Colleague offers User and Admin Training as part of our implementation process. Following this training, an administrator will be able to use the Admin features to configure the required global settings, user settings, templates, forms and permissions.

Further support is provided free of charge to help onboard a client on to the platform, supporting administrators with queries and undertaking simple config tasks on your behalf in the short term.

For any bespoke configurations, such as bespoke reporting, dashboards, automation logic apps and mass data updates, these are processed under ‘Consultancy’.

For more details on our Consultancy costs, please click here.

Colleague’s API is included free of charge as part of a standard subscription.

Should the integration require development from Colleague, and is a solution appropriate for all, this will be reviewed as part of Colleague’s Roadmap. Bespoke integrations are delivered under ‘Consultancy’.

For more information about our API, please click here.

To access our Roadmap please click here.

Please find the below link to a list our standard integrations:

There are no additional charges from Colleague when integrating with a third party. The additional costs would come from the third-party solution.

Colleague offers the following Training options:

• Online/Onsite User Training
• Online/Onsite Admin Training
• Post Go Live Online Workshops
• Refresher User Training
• Bespoke Online User Session Based on Requests

Depending on the circumstance, these are delivered as part of an implementation, post a client go live, part of a general client catchup or as part of a support query.

For more information, please contact our Support Team.

All support costs are covered under the User Subscription fee.

For a breakdown on our Support Policies, please find the following link:
https://www.colleaguesoftware.com/wp-content/uploads/2023/07/Colleague-Standard-Support-Policy-v1.0.pdf

For more information, please contact our Support Team.

Colleague delivers a monthly upgrade out of hours. All Users are sent a link to our written release notes (which includes a short summary video on the changes), plus we run a monthly webinar to cover the changes in greater detail.

There are no costs associated to the monthly upgrade. These are part of the subscription fee.

To review to our Maintenance page, please click here.

During a data migration project, a client will be provided with a point of contact, whom you will liaise with during the implementation process.

A subset of Users will be given access to the system during the testing phase following the first test data transfer. This allows for User Acceptance Testing (UAT). Updates are made to the database based on your feedback.

We integrate with Microsoft 365 Exchange as standard.

If a client wishes to use Exchange Server 2016, they will need to implement an Exchange Hybrid approach: https://learn.microsoft.com/en-us/exchange/exchange-hybrid.

This gives the front end Users access to the Colleague cloud platform, with the data and documents stored in the cloud, but the Email Exchange would be hosted on your Exchange server (syncing with 365).

Yes, Colleague utilises Microsoft’s MSGraph API to directly access emails (sent and received) from a 365 user mailbox. These emails are then recorded against the relevant records in Colleague.

All Calendar Events and Tasks are created via MSGraph directly into the Users Calendar/Tasks.

Colleague adopts the security policies of the 365 user.

If two factor authentication has been enabled, Colleague will request two factor authentication as part of the login process.

Colleague utilises the User authentication token provided by Microsoft 365 as part of an active User session. If the User is already logged into 365, they will not be required to login to 365 as part of Colleague Login, but there is still a Colleague Username and Password to access the system.

• Mobile UI – Included with User Subscription
• Outlook Add-In – Included with User Subscription – For more information click here
• Candidate / Contact Portal – £100 per month – For more information click here
• Chrome/Edge Extension – Included with User Subscription – For more information click here
• User Dashboards – Included with User Subscription
• Team Dashboards – Included with User Subscription
• Colleague Insight (Big Screen Reports) – Requires a dedicated User Subscription – For more information click here

Yes, held in the UK South Microsoft Data Centre.

Colleague utilises Azure’s 30 day ‘point in time’ restore option. This gives us the ability to revert a copy of the database as it was during any specified date and time within a 30 day window.

We also support the storage of ‘cuts’ of the database within Microsoft ‘Vaults’.
These can be automated (every day/week/month) and allows for a long term retention policy to suit the customer.

An annual contract is 12 months from ‘Go Live’ (the date in which the final data transfer is complete, and all Users are given access to the platform).

Yes, the annual contract will auto-renew for another year on the anniversary of the ‘Go Live’ date.

No, there is not an automatic price increase built into the renewal process.

In the event of a database storage limit being reached, our Support Team will recommend a higher tiered spec for the database. Each tier represents an increase in database hosting costs.

These are currently:

S1 – £34 per month
S2 – £87 per month
S3 – £152.86 per month
S4 – £355.19 per month

Additional DB storage can also be added to the spec. An extra 250GB storage is £39.44.

All pricing is subject to Microsoft review.

Consultancy orders are treated as one-time payments.

User Subscriptions and Database hosting is billed on a monthly basis.
Invoices are dispatched on the 2nd of each month, payment is collected via Direct Debit on or after the 15th.