Who is this article for?

Administrators familiarizing themselves with Ideagen Hub.

No special access or permissions are required.

To support you through your move to Ideagen Hub, we’ve compiled a set of frequently asked questions covering the essentials from setup and login to user guides, support routes, and product preparation.
If you’re looking for quick answers or want to double‑check something before go‑live, this is the best place to start.

To make these FAQs easier to navigate, questions have been grouped into the following sections:

• What is Ideagen Hub?
• Migration process and timeline
• Authentication and login
• Mobile app
• Data, workflows, and user experience
• User management and HR integrations
• Password management
• Integrations and third-party systems
• Features and benefits
• Getting help

What is Ideagen Hub?

What is Ideagen Hub? Ideagen Hub is your command center for operational excellence — a single platform that brings together all your Ideagen solutions, integrated Luminate support and AI-powered capabilities in one place. You access everything with a single login, with no need to juggle multiple platforms or passwords.

Why is this happening? Hub gives you a more connected, intelligent experience. Rather than logging into separate systems, everything is unified in one place — built on Ideagen's most advanced infrastructure you’ll get integrated support through Luminate and access to Mazlan agentic AI capabilities as well as Ideagen Regulatory Intelligence which ensures you’re always on top of current legislation.

Migration process and timeline

Is there any downtime during migration? No. There will be no downtime during your migration to Ideagen Hub.

When will my migration happen? Migration is being rolled out in waves. Your account team will confirm your specific migration date in advance. Customers already on Miramar will be migrated by August 2026. Classic customers will begin migration in July and August 2026. Specific dates will be coordinated for each customer through your Customer Success Manager, customer admins, and then broadcast to end users via in-product notifications.

Will I receive advance notice before my migration? Yes. You will receive email communications and in-product notifications ahead of your scheduled migration date with everything you need to know and any actions required. Coordination with customer admins and Ideagen representatives will begin approximately 4 weeks ahead of migration.

I'm currently in implementation — does this affect me? Yes. New customers going live from approximately April 2026 will be set up directly on Ideagen Hub from the start, so no migration will be required later. Your implementation team will confirm your setup details.

Authentication and login

How will my login process change? All users will authenticate through Ideagen Hub. Existing SSO configuration does not need to be changed, but an additional setting needs to be added to your SSO identity provider (IdP) prior to migration (see next question).

Does my IT team need to make any changes to our SSO setup? Yes. Your IT team will need to add a new endpoint to your SSO identity provider (IdP) prior to migration. However, existing SSO endpoints to Ideagen do not need to be changed or removed. Your SSO configuration and identity provider (IdP) do not need to be reconfigured. Please work with your Ideagen representative for additional information.

After migration is complete, customer IT teams will also need to update all IT-managed links to Ideagen ESHQ Enterprise or Ideagen EHS (Decani) to point to Ideagen Hub instead. This includes all IT-managed URLs, intranet links, desktop shortcuts, and browser bookmarks pointing to ESHQ Enterprise.

Will my existing login links and shortcuts still work? Yes. However, although current links will continue to work, existing desktop shortcuts, bookmarks, and intranet links to your Ideagen solution should be updated once the new identity provider (IdP) endpoint is added and migration is completed. End users who have links direclty to dashboards, reports, or other items within the system can continue to use those links without issue.

I use an SSO initiator link that logs me in automatically — will that still work? For a period after migration, direct SSO initiator links (which bypass the login page entirely) will not be available. This functionality is expected in  May 2026. In the meantime, users will need to navigate to the Hub login page and select single sign-on to access Ideagen EHSQ Enterprise. Your account team will keep you updated.

I use a username and password link to log in — will that still work? Yes. Ideagen Hub supports both SSO and username/password login. Customers who sign in using their username and password can continue to authenticate that way in Hub. Once migration is complete, users will receive an email from Ideagen Hub with login instructions (see next question).

Is the email I receive from Ideagen asking me to set up my Hub login legitimate? Yes. When your users are migrated to Ideagen Hub, they will receive a welcome email from Ideagen. The email will come from app@hub.ideagen.com. You will receive advance notice of your migration date, so you will know when to expect this email. If a user wants to confirm the link, they can contact their Ideagen account team or Luminate support before clicking any links.

Mobile app

Will the Ideagen EHSQ Enterprise mobile app still work after migration? Yes. The mobile app will continue to work the same as before. The mobile authentication will process through Hub in the background, your experience using the app will be unaffected.

Data, workflows, and user experience

Will my data be affected? No. This migration moves user authentication to Ideagen Hub only. Your data, workflows and configuration within Ideagen EHSQ Enterprise are completely unaffected.

Will my configured workflows, modules, or business rules and logic change? No. Everything you do within your Ideagen solution day-to-day remains the same. Hub is your new entry point and authentication layer — it does not change how Ideagen EHSQ Enterprise or Ideagen EHS works.

