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Help Center / Getting Started / Implementation Hub Overview

Implementation Hub Overview

Implementation Hub Overview

Track every customer implementation from kickoff to go-live with a unified project management hub and a transparent customer portalβ€”keeping both your internal team and your customers aligned at every stage.


What is the Implementation Hub?

The Implementation Hub is a dual-interface project management system purpose-built for customer onboarding and implementation. It gives your internal implementation team a complete portfolio view of all active projects, while providing each customer with a branded portal to track their own progress, fill out questionnaires, share documents, and communicate with your team.

Core Value Proposition:

  • 🎯 End-to-End Visibility β€” Track every project from pipeline through go-live with Kanban boards and health indicators
  • 🀝 Customer Collaboration β€” Give customers a portal to track milestones, check off tasks, comment on progress, and react to updates
  • πŸ“‹ Structured Data Collection β€” Build custom forms and questionnaires to gather customer requirements efficiently
  • πŸ“Š Portfolio Intelligence β€” Summary statistics, health tracking, proactive due-date alerts, and automated activity logging across all projects

At a Glance

⏱️ Setup Time πŸ”— Integrations πŸ“± Mobile Ready
5 minutes MaForms (built-in) βœ… Responsive

Perfect For:

  • 🏒 Implementation teams β€” managing multiple concurrent customer onboarding projects
  • πŸ‘₯ Customer success managers β€” providing transparent progress visibility to customers
  • πŸ“ˆ Operations leaders β€” monitoring portfolio health and identifying at-risk projects

How It Works

Implementation Lifecycle

β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”
β”‚                     IMPLEMENTATION PROJECT LIFECYCLE                          β”‚
β”œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€
β”‚                                                                               β”‚
β”‚  β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”  β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”  β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”  β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”  β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”       β”‚
β”‚  β”‚ PIPELINE │─▢│ KICKOFF  │─▢│  SETUP   │─▢│ TRAINING │─▢│ TESTING  β”‚       β”‚
β”‚  β””β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”˜  β””β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”˜  β””β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”˜  β””β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”˜  β””β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”˜       β”‚
β”‚                                                                  β”‚            β”‚
β”‚                                                                  β–Ό            β”‚
β”‚                                                           β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”       β”‚
β”‚                                                           β”‚ GO-LIVE  β”‚       β”‚
β”‚                                                           β””β”€β”€β”€β”€β”€β”¬β”€β”€β”€β”€β”˜       β”‚
β”‚                                                                 β”‚            β”‚
β”‚                                                                 β–Ό            β”‚
β”‚                                                           β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”       β”‚
β”‚                                                           β”‚   LIVE   β”‚       β”‚
β”‚                                                           β””β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”˜       β”‚
β”‚                                                                               β”‚
β”‚  Health Tracking:  🟒 On Track  🟑 At Risk  πŸ”΄ Blocked  πŸ”΅ Completed         β”‚
β”‚                                                                               β”‚
β””β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”˜

Dual-Interface Architecture

                        β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”
                        β”‚   IMPLEMENTATION HUB    β”‚
                        β””β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”¬β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”˜
                                     β”‚
                  β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”Όβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”
                  β–Ό                                      β–Ό
        β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”                   β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”
        β”‚  SYSTEM ADMIN   β”‚                   β”‚ CUSTOMER PORTAL β”‚
        β”‚    INTERFACE    β”‚                   β”‚   (Per-Business) β”‚
        β””β”€β”€β”€β”€β”€β”€β”€β”€β”¬β”€β”€β”€β”€β”€β”€β”€β”€β”˜                   β””β”€β”€β”€β”€β”€β”€β”€β”€β”¬β”€β”€β”€β”€β”€β”€β”€β”€β”˜
                 β”‚                                      β”‚
    β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”Όβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”          β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”Όβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”
    β–Ό            β–Ό            β–Ό          β–Ό             β–Ό             β–Ό
β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β” β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β” β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β”  β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β” β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β” β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”
β”‚Projectsβ”‚ β”‚ Board  β”‚ β”‚ Forms  β”‚  β”‚ Overview β”‚ β”‚  Forms   β”‚ β”‚Documents β”‚
β”‚  List  β”‚ β”‚  View  β”‚ β”‚Builder β”‚  β”‚Milestonesβ”‚ β”‚ Fill-Out β”‚ β”‚ Updates  β”‚
β””β”€β”€β”€β”€β”€β”€β”€β”€β”˜ β””β”€β”€β”€β”€β”€β”€β”€β”€β”˜ β””β”€β”€β”€β”€β”€β”€β”€β”€β”˜  β””β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”˜ β””β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”˜ β””β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”˜

