Submittable

The typical implementation process for Submittable involves several key steps to ensure that organizations can effectively set up and utilize the platform:

1. Initial Consultation: Organizations usually begin with a consultation with Submittable’s sales or customer success team to discuss their specific needs, goals, and how the platform can be tailored to meet them.

2. Account Setup: After finalizing the subscription plan, Submittable assists with the account setup. This involves creating the account and configuring essential settings based on the organization’s requirements.

3. Form Creation: Users can utilize the drag-and-drop form builder to start creating customized submission forms. This can be done independently or with assistance from the Submittable team, depending on the user’s familiarity with the platform.

4. Workflow Configuration: Organizations can set up workflows, including defining review processes and roles for team members. This step often includes customizing notifications and automated communications.

5. Training and Onboarding: Submittable typically provides training sessions or resources for users to understand the platform’s features fully. This training can include tutorials, webinars, or one-on-one sessions.

6. Testing and Refinement: Before fully launching the platform, organizations may conduct tests to ensure that forms and workflows function as intended. Feedback from users can help refine the setup.

7. Launch: Once everything is configured and tested, the organization can launch their submission processes.

Submittable offers a high degree of customization to ensure that the platform meets the unique needs of different organizations. Key customization features include:

• Drag-and-Drop Form Builder: Organizations can create custom forms with specific fields and layouts tailored to their submission requirements.

• Custom Workflows: Organizations can design approval and review workflows that match their internal processes, allowing for various roles and permissions.

• Automated Messaging: Users can customize email templates and notifications to align with their branding and communication strategies.

• Reporting Tools: Submittable’s reporting features allow users to tailor the types of reports generated, focusing on key metrics relevant to their goals.

• Integration Options: Submittable can integrate with other software tools (such as CRM systems or email marketing platforms) to enhance its functionality and align with existing processes.

• Subscription Fees: These are the primary costs and are determined by the selected plan. Organizations usually pay based on the number of users and the features they need.

• Setup Fees: Generally, Submittable does not charge a setup fee; however, custom enterprise solutions may have associated onboarding costs.

• Maintenance Costs: Ongoing maintenance costs are typically included in the monthly or annual subscription fees, covering updates and platform maintenance.

• Support Charges: Standard customer support is typically included in the subscription cost, but organizations requiring dedicated account management or advanced support may incur additional charges.

• Training Costs: While basic training resources are usually provided, any specialized training or workshops may have additional costs, depending on the nature and depth of training required.

Submittable offers a range of training and support options to help new users effectively navigate the platform and maximize its capabilities:

• Onboarding Sessions: New users often receive onboarding sessions conducted by Submittable’s customer success team. These sessions provide personalized guidance on setting up the platform, creating forms, and managing submissions.

• Webinars and Tutorials: Submittable provides access to various webinars and video tutorials that cover different aspects of the platform, from basic functionality to advanced features. These resources can be helpful for users at any level.

• Knowledge Base: A comprehensive knowledge base is available, featuring articles, FAQs, and how-to guides that address common questions and problems users may encounter.

• Customer Support: Submittable offers customer support via email and chat, allowing users to ask questions and resolve issues as they arise. Support is typically included in the subscription plan, ensuring users have access to assistance when needed.

• Dedicated Account Managers: For enterprise clients, Submittable may provide dedicated account managers to assist with ongoing needs and ensure that organizations receive tailored support.

Submittable prioritizes data security with several robust measures in place:

• Data Encryption: Submittable employs industry-standard encryption protocols to protect data both at rest and in transit. This encryption ensures that sensitive information remains secure against unauthorized access.

• Secure Cloud Infrastructure: The platform is built on a secure cloud infrastructure, which includes data centers that comply with major security certifications and standards, ensuring high availability and reliability.

• Access Controls: Submittable implements role-based access controls, allowing administrators to set permissions based on user roles. This restricts access to sensitive information only to those who need it.

• Regular Security Audits: The company conducts regular security audits and vulnerability assessments to identify and address potential risks, ensuring continuous improvement of security practices.

• Data Backup: Submittable regularly backs up data to prevent loss and ensure quick recovery in case of any issues.

