Apptivo
By Apptivo
Initial Consultation and Requirement Gathering:
The process begins with an initial consultation where the business's specific needs and requirements are discussed. This helps in understanding the scope of the project and the customization needed.
Configuration and Customization:
Apptivo offers a high degree of customization to fit specific business needs. This includes configuring the software to match the business processes, setting up workflows, and integrating with other systems if necessary.
Data Migration:
If the business is transitioning from another system, data migration is a critical step. Apptivo provides tools and support to ensure that data is accurately transferred to the new system.
Training and Support:
Training sessions are conducted for the staff to ensure they are comfortable using the new system. Apptivo offers various training resources, including webinars, documentation, and one-on-one sessions.
Testing and Go-Live:
Before going live, the system is thoroughly tested to ensure everything is working as expected. Any issues identified during this phase are addressed.
Post-Implementation Support:
After the system goes live, Apptivo provides ongoing support to address any issues and ensure the system continues to meet the business's needs.
Duration
The duration of the implementation process can vary widely. For small businesses with straightforward requirements, the process can take a few weeks. For larger organizations with more complex needs, it can take several months. The exact timeline depends on factors such as the extent of customization, the amount of data to be migrated, and the availability of the business's staff for training and testing.
Apptivo is highly customizable to fit specific business needs. Here are some key points regarding
Custom Apps: Businesses can create custom applications tailored to their specific processes.
Custom Fields and Layouts: Users can add custom fields and modify layouts to capture the necessary information.
Workflows and Automation: Apptivo allows the creation of custom workflows and automation rules to streamline business processes.
Integration: The software can be integrated with other tools and systems, such as accounting software, CRM systems, and more.
Role-Based Access: Custom roles and permissions can be set up to control access to different parts of the system.
Apptivo offers various pricing plans and additional services, including setup fees, maintenance contracts, and support charges. Setup fees may include professional implementation services. Maintenance contracts include regular maintenance, repairs, technical support, emergency services, upgrades, and training. Support charges vary based on the plan, with Premium plans offering 24/7 support, Ultimate and Enterprise plans offering additional services, and a-la-carte training and configuration sessions.
Apptivo offers comprehensive training and support options to help new users get started and make the most of the software:
Initial Training:
Apptivo provides an initial 1-hour online training session after data migration, followed by another 1-hour session about a week later to help users get accustomed to the system.
A-la-Carte Training Services:
Businesses can request extra hours of training or configuration sessions as needed. This can be particularly useful for onboarding new team members or optimizing the system for specific business needs.
On-Site Workshops:
An Apptivo representative can travel on-site to work with the team, offering hands-on configuration, optimization, and training. This service is more interactive and tailored to the business's specific requirements.
Online Resources:
Apptivo provides various online resources, including webinars, documentation, and video tutorials. These resources are designed to help users navigate the system and utilize its features effectively.
Customer Support:
Apptivo offers different levels of customer support based on the subscription plan. This includes email support, phone support, live chat, and access to a knowledge base and how-to videos.
Professional Services:
For businesses requiring more extensive support, Apptivo offers professional services such as dedicated account management, custom integrations, and white labeling, particularly for the Ultimate and Enterprise plans.
Apptivo takes several measures to ensure the security and protection of data:
Data Security
Certifications and Compliance:
Apptivo is SSAE18 SOC2 Type II certified, EU-U.S. Privacy Shield compliant, and GDPR compliant. This demonstrates their adherence to rigorous security standards and data privacy regulations.
They have robust security and privacy policies that are reviewed and updated at least once a year.
Infrastructure Security:
Apptivo's production environment is hosted on Google Kubernetes Engine (GKE), leveraging Google's global network infrastructure and built-in security features like IAM roles and RBAC.
Data is securely stored in Google Cloud Storage and Elasticsearch, with strict access controls and encryption.
Data Encryption:
Data is encrypted both in transit and at rest.
Apptivo utilizes industry-standard encryption technologies to protect data.
Access Controls:
Access to the platform is meticulously controlled through advanced security measures like IAM roles and RBAC.
There are different levels of access privileges (Access, View, Manage) that can be assigned to users.
Physical Security:
Apptivo implements physical security measures to prevent unauthorized access to database equipment and sensitive information.
Disaster Recovery:
Apptivo has a disaster recovery environment hosted on Amazon Web Services (AWS) East zone.
Data is backed up continuously at a maximum interval of 1 hour and replicated to the DR environment.
Apptivo releases updates on a regular basis, often multiple times a year. These updates are managed through a structured process that includes the introduction of new features, enhancements to existing functionalities, and bug fixes. Here are some key points about the frequency and management of
Frequency of Updates
Regular Updates: Apptivo frequently releases updates, as evidenced by multiple release notes throughout the year. For instance, there were updates on December 5, 2023, November 20, 2023, October 19, 2023, and September 27, 2023.
Historical Consistency: This pattern of regular updates has been consistent over the years, with updates noted in August 2020, February 2022, and March 2021.