Key Features

πŸ—‚οΈ Project Portfolio Management

Manage all implementation projects from a centralized dashboard with two views.

Feature Description
List View Sortable table with customer name, stage, health, go-live date, next step, and last updated
Board View (Kanban) Drag-free visual board with columns for each stage: Pipeline, Kickoff, Setup, Training, Testing, Go-Live, Live, Blocked
Summary Statistics Four stat cards: Total Active, At Risk / Blocked, Overdue, Go-Live Ready
Search Full-text search across project name, customer name, and product area
Stage Filter Filter by: Pipeline, Kickoff, Setup, Training, Testing, Go Live, Live, Blocked, Closed
Health Filter Filter by: On Track, At Risk, Blocked, Completed
Pagination 25 projects per page with Kaminari pagination

Health Status Indicators:

  • 🟒 On Track β€” Project progressing as planned
  • 🟑 At Risk β€” Issues identified that may impact timeline
  • πŸ”΄ Blocked β€” Project cannot proceed without intervention
  • πŸ”΅ Completed β€” Implementation finished

πŸ“‹ Project Detail & Tabs

Each project has a comprehensive detail page with six tabs.

Tab Contents
Milestones Ordered list with status, due date, visibility scope, checklists, comments, and progress tracking
Updates Chronological feed with threaded replies, emoji reactions, and @mentions
Contacts Side-by-side Internal Team and Customer Team directories
Documents File uploads, links, and video URLs organized by category
Forms Assigned questionnaires with form builder, publishing, and submission tracking
Activity Automatic change log showing stage changes, milestone completions, document uploads, and more

Status Bar: Every project detail page shows a persistent status bar with Stage badge, Health badge, Kickoff date, Go-Live date, Sessions progress (e.g., 2/10), and a milestone completion progress bar.


🏁 Milestone Tracking

Track implementation progress with ordered milestones, checklists, and scoped discussions.

Feature Description
Status Tracking Not Started β†’ In Progress β†’ Completed
Visibility Scoping Internal Only, Shared with Customer, Customer Action Required
Due Dates Per-milestone due dates with overdue highlighting (red bold)
Progress Calculation Automatic percentage based on completed vs. total milestones
Checklists (Sub-tasks) Add checklist items to any milestone with individual progress tracking
Comments Scoped discussions on each milestone β€” both sysadmins and customers can comment
Comment Count Badge Each milestone row shows a comment count badge for quick visibility

Visibility Scopes Explained:

  • Internal Only β€” Visible only to the system admin team
  • Shared with Customer β€” Visible on the customer portal as a read-only milestone
  • Customer Action Required β€” Visible on the customer portal and highlighted in the customer’s β€œYour Action Items” section

Milestone Checklists

Break down milestones into granular, checkable sub-tasks with clear ownership.

