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The Heidi Customer Success Team will guide you through the deployment process and be your point of contact at each stage. If you haven't already been in touch with our team, reach out at [email protected].
Stage 1 — Planning and pilot
Enterprise deployments typically begin with a pilot study — a small group of users who help validate the setup before a wider rollout.
During this stage, your Customer Success Team will work with you on things such as (but not limited to):
Identifying which teams or departments will participate in the pilot
Collecting early feedback from pilot users
Configuring templates relevant to your organisation's clinical workflows
Reviewing your regulatory and compliance requirements to ensure the right measures are in place ahead of a broader rollout
💡 Tip: Choosing engaged, tech-comfortable clinicians for your pilot group tends to produce the most useful feedback and the smoothest transition to full rollout.
Stage 2 — Global admin setup
Your Global Admin plays a central role in configuring Heidi for your organisation. During this stage you will work with your Customer Success Manager to configure:
Session retention policy — set how long users retain their sessions, from 7 up to 90 days, before they are automatically deleted
SSO (Single Sign-On) — your Customer Success Manager will work with your IT team to enable SSO across the organisation, allowing users to log in via your existing authentication provider
Multi-factor authentication (MFA) — if SSO is not in place, MFA can be enabled as an additional layer of login security, with options for SMS or SMS and email verification
Stage 3 — Team allocation and user management
As Global Admin, you are responsible for managing users and team structure across the organisation. From your organisation settings you can:
Add new users and assign them to specific teams
Allocate roles — Administrator, Clinician, or Assistant — each with a distinct set of permissions
Manage invitations and monitor acceptance status
💡 Note: If SSO has been enabled, users will gain access via your authentication provider rather than through manual invitation. Your Customer Success Manager will advise on the right process for your setup.
Stage 4 — Phased rollout
Once the pilot is complete and your organisation settings are configured, rollout proceeds in phases — typically moving from a small initial group through to progressively larger teams until Heidi is live across the whole organisation.
Feedback is gathered at each stage to ensure the deployment is working as intended and that any issues are resolved before the next phase begins.
Security and compliance
Heidi's team works directly with your compliance team throughout the deployment to ensure all data handling, privacy frameworks, and security measures meet your organisational requirements. This includes:
De-identification and end-to-end encryption of all data
Independently audited and verified privacy and security frameworks
Third-party approved security providers
For a full overview of Heidi's compliance credentials, visit our Trust Centre. Regional compliance information is also available for AU/NZ, UK, GDPR, HIPAA, and Canada.
What's next?
Once your organisation is live, a good next step for administrators is reviewing the full suite of team management settings. Head to Admins: Manage Your Team for a detailed walkthrough.
For any questions during your deployment, reach out to your Customer Success Manager or contact us at [email protected].