STQRY Collect

Discovery & Planning

Objectives definition: Identify data to collect, forms, workflows, and validation rules.

Stakeholders & roles: Define who uses the app, who analyzes data, and who administers users.

Data model design: Outline collections, fields, types (text, numeric, GPS, photos, checklists), and relationships.

Success criteria: Establish KPIs, data quality standards, and delivery timelines.

Environment & access setup

Tenant provisioning: Create a production (and optionally staging) environment in STQRY Collect.

User provisioning: Set up user accounts, roles, permissions, and SSO if available.

Integration prerequisites: Plan connections to any back‑end systems (CRMs, ERPs, data lakes, dashboards).

Form & workflow configuration

Form/module design: Build data capture forms, with sections, logic jumps, skip rules, validation, and offline capabilities if needed.

Offline/Sync settings: Enable caching on mobile devices, determine sync schedules, and conflict handling.

Asset & media handling: Configure photo, video, audio capture, and metadata requirements.

Data pipelines & integration

Export/import rules: Define data export formats (CSV, JSON, API payloads) and frequencies.

API integrations: Set up endpoints, authentication, and data mapping for real‑time or batch transfers.

Automation: Create rules for notifications, task assignments, or workflow triggers.

Testing & validation

QA testing: Verify forms, validations, logic, offline mode, and data flows end‑to‑end.

Pilot run: Run a limited field test with real users to catch gaps.

Data migration (if applicable): Migrate any legacy data into STQRY Collect structure.

Training & change management

User training: Hands‑on sessions for field staff, supervisors, and data stewards.

Documentation: Provide quick guides, in‑app help, and best practices.

Support readiness: Establish support contacts and escalation paths.

Form & data model customization

Custom fields and types: Text, numeric, date/time, boolean, GPS coordinates, barcode/QR, photos, videos, audio notes, signatures.

Dynamic forms: Conditional logic, show/hide sections, skip patterns, validation rules, mandatory fields.

Localization: Multiple languages, units of measure, region-specific formats.

Workflows & business rules

Task assignments: Automatic routing based on rules or roles.

Notifications: Email/SMS/app push alerts for status changes or data issues.

Status dashboards: Real‑time views of field progress and data quality.

Offline/online behavior

Offline data capture: Local storage on devices with sync when online.

Conflict resolution: Rules for how to handle concurrent edits or duplicate records.

Integrations

APIs: REST/GraphQL endpoints for push/pull of data.

Data warehouses/BI: Connectors to Google Sheets, Excel, Power BI, Tableau, or cloud storage.

Back‑office systems: CRM/ERP/asset management or ticketing systems.

Branding & UX

Custom branding: Company logos, color schemes, and field terminology.

Mobile/native feel: Native app vs. responsive web, offline‑friendly UI patterns.

Data governance & security

Roles & permissions: Granular access controls, audit logs, and data retention policies.

Compliance: Support for GDPR, HIPAA, or other regulatory requirements (as applicable to data types and regions).

Reporting & analytics

Standard reports: Capture counts, completion rates, data completeness.

Ad‑hoc reporting: Query builders, custom dashboards.

Export formats: CSV, JSON, XML, or direct API feeds.

Licensing and subscriptions

User licenses: Per‑seat or per‑user pricing for field workers, supervisors, admins.

Tiered features: Some features (advanced analytics, offline capabilities, automation limits) may be gated behind higher tiers.

Setup and implementatio

Professional services:fee for discovery, configuration, form design, integrations, data migration, and training

Project duration: Longer projects may incur extended services costs.

Training

Initial training: Onsite or virtual sessions for end users and admins.

Ongoing training: Refresher courses or train‑the‑trainer programs.

Support and maintenance

Support plan: Different levels (e.g., Standard, Pro, Enterprise) with defined response times, SLAs, and coverage hours.

Maintenance: Regular software updates, security patches, and access to new features.

Okta/SSO or security add‑ons: Fees for identity/SSO integrations if applicable.

Add‑ons and extras

Advanced analytics modules or data quality tools.

Custom connectors for niche systems.

On‑site deployment (for some enterprise deals) vs. cloud.

Data transfer & storage

Data retention period and storage costs, especially for large media assets (photos/videos).

Onboarding materials: Look for a dedicated onboarding guide or getting-started checklist that helps new users set up their account, connect data sources, and create initial projects.

Documentation: A comprehensive knowledge base with step-by-step tutorials, feature overviews, and best practices.

Video tutorials and demos: Short videos showing common workflows (e.g., collecting data, configuring forms, exporting data).

Live support options: Channels such as email, chat, or phone support, with guaranteed SLAs for initial setup questions.

Onboarding sessions: Guided onboarding, either self-guided or with a customer success manager (CSM) who helps configure a first project and demonstrates core workflows.

Community and forums: Access to a user community for peer tips and troubleshooting.

Training for admins vs. end users: Separate tracks for account admins (permissions, security, integrations) and end users (data collection workflows).

Data encryption: At-rest encryption (e.g., AES-256) and in-transit encryption (TLS 1.2/1.3) for data transfers.

Access control: Role-based access control (RBAC), multi-factor authentication (MFA), and SSO/SAML integration for enterprise deployments.

Data residency and backups: Information about where data is stored (regions/country), and regular backups with disaster recovery procedures.

Audit logs: Immutable or tamper-evident logs of user activity, access events, and data operations.