Feature Description
Checklist Items Named sub-tasks under each milestone with completion tracking
Assignee Types Each item is marked as β€œInternal” (your team) or β€œCustomer” (their task)
Customer Toggle Customers can check off items assigned to them directly on the portal
Internal Read-Only Internal items appear on the portal as read-only with a check/uncheck state
Progress Bar Mini progress indicator on each milestone row (e.g., β€œ3/5”)
Ready Signal When all checklist items are complete, the milestone shows a visual β€œready to complete” indicator
Manual Completion Checklist completion is a visual signal only β€” sysadmins retain full control over milestone status
β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”
β”‚                     MILESTONE CHECKLIST                              β”‚
β”œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€
β”‚                                                                      β”‚
β”‚  Milestone: "Environment Setup"         Progress: β–ˆβ–ˆβ–ˆβ–ˆβ–ˆβ–ˆβ–‘β–‘ 3/5      β”‚
β”‚                                                                      β”‚
β”‚  β˜‘ Provision staging environment          (Internal)   βœ“ by Sarah   β”‚
β”‚  β˜‘ Configure SSO integration              (Internal)   βœ“ by Sarah   β”‚
β”‚  β˜‘ Upload org chart                       (Customer)   βœ“ by John    β”‚
β”‚  ☐ Share VPN credentials                  (Customer)   β€” pending    β”‚
β”‚  ☐ Validate data migration                (Internal)   β€” pending    β”‚
β”‚                                                                      β”‚
β””β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”˜

Milestone Comments

Attach contextual discussions directly to the milestones they relate to.

Feature Description
Sysadmin Comments Internal team can post and delete comments on any milestone
Customer Comments Customers can comment on customer-visible milestones via the portal
Author Attribution Each comment shows author name, type badge (Internal/Customer), and timestamp
Expandable Thread Comments are tucked inside an expandable β€œChecklist & Comments” section per milestone

πŸ“ Form Builder & Questionnaires

Build custom forms to collect structured data from customers during implementation.

Feature Description
Visual Form Builder Add, reorder, and remove questions with a drag-handle interface
11 Field Types Short Text, Long Text, Number, Email, Phone, URL, Date, Dropdown, Radio Buttons, Checkboxes, File Upload
Required Fields Mark individual questions as required
Help Text Add optional description/help text per question
Options Editor Inline textarea for dropdown, radio, and checkbox options (one per line)
Draft / Published Forms start as drafts; publish when ready for customer
Submission Tracking Track status: Pending β†’ In Progress β†’ Submitted β†’ Reviewed

Form Lifecycle:

β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”
β”‚                        FORM LIFECYCLE                                β”‚
β”œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€
β”‚                                                                      β”‚
β”‚  β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”    β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”    β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”    β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”          β”‚
β”‚  β”‚ CREATE  │───▢│  BUILD  │───▢│ PUBLISH │───▢│CUSTOMER β”‚          β”‚
β”‚  β”‚  Form   β”‚    β”‚Questionsβ”‚    β”‚  Form   β”‚    β”‚FILLS OUTβ”‚          β”‚
β”‚  β””β”€β”€β”€β”€β”€β”€β”€β”€β”€β”˜    β””β”€β”€β”€β”€β”€β”€β”€β”€β”€β”˜    β””β”€β”€β”€β”€β”€β”€β”€β”€β”€β”˜    β””β”€β”€β”€β”€β”¬β”€β”€β”€β”€β”˜          β”‚
β”‚   (Sysadmin)    (Sysadmin)     (Sysadmin)          β”‚               β”‚
β”‚                                                     β–Ό               β”‚
β”‚                                              β”Œβ”€β”€β”€β”€β”€β”€β”€β”€β”€β”           β”‚
β”‚                                              β”‚SUBMITTEDβ”‚           β”‚
β”‚                                              β”‚  (View) β”‚           β”‚
β”‚                                              β””β”€β”€β”€β”€β”€β”€β”€β”€β”€β”˜           β”‚
β”‚                                                                     β”‚
β””β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”€β”˜

πŸ“„ Document & Resource Sharing

A shared document library for both internal team and customer uploads.

