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Using the new command centre for Ideagen EHS Core (standard login)
Who is this article for?
Administrators planning to implement Ideagen Hub.
No special access or permissions are required.
This article provides everything you need to successfully transition to Ideagen Hub for Ideagen EHS (Core), including pre-migration preparation, what to expect during migration, and post-migration setup steps.
1. Understanding key migration elements
Before beginning your migration, familiarise yourself with these critical points:
- Most users will need to reset their passwords once Hub goes live
- After migration, each user will receive a welcome email from app@hub.ideagen.com with a link to set their password (this is a legitimate email from Ideagen, not a phishing attempt)
- Hub is being released in stages, so watch for an email or in-product message with your exact go-live date
2. Completing pre-migration tasks
To prepare for a smooth transition, complete these steps before your go-live date:
- Confirm email addresses are in place: In EHS Core, check that every active user's HR Profile includes a valid email address in the Email field.
- Contact Support if needed: If you have a large number of users who need email addresses added, reach out through Luminate and the Support Team will provide a template for you to complete.
- Ask your IT team to whitelist app@hub.ideagen.com: After migration, welcome emails will be sent from this address, so ensure your IT team whitelists it before your migration date to prevent emails being blocked or flagged as spam.
- Tidy up your user list: Review your current users in EHS Core and archive or delete anyone who no longer needs access.
- Notify your team: Let your staff know about the upcoming login change before your migration date using the ready-made email template provided.
Note: Without a valid email address, a user's account will not be migrated to Hub at all. If this happens, you can resolve it after migration by creating them manually in the Hub Admin Console, but you must use their exact username from Ideagen EHS (Core), as this is the key link between the two systems.
Important: Mobile app users cannot update their own email address through the app. You will need to update it for them through the admin interface, or ask them to log in via the web version to update it themselves.
3. Reviewing what changes during migration
The following changes will take effect when your organisation migrates to Ideagen Hub:
- Password reset required: You'll need to reset your password when you first log in to Ideagen Hub (there is no downtime during migration, the system stays available throughout)
- SSO customers: Your migrations won't commence until late April to June, and you'll receive a separate communication with your go-live date and any steps specific to your setup
- Ideagen EHS mobile app: After migration, open the app, enter your username and domain, then tap Login using SSO (this will open the Hub interface where you can log in)
- New users: These will now be added through Ideagen Hub
- Unified access: One login connects you to all your Ideagen products and Luminate support
- Enhanced performance: Built on our most secure and modern architecture yet
Note: If you haven't set your password yet, select Forgot Password from the Hub interface to receive a reset link. You do not need your welcome email first. Your welcome email from app@hub.ideagen.com also contains a direct link to set your password if you prefer to do that first. The standard username and password login will no longer work after migration, except for users who only have access to the Induction module.
4. Understanding what stays the same
The following elements remain unchanged after migration:
- Your login experience: You'll access Ideagen EHS through Ideagen Hub using your existing username
- Your product interface: Ideagen EHS looks and works exactly as it does today
- Your data and workflows: Everything remains intact with zero data loss
- Your permissions and roles: All user accounts and access levels are unaffected
- Induction users: Can still access Ideagen EHS through the public-facing induction page
5. Completing post-migration setup
To get everyone up and running after your organisation has been migrated, follow these steps:
- Log in as Tenant Admin: As an existing EHS Core administrator, you'll automatically become a Tenant Admin in Ideagen Hub.
- Use the instructions in your Welcome Email from app@hub.ideagen.com to log in and set your password.
- Open the Hub Admin Console: Once logged in, select the dropdown banner menu on the left-hand side.
- Navigate to the Admin Console.
- Send Welcome Emails to your users: Locate your users in the Admin Console.
- Select the email icon next to each user to send them their Welcome Email.
- Allow up to five minutes: After a user completes their password setup, allow a few minutes before they attempt to log in.
- Ask users to log out and log back in via Hub: Once users have set their password, ask them to log out of Ideagen EHS (Core) and log back in through Ideagen Hub to ensure their session is fully connected through Hub and their interface updates correctly.
Note: Any user who didn't have a valid email address in their HR Profile at the time of migration will not be automatically migrated to Hub. You can resolve this directly in Hub by navigating to the Admin Console and adding them as a new user. When doing so, make sure the username you enter is identical to their username in EHS Core. This is the key link between the two systems, and once it matches, the user will be able to log in and access their account as normal.
Once you're in, we encourage you to explore the interface. It's intuitive and straightforward, and will all make sense quickly.
6. Watching the overview video
New to Ideagen Hub? Watch this short video for a quick walkthrough of what's changing, what the new login experience looks like, and how to get your team set up.