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FAQs: Ideagen Hub and Ideagen EHS Core
Who is this article for?
All Ideagen EHS (Core) users, including administrators.
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 what to expect on migration day through to setup, login, and support.
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:
For all users
This section covers everything you need to know about the move to Ideagen Hub — whether you're a day-to-day user or an administrator. Administrators should read this section first, then continue to the For administrators section for the additional steps required before migration day.
What is Ideagen Hub?
Ideagen Hub is a single platform that brings together all your Ideagen products, support, and AI capabilities in one place. After migration, you'll log in to Ideagen EHS (Core) — previously known as Lucidity — through Ideagen Hub using your email address.
Why is this change happening?
Ideagen is bringing all its solutions into Hub to give you a better, more connected experience — one login for everything, integrated support through Luminate, and access to AI-powered tools to help you work smarter.
When will this happen for me?
Migrations are happening in waves. We aim to let you know at least 14 days before your migration week so you have plenty of time to get ready.
You may also be seeing banners and notifications within Ideagen EHS (Core) — on both the web platform and mobile app — as your migration date approaches. These will keep you up to date.
What do I need to do before my migration date?
Just one thing: make sure your Ideagen EHS (Core) profile has a valid email address attached to it.
Not sure if yours does? If you're already receiving notifications or action items from Ideagen EHS (Core), you're all set — your email address is already on file and no further action is needed.
If you're not sure, you can check and update your email address through the web version of Ideagen EHS (Core). If you primarily use the mobile app, your administrator can update it for you.
Can I add my email address through the mobile app?
No — email addresses cannot be added or updated through the mobile app. You'll need to use the web version of Ideagen EHS (Core), or ask your administrator to update it on your behalf.
What happens if I don't have an email address on my profile before migration?
Users without a valid email address will not be migrated to Hub at all. If this happens, your administrator can resolve it after migration by creating your account manually in the Hub Admin Console — but they will need your exact username from Ideagen EHS (Core) to do so. If you're unsure whether your profile is set up correctly, check with your administrator before your migration date.
What will happen on migration day?
This depends on how you currently log in to Ideagen EHS (Core):
If you log in using a username and password: once your organisation has migrated, you'll receive a welcome email from app@hub.ideagen.com asking you to set your password. Keep an eye out for it — it's your sign that everything is ready. This is a legitimate email from Ideagen — it is not a phishing attempt. If you don't receive it, check your junk folder first. If it's not there, select Forgot Password on the Hub login screen and it will be resent automatically.
If you log in using SSO (corporate credentials): you'll receive a welcome email with your Hub URL and SSO provider details. Simply go to the URL and sign in using your existing corporate credentials — no password reset required.
What will look different after migration?
You'll see the Ideagen Hub login screen instead of the Ideagen EHS (Core) login screen. Once you're in, your day-to-day experience is the same — same features, same data, same workflows.
Will my data and settings be affected?
No. Your data remains in Ideagen EHS (Core) exactly where it is. Your workflows, preferences, and settings all carry across automatically.
Will my bookmarks and saved links still work?
Yes — your existing Ideagen EHS (Core) URLs will continue to work and authentication will process through Hub automatically. We do recommend updating your shortcuts to go directly to Hub so you can take full advantage of everything it offers.
What if I can't log in after migration?
Contact your administrator in the first instance — they'll be able to check your profile setup. You can also reach Ideagen support via Luminate, which is integrated directly into Hub, or through your usual support channels.
For administrators
In addition to everything covered above, administrators have a few extra steps to complete before migration day. The sections below cover pre-migration preparation, user management, SSO configuration, and more.
About the migration
What is Ideagen Hub?
Ideagen Hub is your command centre 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?
We aim to schedule migrations with minimal to no downtime — in most cases your team will notice no disruption at all. Migrations are scheduled at times that cause the least disruption to your operations, typically during your off-peak hours. In the unlikely event that something doesn't go to plan, there may be a short window of downtime while we resolve it — if this is anticipated, we'll notify you in advance with the specific timing.
When will my migration happen?
We aim to let you know at least 14 days before your migration week so you have plenty of time to prepare your team. Migrations are scheduled 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 — we aim to let you know at least 14 days before your migration week so you have time to prepare your team and complete any pre-migration steps.
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 (Core) 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 (Core) exactly where it is.
Authentication and passwords
Do users need to change their username?
Ideagen EHS (Core) historically used usernames rather than email addresses. After migration, you'll use the same username to authenticate into Hub as you have done within Ideagen EHS (Core). Essentially, whatever your Ideagen EHS (Core) 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 standard login users receive an email to set up their Hub login?
Yes — once your organisation has migrated, users who log in with a username and password will receive a welcome email from app@hub.ideagen.com asking them to set their password. This is legitimate communication from Ideagen — not a phishing attempt. If you're ever unsure, contact Luminate support before clicking any links.
