Wowflow
By Wowflow
Wowflow typical implementation process:
Initial Kickoff Session: A short meeting (typically 2 hours) to define goals, set up a basic structure, and plan the onboarding process.
Customized Onboarding Plan: Together with the customer, Wowflow creates a tailored 8-week onboarding plan, including video tutorials and best practice solutions.
Weekly Implementation Steps: Customers are guided through the setup and configuration, requiring only about 90 minutes per week of their time, with no need for pre-prepared master data.
Training and Support: Training is simple, often just 15 minutes per user, and Wowflow provides ongoing support and customized onboarding materials (like videos) throughout the process.
Rollout and Integration: After onboarding, users are ready to use Wowflow with their team and external service providers, integrating it step by step into daily workflows.
Implementation Duration: The typical implementation period is 8 weeks, after which most teams are fully operational and able to manage their facility management tasks efficiently.
Wowflow offers a range of customization options to tailor its platform to specific business needs, though its approach is designed to remain simple and user-friendly, especially compared to more complex, traditional CAFM and CMMS systems. Here are the key data points regarding customization:
Personalized Onboarding and Setup: Wowflow provides a personalized onboarding process, allowing customers to define goals and structure the platform according to their specific workflows and operational requirements from the outset.
Customizable Workspaces and Building Structure: Users can create and adjust workspaces for individual buildings, sub-workspaces for different building parts or rooms, and customize the data fields and information collected for each workspace. This enables businesses to mirror their unique organizational and physical structures within the software.
Flexible Order and Ticket Management: The system allows for the customization of order and ticket forms, including the adjustment of fields and information required for reporting issues or maintenance requests. This ensures that only relevant data is collected and tracked.
Multi-Collaboration Features: Wowflow supports collaboration with external service providers, even if they do not have a Wowflow account, by providing accessible reporting options such as QR code-based forms or email submissions. These features can be adapted to fit the way a business interacts with its partners and clients.
Selective Module Usage: Wowflow offers only the modules and functions that users need, avoiding unnecessary complexity. Businesses can choose which features to activate and use, ensuring the platform remains streamlined and relevant to their operations.
Integration and Add-Ons: The platform can be supplemented with add-ons and can integrate with standard ERP or existing CAFM tools, allowing businesses to extend or tailor Wowflow’s capabilities to complement their current software ecosystem.
On-Premise Option for Greater Control: For organizations requiring more control and deeper customization, Wowflow offers an on-premise solution. While this requires a higher investment and more IT resources, it provides additional flexibility for customizing workflows and data management.
Custom Reports and Documentation: Users can generate customized PDF work reports, including digital signatures, and can store and organize documents and photos relevant to each task or asset.
Scalability: The platform is scalable, supporting businesses as they grow, add more buildings, or expand their service provider networks. Custom solutions are available for medium to large companies with extensive facility needs.
Wowflow provides a streamlined and supportive onboarding process designed to help new users adopt the platform quickly and confidently. The training and support framework is structured around ease of use and practical guidance:
Personalized Kickoff and Onboarding: Every new customer begins with a collaborative kickoff session, typically lasting about two hours, where goals are outlined and a basic structure for Wowflow is established. This session is designed to get users started without requiring any pre-prepared master data.
Custom Onboarding Plan: Wowflow works with each team to create an individual 8-week onboarding plan, which includes video tutorials and best practice solutions tailored to the organization’s specific needs.
Minimal Training Required: Training is intentionally kept simple; most users can get started with just 15 minutes of instruction, making the platform accessible even for field staff who may be less tech-savvy.
Ongoing Support Materials: Throughout the implementation phase, Wowflow supports users by helping to create customized onboarding materials, such as instructional videos, and provides continuous guidance as teams integrate the software into their daily routines.
Continuous Support: After the initial onboarding, Wowflow offers ongoing support for at least 12 months to ensure users have access to help whenever needed. This support helps teams maximize their use of the platform and troubleshoot any issues that arise.
Wowflow implements several security measures to protect user data, particularly focused on ease of use, transparency, and compliance with modern digital security standards. While detailed technical documentation is not publicly listed on their main website, key security features and practices can be inferred from their app listings, privacy policies, and product descriptions:
Key Security Measures in Wowflow:
Data Encryption in Transit: All data transmitted between users and the Wowflow platform is encrypted, ensuring that sensitive information cannot be intercepted during transfer.
No Data Sharing with Third Parties: According to the app’s privacy information, Wowflow does not share user data with third-party companies or organizations.
User Data Control: Users can request the deletion of their data, providing a mechanism for individuals to manage their personal information.
Centralized and Secure Data Management: Wowflow provides a central repository for documents and key management, which allows for better tracking, auditing, and control over sensitive data. This approach helps in monitoring access and activities, which is a fundamental security best practice.
Digital Signatures and QR Code Handovers: For key management, Wowflow uses digital signatures and QR code-based handovers, ensuring that every key transfer is documented and authenticated, reducing the risk of unauthorized access or loss.
Automated Reminders and Notifications: Automated reminders for key returns and notifications for lost keys help maintain security and accountability.
Data Ownership:
User Control: Wowflow emphasizes that users retain control over their daily work and documents, suggesting that customers—not Wowflow—are the primary owners of their data within the platform.
No Third-Party Sharing: The platform does not share user data with third parties, reinforcing the idea that customer data remains under the control of the user or organization using Wowflow.
Industry Standard Practice: In facility management platforms like Wowflow, data ownership typically means that the customer (the facility or its management team) is considered the data controller, responsible for managing, accessing, and protecting their data23. Wowflow, as a service provider, would act as a data processor, handling data according to the customer’s instructions and applicable laws.
Data Portability
Export and Reporting: Wowflow allows users to generate PDF work reports and maintain clear tracking of assets and orders, indicating that data can be exported in standard formats for documentation and compliance purposes.
Wowflow terms and conditions:
Contract Duration: Most customers opt for a 3-year term to benefit from fixed pricing and additional advantages, but a 1-year term is also available and is considered crucial for successful implementation,
Auto-Renewal or Manual Renewal: The website does not specify whether contracts automatically renew or require manual renewal action.
Cancellation Notice Period: The license agreement can be terminated at any time with a 3-month notice period at the end of the contract period.
Refunds and Onboarding: During the 8-week onboarding phase, if you follow the implementation plan and are still unable to use Wowflow, you will receive a full refund of the onboarding fee and a free 1-year license. Refunds are not possible after the onboarding phase.
Post-Onboarding Cancellation: If you cancel your package before the start of the next payment cycle, you retain access to all paid functions and analyses until the end of the current billing period.
Onboarding Commitment: The 8-week onboarding plan requires about 1.5 hours of your time per week. After this phase, you are expected to be able to use Wowflow effectively.