Feature Description
Three Resource Types File Upload (PDF, Word, Excel, images, video β€” up to 500MB), Link / URL, Video URL
Seven Categories General, Configuration, Training, Data, Branding, Security, Other
Source Tracking Each document tagged as β€œMangoApps” (internal) or β€œYour Team” (customer)
Inline Previews Expandable image previews, PDF iframe viewers, and embedded YouTube/Vimeo players
Category Filtering Filter documents by category on the customer portal
Column Sorting Sort by name, category, source, or date on the customer portal

πŸ’¬ Updates & Communication

A shared update feed for asynchronous communication between the implementation team and the customer β€” with reactions, @mentions, and threaded replies.

Feature Description
Visibility Control System admins choose β€œInternal Only” or β€œShare with Customer” per update
Author Attribution Each update shows author name with β€œMangoApps” or β€œYour Team” badge
Customer Updates Customers can post updates that are always visible to both sides
Chronological Feed Most recent updates first, with timestamps
Emoji Reactions React to updates with πŸ‘ βœ… πŸ‘€ ❀️ β€” one reaction per emoji per user
@Mentions Tag project contacts by name (e.g., @Sarah) to draw attention and send targeted email notifications
Mention Highlighting @mentioned names are rendered in bold blue text in the update feed

Emoji Reactions

Quickly acknowledge or signal agreement on updates without typing a reply.

Feature Description
Four Reactions πŸ‘ Thumbs Up, βœ… Check, πŸ‘€ Eyes, ❀️ Heart
One Per Emoji Each user can add one of each reaction per update
Toggle On/Off Click to add, click again to remove
Reaction Bar Aggregated reaction counts displayed below each update

@Mentions

Mention project contacts by name to send them a targeted email notification.

Feature Description
Syntax Type @ followed by a contact’s name (e.g., @Sarah M.)
Auto-Match The system matches against all internal and customer contacts on the project
Email Notification Each mentioned contact with an email address receives a notification with the update text and a link to the project
Visual Highlight Mentions are rendered as bold blue text in the update feed

πŸ‘₯ Contact Management

Maintain directories of both internal and customer team members per project.

Feature Description
Internal Team MangoApps staff assigned to the project (managed by sysadmin, read-only for customer)
Customer Team Customer contacts (managed by customer via portal, visible to sysadmin)
Contact Fields Name, Email (validated format), Role
Inline Editing Customers can edit their team members inline without page reload

πŸ“Š Activity Feed

An automatic, chronological log of every significant change on a project β€” giving both sysadmins and customers a transparent history of what happened and when.

Feature Description
Automatic Logging Activities are created automatically when key actions occur β€” no manual entry needed
10 Action Types Stage Changed, Milestone Completed, Milestone Status Changed, Document Added, Form Published, Form Submitted, Contact Added, Checklist Item Toggled, Update Posted, Comment Added
Actor Attribution Each entry shows who performed the action with an Internal/Customer badge
Sysadmin Activity Tab Full activity history available in a dedicated β€œActivity” tab on the project detail page
Customer Activity Summary Recent activity items shown on the customer portal’s Overview tab
Customer Filtering System-level events are hidden from the customer view β€” only human-initiated activities appear
Metadata Each activity stores structured metadata (JSONB) for future filtering and reporting

Tracked Action Types:

Action Example Summary
stage_changed β€œStage changed to Setup”
milestone_completed β€œMilestone β€˜Kickoff’ was completed”
milestone_status_changed β€œMilestone β€˜Training’ changed to In Progress”
document_added β€œDocument β€˜Org Chart.pdf’ was added”
form_published β€œForm β€˜Pre-Kickoff Questionnaire’ was published”
form_submitted β€œForm β€˜Technical Requirements’ was submitted”
contact_added β€œContact β€˜John D.’ was added”
checklist_item_toggled β€œChecklist item β€˜Upload data’ was completed”
update_posted β€œPosted a shared update”
comment_added β€œCommented on milestone β€˜Environment Setup’”

πŸ”” Notifications & Due Date Alerts

Stay ahead of deadlines with automated email reminders and a daily sysadmin digest.

