Lucernex
By Accruent
Lucernex typical implementation process:
Discovery & Requirements Gathering: The process starts with detailed consultations where Accruent’s professional services team maps out the client’s real estate and lease landscape, defines business requirements, compliance needs, and sets success criteria.
Solution Design & Configuration: Lucernex specialists tailor the platform for the client's business by configuring modules, user roles, data fields, rules, and integrations to fit existing workflows and compliance standards.
Data Migration & Validation: Existing lease, property, and financial data are extracted, cleansed, and imported into Lucernex, followed by rigorous validation to ensure data integrity and readiness for system use.
Integration Setup: The implementation team establishes connections with ERPs, accounting systems, and third-party apps to enable seamless data flow and process automation across the organization.
User Training & Change Management: End users, admins, and stakeholders receive targeted training sessions, user guides, and ongoing support to boost system adoption and minimize disruption.
User Acceptance Testing (UAT): Clients conduct real-world scenarios and checklist validation to confirm workflows, data accuracy, and compliance features operate as expected before go-live.
Lucernex can be customized extensively to fit specific business needs across workflows, data structures, interfaces, and integrations.
Page and form layouts can be configured at object level to match business processes and data entry patterns.
Workflows are configurable, including approvals, stage gates, and escalation rules for contracts, projects, and transactions.
Custom fields: administrators can add unlimited user-defined fields to capture business-specific attributes without IT development.
Dashboards and reports are configurable, including ad hoc reporting, KPI tiles, and export options for cross-functional stakeholders.
Role-based access controls and SSO/SAML enable tailored permissioning by team, entity, or geography.
Multi-currency, multi-language, and regional fiscal calendar settings support global portfolio variations.
REST API supports GET/POST/PUT/DELETE for most objects, with XML payloads and examples for single and bulk operations; safeguards exist for schedule tables where deletes or multi-field updates are restricted.
Prebuilt connectors and guidance for ERP, accounting, CRM, BI, HCM, and CMMS/FM systems (e.g., SAP, Oracle, Dynamics, Maintenance Connection, ServiceChannel, vx Maintain) extend end-to-end processes.
Data import/export tools support bulk loads, ongoing feeds, and mass updates for leases, locations, and financials to accelerate onboarding and change management.
Lease accounting and administration rules (rent steps, CPI/CAM, percentage rent, options, co-tenancy) are configurable to mirror contract terms and local standards.
Project templates, task libraries, and budget structures can be tailored for new builds, remodels, and capital improvements with configurable stage gates and notifications.
Transaction management can be adapted for acquisitions, dispositions, renewals, and relocations with templated due diligence and document checklists.
System configuration walkthroughs provide structured methods for safely adjusting layouts, data fields, and workflows without custom code.
Audit trails, versioning, and role-scoped admin pages support compliant change management in regulated environments.
Verified users highlight being able to “configure the system to fit our needs” and make “everything reportable,” while requesting even more entity-specific admin filtering—showing the breadth of configuration already in place.
Lucernex provides standard eLearning for all customers via Accruent Academy, plus optional instructor‑led, add‑on, and custom training, alongside a dedicated Customer Support portal with case management, phone/email support, and product webinars.
Accruent Academy includes no‑cost standard eLearning courses for unlimited users, organized into role‑based learning paths to onboard end users and admins efficiently.
Essential online training licenses are provisioned to every customer account for Lucernex, ensuring access to required product training through the Academy Learning Center.
Add‑on instructor‑led courses are available virtually or on‑site, with hands‑on exercises to deepen Lucernex proficiency.
Additional options include video shorts and eLearning files that can be imported into a customer’s LMS to scale training across large teams.
Fully customized training solutions can be developed to match specific processes, combining classroom and eLearning formats as needed.
The Customer Hub provides access to product support portals to open and manage cases, access product resources, and submit enhancement ideas.
Regional phone support numbers and a support email are published for quick assistance when portal access is not yet provisioned.
The Customer Hub also surfaces Academy access and product webinars to expand user knowledge over time.
Accruent Professional Services offers implementation enablement and comprehensive training tailored to organizational needs to accelerate time‑to‑value.
Services are positioned to optimize processes around Accruent solutions, complementing Academy courses for deeper operational adoption.
Accruent hosts product webinars to explore features, benefits, and practical usage patterns that help teams maximize Lucernex value.
Academy and webinar resources are designed to support continuous learning beyond initial go‑live for sustained adoption.
Lucernex safeguards data using industry-leading security protocols, including SOC 1 and SOC 2 audits, ISO/IEC 27001 certification, granular access controls, encryption, and continuous compliance with major global standards and regulations.
Lucernex is certified under SOC 1, SOC 2, and ISO/IEC 27001, demonstrating robust internal control over financial reporting, broad audit of security and privacy, and international information security best practices.
Aligns with UK ICO, EU’s NIS2 Directive, and DORA for data protection, cybersecurity, continuity, and third-party risk management, pursuant to regional legal requirements.
Data is encrypted in transit and at rest, protecting confidentiality at all stages of the data lifecycle.
Lucernex employs role-based access controls, restricting system access to authorized personnel according to organizational requirements.
Administrators can monitor, audit, and track user activities to detect anomalies, prevent unauthorized access, and ensure compliance with security protocols.
Lucernex supports compliance with regulations such as GDPR, CCPA, and HIPAA to help organizations meet legal obligations for privacy and data handling.