Management of Updates
Feature Enhancements: Each update typically includes new features and enhancements to improve user experience and system performance. For example, the December 2023 update introduced the ability to access DataTables within the dashboard and mandatory validation through floating pop-ups.
Bug Fixes: Updates also address various bugs and issues reported by users. The December 2023 update, for instance, fixed issues in the Projects App, Custom Apps, Leads App, Customers App, and more.
User Feedback Integration: Apptivo incorporates user feedback into their updates, aiming to address the needs and suggestions of their user base. This is evident from the detailed responses to user reviews and the integration of requested features over time.
Communication and Support: Apptivo maintains clear communication with its users about updates and improvements. They provide detailed release notes and offer support through various channels, including email and phone.
Data Ownership:
Client Ownership: Apptivo's policy clearly states that all data is owned by the client. This includes any business data stored within the Apptivo platform.
Data Deletion: Clients can delete their data on demand. Apptivo supports a self-delete feature, ensuring that all business data is deleted and cleared from rolling backups shortly after the deletion request.
Right to be Forgotten: In compliance with GDPR, Apptivo supports the "right to be forgotten." Clients can request the deletion of their data by emailing
Data Portability:
Import and Export Capabilities: Apptivo CRM enables users to import and export customer records in CSV format. This functionality is accessible through the Customers app, allowing for both individual and bulk actions.
Portable Contacts: The Contacts app of Apptivo also supports hassle-free transfer of contacts, allowing users to import and export contacts efficiently.
Scalability:
Flexible Plans: Apptivo offers various pricing plans that cater to different organizational needs. These plans include Lite, Premium, and Ultimate, each providing a different number of applications and features.
Customizable Modules: The platform is designed to be highly customizable, allowing businesses to add or remove modules as needed. This flexibility helps organizations scale their use of Apptivo's services up or down based on their current requirements.
Data Segmentation: For enterprise clients, Apptivo can deploy completely segmented databases, which can house one or many tenants from a single client. This ensures that as the organization grows, its data management needs are met efficiently.
User Management:
User Access Control: Apptivo provides robust user authentication and Single Sign-On (SSO) capabilities, allowing administrators to manage user access and permissions effectively. This includes the ability to disable user accounts and enforce SSO, which is crucial for scaling user management as the organization grows.
Contract Renewal:
Notification of Renewal: The renewal process typically begins with one party notifying the other of the contract’s upcoming expiration. This notification serves as a trigger, alerting both parties to the need for renewal.
Evaluation of Existing Terms: Upon receiving the notification, both parties should review the terms and conditions of the current contract to understand what needs to be carried over into the renewed agreement and what changes are desired.
Negotiation: If necessary, negotiation may take place to address changes in the contract terms. This involves discussions between the parties to reach a mutual agreement on any amendments or modifications.
Finalization and Execution: Once both parties agree on the terms, the renewed contract is drafted, including all updated provisions and any new terms or conditions. Both parties then sign the renewed contract, making it legally binding.
Documentation and Record-Keeping: Detailed records of the renewal process, including correspondence, drafts, and the final executed contract, are maintained for transparency and compliance.
Contract Cancellation:
Cancellation of Monthly Services: If you sign up for a monthly service and request cancellation, your account will no longer be rebilled starting from the date of your notification. The Paid Plan service will remain active until the renewal date, after which the account will be downgraded to a free plan, and billing will stop.
Refund Policy: Apptivo will refund any charges made if the cancellation request was placed before the rebill date and the account was still charged. However, annual plan fees that are discounted are non-refundable.
Auto-Renewal Cancellation: To cancel auto-renewal of your subscription, you must notify Apptivo before the renewal date. This ensures that the service will not be automatically renewed for another term.
SSAE18 SOC2 Type II: Apptivo is certified for SSAE18 SOC2 Type II compliance, which involves rigorous standards for managing customer data based on five "trust service principles"—security, availability, processing integrity, confidentiality, and privacy.
EU-U.S. Privacy Shield: Apptivo complies with the EU-U.S. Privacy Shield framework, which provides guidelines for transatlantic exchanges of personal data for commercial purposes.
GDPR Compliance: Apptivo adheres to the General Data Protection Regulation (GDPR), ensuring that personal data is processed in a manner that ensures its security and privacy.
Third-Party Vulnerability & Penetration Testing: Apptivo utilizes Symantec and Qualys for daily malware scans and weekly vulnerability scans, ensuring ongoing security and compliance.
Data Processing and Protection:
Data Ownership and Deletion: All data is owned by the client and can be deleted on demand. Apptivo supports a self-delete feature and complies with GDPR's "right to be forgotten" by allowing clients to request data deletion via email.
Data Processing Agreement (DPA): Apptivo and its affiliates comply with applicable data protection laws and implement appropriate technical and organizational measures to ensure data security. They do not use subprocessors for personal data processing, ensuring direct control over data protection.
Infrastructure Security:
3-Tier Architecture: Apptivo uses a 3-tier architecture (web, application, and data storage) secured by perimeter firewalls, load balancers, and encrypted communication channels. Access to servers is restricted to authorized personnel via VPN and SSH with multi-factor authentication.