Submittable typically releases updates on a regular basis, though the specific frequency can vary. Updates may include new features, enhancements, bug fixes, and security improvements. The release management process generally includes:

• User Notifications: Users are usually notified of upcoming changes and releases through emails or in-app notifications, keeping them informed about new features and improvements.

• Documentation: Each update is accompanied by release notes that detail the changes made, allowing users to understand and adapt to new functionality.

• Feedback Mechanism: Submittable encourages feedback from users regarding updates and new features, integrating user suggestions into future releases to better meet the needs of their clients.

Submittable has a clear policy regarding data ownership and portability:

• Ownership: Organizations retain full ownership of the data they collect through the Submittable platform. This means that all submitted content and information remain the property of the organization, and Submittable does not claim any rights to this data.

• Data Portability: Submittable allows users to export their data at any time. Users can easily download submissions and reports in various formats, ensuring they can retain and utilize their data even if they choose to discontinue using the platform.

• Data Retention and Deletion: Submittable adheres to data retention policies, meaning data will be kept as long as the organization maintains an account. If an organization decides to terminate their account, they can also request the deletion of their data from the system in accordance with applicable legal and regulatory obligations.

Submittable provides flexibility for organizations looking to scale their usage up or down based on changing needs. Here are the key terms regarding scaling:

• Adjustable Plans: Organizations can choose subscription plans that fit their current needs, and they can adjust these plans as their submission volumes or user numbers increase or decrease. Submittable typically allows for upgrades to higher-tier plans for added features, increased user capacity, or greater submission limits.

• Flexible User Additions: Adding or removing users within a plan is straightforward. Organizations can adjust the number of user licenses according to their operational requirements, potentially incurring prorated charges if they scale up mid-billing cycle.

• Custom Solutions for Larger Needs: For organizations with unique or larger-scale requirements, Submittable offers custom enterprise solutions, which can be tailored with specific features and service levels. Organizations can discuss their needs with Submittable’s sales team to design a solution that adapts as they grow.

• No Long-Term Commitment: Submittable typically operates on a subscription basis, allowing organizations the flexibility to change their subscription according to their operational demands without being locked into long-term contracts.

Submittable has clear terms and conditions regarding contract renewal and cancellation:

• Contract Duration: Most Submittable subscriptions are offered on an annual basis, although monthly plans may also be available. Organizations commit to a subscription for this duration upon signing up.

• Renewal Process: Contracts are usually set to auto-renew unless either party provides notice of non-renewal prior to the expiration of the current contract. This notice period is often specified in the terms and can vary, so it’s advisable to review the exact terms provided at the time of subscription.

• Cancellation Notice: Organizations wishing to cancel their subscription must provide notice, generally at least 30 days before the renewal date. If notice is given within this timeframe, the subscription will terminate at the end of the current billing cycle.

• Refund Policy: Typically, Submittable does not offer refunds for any unused portion of a subscription upon cancellation. Organizations should check the specific terms at sign-up for any unique refund policies.

• Data Retention: Upon cancellation, organizations retain access to their data during the active subscription period. After cancellation, they may have the ability to download and export their data, though options may vary based on the terms of the subscription.

Submittable complies with multiple industry standards to ensure data privacy and security:

• General Data Protection Regulation (GDPR): Submittable is committed to complying with GDPR requirements, ensuring that the data of European Union residents is handled with care and in accordance with their rights.

• California Consumer Privacy Act (CCPA): The platform also adheres to CCPA standards, providing users with transparency regarding the collection and use of personal information and allowing for certain rights regarding their data.

• Health Insurance Portability and Accountability Act (HIPAA): While Submittable primarily serves organizations outside the healthcare industry, it understands the need for compliance in sectors where sensitive data may be involved, and can work with clients in those sectors to ensure adequate safeguards are in place.

• Payment Card Industry Data Security Standard (PCI DSS): Submittable implements security measures in accordance with PCI DSS when handling payment information to protect cardholder data.

• Secure Cloud Infrastructure: Submittable’s platform utilizes a secure cloud environment that adheres to industry best practices for data security, including regular security audits and vulnerability assessments.