✅ Pre-migration checklist

Before your go-live date, complete these steps to set your team up for a smooth migration.

• Submit the SSO Information form: We are actively scheduling migrations and some customers have already confirmed their preferred date. Completing this form helps us prepare your Hub / Mazlan Home tenant and is the fastest way to secure your migration date. It captures your IT contact details, Identity Provider (IdP), and SSO configuration information so our team can get everything ready on our end.
• IT team: configure your SSO connection before migration day: Before your migration date, Ideagen will set up your Hub / Mazlan Home tenant and provide your IT team with the SSO setup details they need to configure the connection. This must be completed before your migration date. Full step-by-step instructions are available in our SSO SAML Setup Guide on Luminate.
• 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. This is essential for all users — without a valid email address, a user's account will not be migrated to Hub / Mazlan Home. SSO users authenticate via their email address, and standard login users need one to receive their welcome email.
  • If you have a large number of users who need email addresses added, our Support Team can help. Reach out through Luminate and they'll provide a template for you to complete — once returned, they can import the updated email addresses on your behalf.
  • Please note: 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.
• Ask your IT team to whitelist app@hub.ideagen.com: Emails relating to your migration will come from app@hub.ideagen.com — this is a legitimate address from Ideagen. Please make sure your IT team whitelists it before your migration date to ensure emails are not blocked or flagged as spam. This applies to both IT configuration instructions for SSO and welcome emails for standard login users. Note that your IT team may not be users in Ideagen EHS (Core), so please make sure this reaches them directly.
• Tidy up your user list: Review your current users in EHS Core and archive or delete anyone who no longer needs access. A clean user list now means a smoother migration and less to manage on the other side.
• Notify your team: Let your staff know about the upcoming login change before your migration date. We've put together a ready-made email template to make this easy — find it here.

✅ Post-migration checklist

Because your IT team has already configured SSO before migration day, there is very little to do once migration is complete.

• Send welcome emails to standard login users: If you have users who log in with a username and password, log in to the Hub / Mazlan Home Admin Console and send welcome emails to those users. Each user will receive an email from app@hub.ideagen.com with a link to set their password and get in. Full instructions are in the Hub migration guide and the Configuring and sending welcome emails article.
• Allow up to 5 minutes: After a standard login user completes their password setup, allow a few minutes before they attempt to log in — then they're good to go.
• Communicate the go-live to your team: Let your team know they can now access Ideagen EHS (Core) through Ideagen Hub / Mazlan Home. SSO users can log in straight away using their existing corporate credentials. Standard login users should check their inbox for their welcome email to set their password. All mobile app users should tap Log in with SSO / Ideagen Hub on the updated login screen.
• Users without email addresses at migration: 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 / Mazlan Home. You can resolve this directly in Hub / Mazlan Home — navigate to the Admin Console, add them as a new user, and make sure the username you enter is identical to their username in Ideagen EHS (Core). Once it matches, the user will be able to log in and access their account as normal.