Will the general user experience and user flow change? Somewhat, yes. Since Hub is a new login path, it will be a new user experience and change the initial user flow. Ideagen ESHQ Enterprise sends notifications and alerts to Hub for needed user actions and new assignments that users will see when they first log into Hub. They can click those notifications in Hub to be taken directly to the newly assigned item, the report that triggered the notification, and so on.

What else changes with the user experience? Users with access to both production and pre-production (for example Config UAT, Config Test) areas will be able to access and log into all Ideagen EHSQ Enterprise areas from a unified Hub instance. No more saving and managing multiple links and passwords to various areas. Additionally, users will have a unified login to Ideagen Luminate from Hub, access to Ideagen Regulatory Intelligence AI, additional Ideagen products, and more (see “Benefits and Features” below and visit One hub, endless possibilities for more information).

User management and HR integrations

How are users provisioned after migration? You do not need to change your HR interface setup right now. User provisioning will continue through your existing HRMS interface feed to your Ideagen as it does today. Ideagen syncs users to Hub automatically and changes happen in real-time.

Will direct HRMS data feeds ever be supported in Hub? Yes. In June 2026, Hub will support HRMS feeds directly to Hub from customer HR systems. There is no required action now, but when HRMS interfaces are supported in Hub, you should consider rebuilding the interface as soon as possible. Ideagen plans to deprecate HRMS feed support (timeline TBA), so you’ll want to make this change as soon as it becomes available. Work with your Ideagen representative for documentation when you are ready to do this.

What is the role of a Hub administrator? Users with the User Access Control Administrator (UACA) role will automatically be assigned admin access in Ideagen Hub. Hub admins can access the admin console to add or manage users directly, assign product access, and manage which instances users can see. Customers with an HRMS interface will rarely need to use the Hub admin console. The system will handle the bulk of user provisioning.

How many Ideagen Hub admins can we have? While there is no limit to the number of admins in a Hub area we recommend limiting this access to a few users. People with a User Access Control Administrator (UACA) role will be automatically assigned the Hub administrator role. Please work with your Ideagen representative to confirm the Hub administrators.

Can I still manage users directly in Ideagen EHSQ Enterprise? Yes. User management such as managing and assigning roles within Ideagen solutions will continue as normal. Hub provides an additional layer of access management but does not replace your existing administrative tools.

What about users who don't have email addresses (e.g. contractors)? When used, contractors and suppliers will continue to use the current login path that bypasses Hub. Hub requires a valid user email address for each user account. There will be no change to existing logins and no need to reset passwords.

Hub does support multiple users sharing the same email address — usernames must be unique, but email addresses can be duplicated across accounts. However, users provisioned with dummy email addresses that don't connect to a real inbox will not be able to complete the Hub authentication. A verification code is sent to the email address on first login. For testing and dummy accounts, you can continue to use the standard login path.

What about anonymous access and survey users? Anonymous users will continue to use the current login path that bypasses Hub.

Password management

Do users need to reset their passwords? Users who access Ideagen via SSO will not need to reset passwords — SSO handles user authentication without needing passwords. Customers who do not use SSO can continue to log in using a username and password. A welcome email will be sent to each user to notify them of the change and ask them to activate their account and set up a new password. Passwords will not be migrated, just users. So, a password can remain the same, but each user will need to set up their password again when logging into Hub for the first time.

Does Hub support automatic password expiration policies? Hub does not currently support automatic password expiration (eg. prompting users to reset their password every 90 days). If your organization has a password expiry policy configured in Ideagen today, this will not carry over to Hub authentication. Please watch release updates for changes to this feature.

Integrations and third-party systems

Will our third-party integrations be affected? No. Your existing integrations and interface authentication will continue to operate as they do today. The migration affects user authentication only and does not change how Ideagen integrates with other systems.

Features and benefits

You can find out more about the benefits Ideagen Hub by visiting our dedicated Hub pages. Hear from our CTO John Molamphy and see a demo of Ideagen Hub in action: One hub, endless possibilities.

When will I get access to Mazlan AI? Access to Mazlan AI requires being on Ideagen Hub. A pilot group of customers will be among the first to access Mazlan AI as part of the Hub rollout. Broader availability will follow. Speak to your Account Executive or Customer Success Manager to find out more.

Will I get access to Ideagen’s AI-powered regulatory intelligence solution? Yes. For all customers who migrate to Hub there will be a free six-month trial of Ideagen Regulatory Intelligence, an AI-powered tool that continuously monitors compliance requirements across 90+ jurisdictions and delivers actionable insights to help you avoid penalties, stay audit-ready and anticipate regulatory changes before they impact your operations

Getting help

Where do I go if I have a question or problem after migration? For technical support, visit Luminate — Ideagen's customer support portal — which is also accessible directly from Ideagen Hub. For account or commercial queries, contact your Customer Success Manager or Submit a TrakWay Ticket

Who do I contact if I can't log in after migration? Contact Luminate support in the first instance. Your Ideagen account team can also assist.