Dedicated frameworks are implemented for incident response, business continuity, and third-party oversight to mitigate digital disruption and risks.
The system is routinely updated to maintain protection against emerging threats and includes automated notifications and alerts for potential schedule or operational risks.
Lucernex operates on a regular, published update schedule with multiple production releases each year, typically on a bi-monthly or quarterly cadence, and manages updates through advanced UAT (User Acceptance Testing) releases before production deployment.
In 2025, Lucernex released production updates approximately every 2-3 months, with the release calendar communicated to support contacts and designated community users.
For example, production releases in 2025 were scheduled in January, March, April, June, September, October, and December, following UAT cycles for testing and validation.
Updates first go live in User Acceptance Testing (UAT) environments, providing customers an opportunity to test changes, integrations, and customizations in a safe non-production setting before the updates are rolled into live operations.
Accruent communicates any changes to the release schedule directly and keeps customers informed about feature enhancements or date shifts.
Adjustments to the release calendar may happen due to holidays, blackout periods, or the need to ensure product quality, with changes always communicated to support contacts.
Lucernex’s policy is that clients retain ownership rights to their data and have comprehensive data portability options, including secure exports, imports, API connectivity, and compliance assured by Accruent’s Data Protection Addendum.
Client organizations fully own all data stored and processed in Lucernex, with control over access, management, and use, subject to legal and contractual frameworks.
The policy ensures clients’ exclusive right to control, access, enhance, and transfer data as required for business and regulatory needs.
Lucernex provides robust data export and import functionality, supporting secure file transfers (e.g., SFTP, API) for bulk data migration or ongoing integrations with other platforms.
Data can be moved to and from Lucernex using out-of-the-box tools and administrative functions that support CSV, XML, and direct system-to-system transfer.
Integration APIs facilitate real-time data exchange between Lucernex and ERP, accounting, and other enterprise systems, supporting business continuity and flexibility.
Accruent’s Data Protection Addendum outlines clients’ audit rights, obligating Accruent to demonstrate compliance with relevant Data Protection Laws and supporting data access requests for audits or legal necessities.
Lucernex is structured for seamless scaling, allowing organizations to increase or decrease users, modules, and features as operations evolve, with commercial and technical terms that support predictable adjustment.
Lucernex is delivered as a full SaaS solution with no hardware or internal IT cost, and pricing is based on usage—clients can select only the needed modules and scale user counts according to portfolio size or locations.
Unlimited users are supported, but actual pricing is typically tied to usage metrics, such as the number of managed sites, stores, or transactions, with clear terms for module expansion or reduction.
Adding modules, upgrading capabilities, or adding more users is handled via contract amendment. Downgrades or reductions are generally handled with renewal or through contract change requests, subject to notice periods and underlying agreement terms.
Implementation, support, upgrades, and disaster recovery are all wrapped in a single cloud fee, ensuring scaling up does not introduce unpredictable expenses or require renegotiation of core terms.
Lucernex solutions are built for vertical and horizontal scaling: organizations can add support for new property types, expand integrations, and adjust reporting as portfolio scale changes.
License Metrics are tracked within the Lucernex SaaS agreement, and Accruent reserves the right to audit usage up to twice per year and to bill for overages at the then-current rate.
Clients must maintain records to permit compliance verification during audits, with terms allowing payment adjustments if usage exceeds contracted limits.
Expansion into new modules, such as market planning, transaction management, or construction oversight, can be triggered as business needs grow, without major solution re-architecture or fresh contracts.
Lucernex contract renewal and cancellation terms are defined by the client agreement but commonly include manual and auto-renewal options, advance notice requirements, and clear steps for termination or end-of-term exit in line with industry standards.
Contracts can include manual or automatic renewal provisions, with the company able to set the renewal term status as “Active” or “Exercised” directly in the Lucernex system.
Renewal options can be configured at the contract level, requiring either party to take explicit action or the renewal may trigger automatically at term expiration per the original agreement.
Typically, advance written notice (often 30-90 days before contract expiration) must be provided to prevent renewal or to initiate negotiation of new terms, though precise periods should be verified in the specific contract.
To fully terminate, the “Payment End Date” must be updated at the lease or contract level, ending new rent payments or contract obligations from that date forward in Lucernex.
Amendments for cancellation or contract close-out require administrative action within the Lucernex platform, including updates to Critical Dates and status fields.
Refunds, early termination penalties, or any associated conditions depend on the legal agreement signed at purchase, and are not universally fixed across all clients.
Lucernex meets rigorous financial, IT, and data privacy compliance standards to ensure global regulatory alignment and audit-ready reporting.
FASB ASC 842: Full support for the latest US lease accounting standard for public and private entities.
IASB IFRS 16: Global compliance with IFRS standards for lease accounting, supporting multi-national organizations.
GASB 87: Alignment with public sector accounting (Governmental Accounting Standards Board), including public agencies and municipal organizations.
FRS 102 / FRED 82: Readiness for upcoming UK and Irish lease accounting changes, ensuring organizations stay ahead of 2026 requirements.
SOC 1 & SOC 2: Independent third-party certifications for internal controls over financial reporting (SOC 1) and for security, availability, processing integrity, confidentiality, and privacy (SOC 2).
ISO/IEC 27001: Internationally recognized certification for information security management, protecting confidentiality, integrity, and availability.