Feature Description
Due Date Alert Job A scheduled background job checks for overdue and approaching deadlines daily
Customer Reminder Customers receive email reminders when milestones, forms, or the go-live date are overdue or approaching
Sysadmin Digest Internal team members receive a single daily digest summarizing all overdue and at-risk items across their projects
Overdue Banner Customer portal index page shows a prominent alert banner when action items are overdue
@Mention Notification Contacts mentioned in updates receive a targeted email with the update content and a project link
Form Assignment Email Customers are notified when a new form is published for them
Status Update Email Customers receive emails for shared updates posted by the internal team

Notification Types:

Email Recipient Trigger
Customer Reminder Customer contacts Go-live date, milestone, or form approaching/overdue
Sysadmin Digest Internal team (project owner or all internal contacts) Daily batch of overdue/at-risk items
@Mention Notification Mentioned contact (internal or customer) Name mentioned in an update via @Name
Form Published Customer contacts A new form is published for the project
Status Update Customer contacts A shared update is posted by the internal team

Customer Reminder Email Contents:

  • Overdue go-live date alerts (days overdue)
  • Overdue milestone alerts (past due date, not yet completed)
  • Overdue or approaching form deadlines
  • Direct link to the customer portal

πŸ“¦ Content Templates & Reuse

Accelerate new project setup by copying content from existing projects or importing sample data.

Feature Description
Copy Content Copy milestones, internal contacts, documents, and forms from one project to another
Selective Copy Choose which sections to copy (checkboxes with item counts)
Import Sample Data One-click import of sample milestones (6), contacts (2), and forms (2) with pre-built questions
Idempotent Import Re-running import skips existing items β€” no duplicates created
Clone Forms Clone a single form (with all questions) to another project as a new draft

Sample Data Includes:

  • 6 milestones: Kickoff Complete, Discovery Questionnaire, Environment Setup, Training Delivered, UAT Complete, Go-Live
  • 2 contacts: Angela S. (Implementation Lead), Raaj P. (Product Specialist)
  • 2 forms: Pre-Kickoff Questionnaire (8 fields), Technical Requirements (5 fields)

🌐 Customer Portal

A dedicated, customer-facing interface that gives each customer visibility into their implementation progress.

Feature Description
Portal Toggle System admins enable/disable the portal globally via β€œCustomer Portal: ON/OFF” button
Business Linking Projects are linked to customer businesses via the Customer Business field
Auto-Single-Project If a customer has one project, they see the overview directly (no list)
Go-Live Countdown Dynamic countdown card showing days to go, β€œLaunch Day!”, or β€œYou’re Live!”
Action Items Pending customer-action milestones and unfilled forms highlighted prominently
Five Tabs Overview, Forms, Documents, Updates, Team

Customer Portal Tabs:

Tab What Customers Can Do
Overview View stage, progress, milestones with checklists, action items, recent activity feed, and MangoApps team
Forms Fill out assigned questionnaires, view submitted forms
Documents Browse all documents, add their own files/links/videos, remove own uploads
Updates Post updates visible to both sides, react with emoji, use @mentions, view shared updates from MangoApps
Team View MangoApps team (read-only), manage their own team contacts (add/edit/remove)

πŸ” Access Control

Access Level Who What They Can Do
System Admin MangoApps internal staff Full CRUD on all projects, milestones, checklists, comments, forms, documents, contacts, updates, reactions; view activity feed
Customer User Authenticated user of a linked business View own project, toggle customer checklist items, comment on milestones, fill forms, add documents, post updates, react to updates, @mention contacts, manage customer contacts
Portal Disabled Any customer user when portal is OFF Redirected with β€œImplementation Hub is not available.”

