation, or non-renewal.

• Some contracts may offer flexibility for negotiation of terms, renewal cycles, or penalty-free cancellation in specific scenarios.

• Main compliance certifications

• GDPR (General Data Protection Regulation): Loomion is explicitly designed and operated to meet GDPR requirements for privacy, data handling, user rights, and cross-border data protection, making it fully suitable for European organizations and multinational boards.

• Swiss banking/security standards: The platform is certified to comply with banking-grade security protocols, reflecting requirements for encrypted storage, auditability, and protected access typical in Swiss financial services and other high-risk sectors.

• SharePoint-based security: Loomion leverages Microsoft SharePoint technology, inheriting its strong compliance infrastructure and support for regulatory documentation and granular permissions management.

• ISO frameworks: The platform is built for compatibility with ISO 27001 information security management principles, and vendor publications note continuous improvement to align with evolving global standards (e.g. ISO 27701 privacy).

• Local Swiss and European regulations: Loomion offers hosting options that comply with local Swiss data residency and privacy laws, further strengthening its position for organizations that must fulfill jurisdiction-specific controls.

Regulatory coverage and industry suitability

• Loomion is used by financial institutions, pharmaceutical firms, and government-related organizations—sectors that require strict audit, access controls, and demonstrated compliance with robust frameworks.

• The solution supports full logging, secure multi-factor authentication, role-based access management, and encrypted data exchange, establishing the necessary foundation for compliance audits and certification.

• Customers can select data storage locations that fulfill their specific legal obligations, with options for Swiss, European, or on-premise ISO-aligned hosting.