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FAQs: Ideagen Hub and Ideagen EHS Core
Who is this article for?
Administrators planning to implement Ideagen Hub.
No special access or permissions are required.
o 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:
- About the migration
- What changes after migration
- Authentication and passwords
- Single Sign-On (SSO) users
- Pre-migration requirements
- Mobile app users
- User management
- Induction users
- Multiple product access
- Hub features and benefits
- If something goes wrong
- Key resources
About the migration
What is Ideagen Hub?
Ideagen Hub is your command center for operational excellence - one platform that unifies every solution, integrates customer support and unleashes the power of Mazlan AI. It provides customer-managed single sign-on, enterprise grade architecture and intelligent recommendations all in one place.
Why is this migration happening?
We're bringing all Ideagen solutions into Hub to give you a better, more unified experience. Hub eliminates the need to juggle multiple logins, provides integrated support through Luminate and delivers AI-powered insights to help you work smarter.
Will there be any downtime during my migration?
Your migration to Hub requires a brief scheduled maintenance window to ensure a smooth transition. We're actively working to minimize this time and will give you as much notice as possible to minimise disruption to your team. If we anticipate any downtime, we'll notify you in advance with the specific timing.
When will my migration happen?
Your specific migration date and time will be communicated to you 15 days before your scheduled migration. We schedule migrations at times that cause the least disruption to your operations - typically during your off-peak hours. Migrations begin in waves from March 30, 2026.
Will I receive advance notice before my migration?
Yes, you'll receive communications at three key points:
- 30 days before: Initial notification about Hub migration
- 15 days before: Specific migration date and time
- 3 days before: Final reminder
What changes after migration
Will I lose access to any features in my product?
No, your existing features will remain available after migration to Hub. This is about enhancing your experience, not removing anything. Some user management functionality will move to Ideagen Hub but the core setup of your organisation, structure and permissions can still be completed in Ideagen EHS Core. You'll also gain additional benefits like unified access to all your Ideagen solutions, integrated Luminate support at your fingertips, AI-powered capabilities through Mazlan AI and Ideagen Regulatory Intelligence to help you stay ahead of compliance requirements - all accessible from one place with a single login.
What will look different after migration?
You'll notice the Hub login screen and can access all your Ideagen products from one place. Within Ideagen EHS itself, your day-to-day experience remains the same - same features, same data, same workflows.
Will my bookmarks and saved links still work? Yes, your existing product URLs will continue to work and authentication will process through Hub automatically. However, we recommend updating your shortcuts to go directly to Hub so you can take full advantage of unified access to all your Ideagen solutions, integrated support and AI capabilities.
What happens to my data, user preferences and settings?
Your data remains in Ideagen EHS exactly where it is.
Authentication and passwords
Do users need to change their username? Ideagen EHS historically used usernames rather than email addresses. After migration, you'll use the same username to authenticate into the Hub as you have done within Ideagen EHS. Essentially, whatever your Ideagen EHS username is, will be the same in Hub. However, you WILL need to ensure you have an email address associated to your profile. This can be done by individual users (web version) or account administrators (mobile app).
Will I receive an email asking me to set up my Hub login?
Yes, and because you'll receive advance notice about your migration, you'll know to expect it. We understand you need to be cautious about clicking links in emails - this is legitimate communication from an official Ideagen domain. If you're ever unsure, contact Luminate support before clicking any links.
Do I need to create a new password?
You'll set up authentication for Hub using your email address. This may involve creating a new password or using your existing credentials, depending on your current setup. Passwords will not be migrated over to Hub and therefore you will receive a password set/reset email from Hub once the migration has be completed.
What if I have multiple Ideagen products - will I need separate logins?
No, one of the key benefits of Hub is single sign-on across all your Ideagen solutions. You'll log in once and have access to all your products.
Will my administrator login credentials change?
Administrators will also use email-based authentication through Hub. Your admin privileges and permissions will remain the same, but you'll log in using your email address.
Will my browser remember my login?
Yes, your browser can remember your Hub login just like it does currently. You can use browser password management and "remember me" functionality.
Single Sign-On (SSO) users
How does Single Sign-On (SSO) work with Hub?
Hub uses AWS Cognito for authentication. If you currently use SSO, you'll need to configure your SSO provider to work with Hub before your migration. This is completed as part of the pre-migration preparation.
I use SSO (Okta, Azure, Google etc.) - what changes for me?
Your IT team will need to configure your SSO provider to work with AWS Cognito before your migration. Once configured, you'll continue using SSO as normal, but through Hub's authentication system. The only change from a product perspective will be that the Hub will initiate the authentication process against your identity provider rather than the Ideagen EHS application.
What's the new Hub URL I need to configure in my SSO provider?
Your IT team will receive specific configuration details including the Hub URL as part of your pre-migration preparation. Contact Luminate support for technical configuration details, but we recommend you wait until you are informed of your migration date.