How We Compare

See how MangoApps Implementation Hub stacks up against leading customer onboarding platforms:

Feature MangoApps Workforce Rocketlane GuideCX ChurnZero
Customer-Facing Portal βœ… βœ… βœ… βœ…
Milestone Tracking βœ… βœ… βœ… βœ…
Milestone Checklists (Sub-tasks) βœ… βœ… ⚑ Limited ❌
Milestone Comments βœ… βœ… ⚑ Limited ❌
Custom Forms / Questionnaires βœ… (11 field types) βœ… ⚑ Limited ❌
Document Sharing (File + Link + Video) βœ… βœ… βœ… βœ…
Inline Document Previews (PDF, Image, Video) βœ… ❌ ❌ ❌
Kanban Board View βœ… βœ… βœ… ❌
Health Status Tracking βœ… βœ… βœ… βœ…
Emoji Reactions on Updates βœ… ❌ ❌ ❌
@Mentions with Email Alerts βœ… βœ… ⚑ Limited ❌
Activity Feed / Audit Log βœ… βœ… βœ… ⚑ Limited
Automated Due Date Alerts βœ… βœ… βœ… βœ…
Copy Content Between Projects βœ… βœ… ⚑ Limited ❌
Unified Platform (HR + Onboarding) βœ… ❌ ❌ ❌
No Per-User Pricing βœ… ❌ ($29-79/user/mo) ❌ ❌
Legend: βœ… Included ❌ Not Available ⚑ Limited

Why MangoApps Workforce?

  • πŸ”— Unified Platform β€” Implementation Hub works alongside your existing HR, performance, and communication tools in one system
  • πŸ’° No Hidden Costs β€” All features included, no per-user onboarding platform fees
  • πŸ“‹ Built-in Form Builder β€” 11 field types with draft/publish workflow, no third-party form tools needed
  • πŸ’¬ Built-in Collaboration β€” Milestone comments, emoji reactions, @mentions, and activity feeds β€” no Slack or email threads needed

User Roles & Permissions

Role Capabilities
System Admin Create/edit/archive projects, manage all milestones, add/manage checklist items, post milestone comments, post internal & shared updates with @mentions, react to updates, manage contacts, upload documents, build & publish forms, copy content between projects, import sample data, toggle customer portal, clone forms, view full activity feed
Customer User View own project overview & milestones, toggle customer-assigned checklist items, comment on visible milestones, fill out assigned forms, view submissions, add/remove own documents, post shared updates with @mentions, react to updates, manage customer team contacts, view recent activity

Getting Started

For System Admins

  1. Navigate to the sysadmin panel β†’ Implementation Hub in the sidebar
  2. Click β€œNew Project” to create your first implementation project
  3. Fill in project details: name, customer name, stage, health, dates, and link a Customer Business
  4. Click β€œImport Sample Data” to populate milestones, contacts, and forms
  5. Create and publish forms using the form builder
  6. Enable the customer portal by clicking β€œCustomer Portal: OFF” to toggle it ON

For Customer Users

  1. Once the portal is enabled, click β€œImplementation Hub” in the top navbar
  2. View your project Overview β€” stage, milestones, go-live countdown, and action items
  3. Go to the Forms tab to fill out any assigned questionnaires
  4. Use the Documents tab to share files and links with your MangoApps team
  5. Post questions or status updates in the Updates tab
  6. Add your team members in the Team tab

Best Practices

For Implementation Teams (System Admins)

  • βœ… Use milestone visibility scoping to control what customers see β€” keep internal planning milestones as β€œInternal Only”
  • βœ… Break milestones into checklists β€” give customers clear, checkable sub-tasks so they know exactly what’s needed
  • βœ… Use milestone comments for scoped discussions instead of long email threads
  • βœ… @Mention specific contacts in updates to ensure the right people get notified
  • βœ… Import sample data as a starting point, then customize milestones and forms for each customer
  • βœ… Copy content from a successful project to new ones to maintain consistency
  • βœ… Publish forms only when they’re ready β€” use the draft/publish workflow to avoid sending incomplete questionnaires
  • βœ… Post shared updates regularly to keep customers informed and reduce inbound questions
  • βœ… Monitor the summary statistics on the index page to catch at-risk and overdue projects early
  • βœ… Check the Activity tab to audit who changed what and when β€” useful for handoffs between team members