Do standard login users need to create a new password?
Yes — passwords will not be migrated over to Hub. Standard login users will receive a password set/reset email from app@hub.ideagen.com once the migration has been completed. Follow the instructions in that email to set up your Hub login. SSO users do not need to reset their password — they will continue to authenticate using their existing corporate credentials.
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, your IT team will need to configure your SSO provider to work with Hub before your migration date. Ideagen will provide your IT team with the SSO setup details they need as part of the pre-migration process. Once configured, your users will continue using SSO as normal — authentication simply runs through Hub rather than directly through Ideagen EHS (Core).
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, your users will continue using SSO as normal, but through Hub's authentication system. From a user perspective, the only visible change will be a new-look login screen — they sign in with their existing corporate credentials as normal. No password reset required.
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 — from our Product R&D team as part of your pre-migration preparation. Full step-by-step instructions are available in our SSO SAML Setup Guide.
What do SSO users need to do on migration day?
Nothing — provided your IT team has completed the SSO configuration before your migration date, your users will receive a welcome email with their Hub URL and SSO provider details. They simply go to the URL and sign in using their existing corporate credentials. No password reset is required.
Does my organisation need to complete a form before migration?
Yes — SSO customers are required to complete the EHS Core – Hub Migration: SSO Information form before a migration date can be confirmed. This captures your IT contact details, Identity Provider (IdP), and SSO configuration information so our team can prepare your Hub tenant.
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 profiles. Admins should:
- Run a report of users without email addresses
- Add email addresses for those users, or instruct users to add their own through the web version
- Let your IT team know to whitelist app@hub.ideagen.com — this is the address Hub emails will be sent from
- SSO customers only: complete the EHS Core – Hub Migration: SSO Information form immediately — your migration cannot be scheduled until this is received
- Notify your team — we've put together a ready-made email template to make this easy
We will also send reminders in both the web and mobile app versions of Ideagen EHS (Core) to prompt users to add an email address.
What happens if a user doesn't have an email address before migration?
Users without a valid email address will not be migrated to Hub at all — their account won't carry across automatically. It's essential that all users who need access have email addresses added before your migration date. If a user is missed, you can resolve this after migration by adding them manually in the Hub Admin Console using their exact username from Ideagen EHS (Core).
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 (Core). 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 (Core) through the mobile app.
What if I need help adding email addresses for a large number of users?
If you need to add email addresses in bulk, our Support Team is happy to help. Reach out by lodging a Support Ticket and they'll provide a template for you to complete with your user details. Once you return the completed template, they can import the updated email addresses on your behalf prior to your migration date.
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.
We've put together ready-made email templates you can copy, personalise, and send directly to your staff:
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 (Core) to add your email address, or your administrator can add it for you.
How do my users log in to the mobile app after migration?
After migration, users should open the Ideagen EHS app and tap Log in with SSO / Ideagen Hub.
- SSO users: sign in using your existing corporate credentials as normal.
- Standard login users: use the password set via your welcome email. If you haven't set it yet, tap Log in with SSO / Ideagen Hub and select Forgot Password from there to receive a reset link. Note: the standard username and password login will no longer work after migration, except for users who only have access to the Induction module.
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 new users. Once they are in the system you can assign roles and permissions within Ideagen EHS (Core).
Please note: if you are setting up an induction user, do not create them in Hub. Induction users must be created directly in the Induction module — see Induction users below for more detail.
How long does it take for a new Hub user to appear in Ideagen EHS (Core)?
Once a user has been created in Ideagen Hub, it may take up to 5 minutes for them to appear in Ideagen EHS (Core). If you don't see them straight away, simply wait a few minutes and refresh before taking any further action.
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 Ideagen 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 (Core) 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 (Core) 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.
How do I create a new induction user so their learning appears at log in?
Induction users must be created directly in the Induction module in Ideagen EHS (Core). This is what triggers their assigned learning to appear when they first log in.
If a user is created in Hub, edited in Access, and assigned the Induction role, their learning will not be triggered — this is due to how events and triggers work in the back end. We are working on a longer term solution, but in the meantime, please use the Induction module as the starting point for all new induction users.
For step-by-step instructions, see Creating a new Induction user.
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.
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 (Core) 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 will not be migrated to Hub at all — their account won't carry across automatically. 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 Ideagen EHS (Core). This is the key link between the two systems — once it matches, 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.
Key resources
- Get ready for your new command centre for Ideagen EHS (Core) — standard login
- Get ready for your new command centre for Ideagen EHS (Core) — SSO login
- Notifying your team about the Ideagen Hub and Ideagen EHS (Core) migration — standard login
- Notifying your team about the Ideagen Hub and Ideagen EHS (Core) migration — SSO login
- SSO SAML Setup Guide
- Getting Started: One hub, endless possibilities
- Ideagen Hub user guide
- Ideagen Hub administration guide
- Ideagen Hub release notes