Pre-migration requirements
What do I need to do before migration?
The most important step is ensuring all users have valid email addresses associated with their accounts. Admins should:
- Run a report of users without email addresses
- Add email addresses for those users, or
- Instruct users to add their own email addresses through the web version
- We will send reminders in both the web and mobile app versions of Ideagen EHS to prompt users to add an email address.
What happens if I don't add my email address before migration?
Users without valid email addresses will not be able to log in after migration. It's essential that all users who need access have email addresses added before your migration date.
Can individual users update their own email address or does admin need to do it?
Users can add their own email addresses through the web version of Ideagen EHS. However, mobile app users cannot update this information themselves - admins must do it for them, or users must access the web version.
Can admins add email addresses on behalf of their users? Yes, admins can add or update email addresses for users through the admin interface. This is particularly helpful for users who primarily access Ideagen EHS through the mobile app.
Should I notify my team about the login change before migration?
Yes — we recommend letting your team know ahead of your migration date so they're not caught off guard by the new login screen. This applies to both the web platform and the mobile app.
To make it easy, we've put together a ready-made email template you can copy, personalise, and send directly to your staff. You can find it here: Notifying your team about the Ideagen Hub and EHS Core migration
Mobile app users
Can I add my email address through the mobile app?
No, email addresses cannot be added or updated through the mobile app. You must use the web version of Ideagen EHS to add your email address, or your administrator can add it for you.
Will mobile app functionality change after migration?
Mobile app functionality remains the same. You'll authenticate through Hub, but once logged in, your mobile experience is unchanged.
User management
How do I add new users after migration?
New users should be added through Ideagen Hub and you will be redirected to Hub if you want to add a new users. Once they are in the system you can assign roles and permissions within Ideagen Ideagen EHS.
How do I archive or remove users after migration?
User archiving and removal will now be managed through Ideagen Hub.
What are the ADMINISTRATOR and SUPER ADMIN accounts I can see in Hub?
You may notice two EHS Core roles in Hub — ADMINISTRATOR and SUPER ADMIN. These are internal Ideagen accounts used by our team to support you in your product. Please leave these as they are — don't remove them or make any changes to their email addresses or account details.
Induction users
What happens to induction users who don't have accounts?
Induction users who access Ideagen EHS through the public-facing induction page will continue to do so without needing a Hub account — the self-register screen remains available and their experience is unchanged. Induction users are only moved across to Hub when they are converted from an Induction user role to a full user role. At that point, they'll need a valid email address to verify their Hub account.
When do induction users get added to Hub?
Induction users are added to Hub when you convert them from induction status to full users in your system. At that point, they'll need an email address to access Hub.
How are induction users converted to full users?
Administrators can convert induction users to full users through the Ideagen EHS Induction module. Please ensure that any user being converted has a valid unique email address to verify their Hub account and continue to be able to use the product.
Multiple product access
What if I have access to multiple products?
If you have multiple Ideagen products all will be accessible through Hub with your single sign-on. Your existing site structure and data remain unchanged - Hub simply provides unified access to all of them.
Direct read access to my Ideagen EHS database
What if I have direct read access to the database for BI? This will remain unchanged and you will continue to be able to connect using your current method.
Hub features and benefits
What are the benefits of Hub for me?
Hub provides:
- Single sign-on across all Ideagen products (no more multiple passwords)
- Integrated Luminate support (help at your fingertips)
- Access to Mazlan AI for intelligent recommendations
- Access to Ideagen Regulatory Intelligence for compliance monitoring
- Future access to enhanced features and integrations
- A centralised location for all product actions and notifications
How do I access Luminate support after migration?
Luminate is integrated directly into Hub. Simply click the support or help icon within Hub to access Luminate resources, submit tickets and browse community forums. No separate login required.
When will I get access to Mazlan AI?
Mazlan AI capabilities will become available through Hub after your migration. Specific features and rollout timing will be communicated as they become available.
What browsers are supported for Hub?
Hub supports all modern browsers including Chrome, Firefox, Safari and Edge. The same browsers you currently use for Ideagen EHS will work with Hub.
If something goes wrong
What happens if my user account doesn't migrate?
If a user didn't have a valid email address in their profile at the time of migration, they won't be automatically set up in Hub. As a Tenant Admin, you can resolve this after migration by adding them through the Hub Admin Console — simply create them as a new user, making sure the username you enter is identical to their username in EHS Core. The username is the key link between the two systems, so once it aligns, the user will be able to log in and access their account as normal. For other migration issues, our technical team will work to resolve them quickly and will notify you with next steps.
Who do I contact if I can't log in after migration?
Contact Ideagen support immediately via Ideagen Luminate, which is now integrated into Hub, or you can reach support through your usual channels or contact your Customer Success Manager/Account Manager.