For Customer Users

  • βœ… Check the Overview page regularly for action items, milestone progress, and the Recent Activity feed
  • βœ… Check off your checklist items as you complete them β€” your implementation team can see your progress in real-time
  • βœ… Comment on milestones with questions or blockers rather than sending separate emails
  • βœ… Use emoji reactions (πŸ‘ βœ… πŸ‘€ ❀️) to acknowledge updates without typing a reply
  • βœ… Fill out assigned forms promptly β€” overdue items are highlighted in red and trigger reminder emails
  • βœ… Upload relevant documents (org charts, data exports, configuration files) to the Documents tab
  • βœ… Use the Updates tab to ask questions or share status β€” it’s visible to both your team and MangoApps
  • βœ… @Mention your MangoApps contacts to send them direct notifications
  • βœ… Add all stakeholders to the Team tab so the MangoApps team knows who to contact

Frequently Asked Questions

Q: How do customers access the Implementation Hub?
A: Customers access it via the β€œImplementation Hub” link in the top navbar. The portal must be enabled by a system admin (via the β€œCustomer Portal: ON/OFF” toggle), and the customer’s business must be linked to a project via the β€œCustomer Business” field on the project form.

Q: Can customers see all milestones and updates?
A: No. Milestones with β€œInternal Only” visibility are hidden from customers. Only milestones set to β€œShared with Customer” or β€œCustomer Action Required” appear on the customer portal. Similarly, updates posted with β€œInternal Only” visibility are hidden from customers.

Q: Can customers delete documents uploaded by MangoApps?
A: No. Customers can only remove documents they uploaded themselves (marked with β€œYour Team” badge). Documents uploaded by MangoApps staff (marked with β€œMangoApps” badge) are read-only for customers.

Q: What happens if I import sample data twice?
A: The import is idempotent β€” it checks for existing items by name and skips duplicates. Running it a second time shows β€œSample data already exists for this project.”

Q: Can customers check off any checklist item, or only ones assigned to them?
A: Customers can only toggle checklist items marked with the β€œCustomer” assignee type. Internal items appear on the portal as read-only so customers can see overall progress, but they cannot change them.

Q: Does completing all checklist items automatically complete the milestone?
A: No. Checklist completion is a visual signal only. When all items are checked off, the milestone shows a visual β€œready” indicator, but a system admin must explicitly change the milestone status to β€œCompleted.”

Q: How do @mentions work?
A: Type @ followed by a contact’s name (e.g., @Sarah M.) in any update. The system matches against all internal and customer contacts on the project. Each matched contact with an email address receives a notification email with the update content and a link to the project.

Q: What are the available emoji reactions?
A: Four reactions are available: πŸ‘ Thumbs Up, βœ… Check, πŸ‘€ Eyes, and ❀️ Heart. Each user can add one of each per update. Click once to add, click again to remove.

Q: How do due date alerts work?
A: A background job runs daily and checks for overdue and approaching deadlines across all active projects. Customers receive email reminders for overdue milestones, forms, and go-live dates. System admins receive a daily digest summarizing all at-risk items. The customer portal also shows a visual overdue banner when action items are past due.

Q: What does the Activity tab show?
A: The Activity tab shows an automatic, chronological log of all significant changes on a project β€” stage changes, milestone completions, document uploads, form events, new contacts, checklist changes, updates, and comments. Each entry shows who performed the action and when. On the customer portal, a β€œRecent Activity” summary appears on the Overview tab.



The Implementation Hub keeps your implementation team organized and your customers engaged β€” from first handshake to go-live and beyond β€” with checklists, comments, reactions, @mentions, activity logs, and automated alerts that keep everyone aligned.

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