Data privacy and compliance: Compliance with GDPR, CCPA, and any industry-specific standards; data retention policies and data deletion workflows.

Security testing: Regular vulnerability scans, penetration testing, and third-party security reviews; incident response procedures.

Data ownership and export: Clarity on data ownership, access rights, and easy data export or deletion on request.

Update types:

• Minor updates: Bug fixes and small enhancements with minimal downtime.

• Major updates: New features or architectural changes, potentially requiring opt-in or review notes.

• Security patches: Critical patches deployed as soon as possible, with notification.

Change management:

• Release notes detailing new features, changes, deprecations, and any migration steps.

• Admin dashboards or in-app banners alerting users to upcoming changes.

• Backward compatibility information and any required configuration updates.

Deployment model: Typically cloud SaaS with zero-downtime deployments or scheduled maintenance windows; some providers offer a staging environment for testing before production.

Notification channels: Email, in-app notifications, and a status page or product updates page to inform users about releases and incidents.

Data ownership

• Ownership assertion: Confirm that your organization retains ownership of all data you import, collect, or generate in STQRY Collect.

• IP and derivative data: Clarify who owns any metadata, templates, reports, or analytics derived from your data, and whether these derivatives can be used by STQRY for product improvement.

• Data rights on termination: Ensure you have the right to obtain a complete copy of your data (data export) and that STQRY will not withhold data upon termination for any reason other than approved retention or legal holds.

Data portability

• Data export formats: Ask for supported export formats (CSV, JSON, XML, etc.) and any limits (size caps, API-limited exports).

  
  API access: Confirm programmatic access to your data via REST/GraphQL APIs for extraction during and after the contract term.

  
  Data export during term: Define how you can export data at any time (on-demand vs. scheduled) and any associated fees.

  
  Data retention post-termination: Clarify how long STQRY will retain data after termination, and the process and timeline for providing a final data extract.

  
  Transition assistance: Check whether STQRY offers a data migration/transition service to a successor system, and any cost or SLA implications.

Scaling up (growth)

• Seat/user licenses or usage-based pricing: Clarify whether pricing scales with number of users, projects, data volume, or API calls.

  
  Capacity thresholds: Define what constitutes a scalable limit (e.g., concurrent users, storage, API rate limits) and the process to increase limits.

  
  Lead times: Typical advance notice required to accommodate scale changes (e.g., 15–60 days).

Scaling down (reduction)

• Notice period: Required minimum notice to reduce licenses or storage.

  
  Minimum commitments: Any minimum contract term or tier commitments that affect scaling down.

  
  Refunds or credits: Whether prepaid fees are refundable or eligible for credit when scaling down.

Pricing and SLAs during scaling

• Pro-rata adjustments: How pricing adjusts when scaling mid-term.

  
  Data handling during scale changes: Any temporary restrictions or migration steps when capacity is reduced or expanded.

Contract flexibilit

• Renewal options by tier: Ability to shift between tiers or add-ons at renewal without renegotiating core terms.

  
  Trial or pilot provisions: Whether you can run a pilot at a smaller scale before a wider rollout.

Renewal terms

• Automatic vs. manual renewal: Is renewal automatic, and what notice is required to opt out
  Term lengths: Common terms (1 year, 2 years, etc.) and any multi-year discount structures.

  
  Price changes at renewal: How price increases are communicated, caps on increases, and any grandfathering provisions for existing customers.

Cancellation rights

• Termination for convenience: Whether you can cancel for any reason and with what notice.

  
  Termination for cause: Grounds for termination (breach of SLA, data security incidents, non-performance) and cure windows.

  
  Data return and deletion on termination: Timeline and process for exporting data and securely deleting remaining data.

  
  Transition assistance post-termination: Access to data export, technical assistance, and continuity options during offboarding

SLA and remedies

• Service levels: Availability, response times, and remediation for failures.

  
  Credits or refund mechanics: How service credits are calculated and applied upon SLA breaches.

Payment terms

• Invoicing cadence: When invoices are issued and due dates.

  
  Late fees and interest: Applicable penalties for overdue payments.

  
  Taxes and currency: Applicable taxes and supported currencies.

Audit rights and data protection

• Audit rights: If STQRY permits audits and under what conditions.

  
  Data breach notification: Time-to-notify and required reporting details in case of a data breach.

  
  DPA alignment: Synchronization with any amendments during renewal.

Security and privacy certifications

• ISO/IEC 27001, SOC 2 Type II, ISO 27701 (privacy), PCI-DSS (if payment data), HIPAA (if health data), etc.

• Evidence: Provide copies of certificates, audit reports, or statements in a trusted center (Trust Center).

Data protection standards

• GDPR/CCPA/other regional privacy laws compliance, Data Processing Addendum (DPA), data localization options.

Security controls and testing

• Encryption standards (AES-256 at rest, TLS 1.2/1.3 in transit), MFA, SSO/SAML, RBAC.

• Regular security testing: vulnerability scanning, penetration testing, third-party assessments, frequency (annual, biannual).

Incident response and business continuity

• Incident response plan, RTO/RPO targets, disaster recovery testing frequency, and notification timelines.

Audit and governance

• Third-party audits, remedial actions, and public-facing audit reports or summaries.

Data sovereignty and cross-border transfer

• Data transfer mechanisms (SCCs/UK Addenda, BCRs, or other transfer mechanisms) and international data transfer posture.