Statement of Work

The Statement of Work below (“SoW”) supplements and amends the Ideanote Terms of Service (”ToS”). If there is any conflict between this SoW and the Terms of Service, the applicable terms in the SoW will prevail.

This SOW confirms the understanding of the product, scope, deliverables, and timelines.

1. Objective

The Customer aims to implement Ideanote to launch idea collections on core business challenges, engage employees or others in innovation, streamline idea generation, and facilitate efficient decision-making.

2. Product and Service Overview

2.1. Platform Availability

Ideanote is a Web App accessible via any modern browser (Firefox, Chrome, Edge, Safari).

It is also available as an app inside Microsoft Teams, and available without installation as a Progressive Web App (PWA) on mobile devices via the browser.

A workspace can be accessed via a specific subdomain, e.g. mycompany.ideanote.io, mycompany.ideanote.io ( for region, e.g. eu, us, ca, ae) or at a custom branded subdomain like ideas.mycompany.com.

2.2. Platform Overview

In Ideanote, each Workspace is a secure and dedicated environment that can serve as the centralized hub for all ideas and innovation for the organization.

Inside the Workspace, Customers create and manage Idea Collections (IC’s), designed to gather ideas around specific business challenges or goals. IC’s can further be organized into different Sections, e.g. one per department or business unit. Each IC has a customizable set of Phases (e.g. feedback, evaluation, review) that an idea can move through.

2.3. Platform Features

Ideanote is an end-to-end idea management platform designed to streamline the idea management process and engage people in innovation. It provides comprehensive features for idea management, specifically within the following areas.

For the sake of completeness, below is a list of features included in our top tier plan inside the Standard deployment version of Ideanote (see Versions in our ToS).

Features not explicitly mentioned in this list can not be expected to be included in the platform unless they are explicitly stated in the applicable Order Form, Offer or Invoice.

• ‍Collect: Centralized Workspace, Idea Collections, Sections, Templates, Forms, Conditional Fields, Deadlines, Anonymity, Co-Ownership‍
• Engage: Teams, Guests, Ranks, Comments, Mentions, Likes, Profiles, Notifications, Leaderboards, Feed‍
• Manage: Drag & Drop, Statuses, Phases, Access per Phase, Rating, Assignments, Reviews, Expand, Linking, Hide Content, Lock Content, Views, View Layouts, Advanced Sort and Filter‍
• Measure: Goals, Engagement Analytics, Trend Analytics, ROI Analytics, World Map, XY Plot, Custom Charts, Data Export‍
• AI: AI Challenge Generation, AI Automatic Translation, AI Topic Map, AI Idea Generation, AI Image Generation‍
• Automate: Automations, Triggers, Actions, Conditions, Dynamic Variables, Bulk Actions, Custom Notifications‍
• Integrate: Zapier, Microsoft Teams App, Microsoft Power Automate, Microsoft Power BI, Webhooks, Custom Code, Public API, Email Idea Inbox‍
• Embed: Fullpage Widgets, Launcher Widgets, Popover Widgets, Inline Widgets, Widget Login Methods, Custom Widget Elements, Hidden Parameters, Shareable Links‍
• Branding: Custom Domain, Custom Fonts, Custom Theme, Custom Login Screen, Remove Ideanote Branding‍
• Authentication: Multiple Sign-In Methods, Google OAuth, Microsoft OAuth, Slack OAuth, Email and Password, Without Signup, SAML SSO, OpenID Connect, OAuth, Azure AD, ADFS, JWT, SCIM User Provisioning, SCIM Team Sync‍
• Compliance: Encryption at Rest and in Transit, CSV User and Idea Import, Data Residency, SOC2 Compliance, Self-Hosting, GDPR Ready, Multi-Language, Right-to-Left (RTL), 99.9% Uptime SLA, Audit Log, Domain Access Controls, IP Access Controls, Session Timeout Controls, Data Retention Controls, Anonymize IP Addresses, Control Link Sharing, Lock Profiles, Enforce Access, Antivirus Scanning

If You are of the impression that a feature or functionality that you depend on for your use-case is missing from the list below, please reach out to us to amend this list or include in the Order Form.

2. Scope of Work

This SOW covers the services and activities provided by Ideanote to support the implementation and effective utilization of the platform.

2.1 Deliverables

Through this collaboration, Ideanote will provide interactive sessions, technical support and best-practice advice for a successful launch of Your first pilot as well as ongoing support.

2.1.1 Initial Onboarding

At Ideanote, we see onboarding as a critical step to ensure our platform delivers value effectively and aligns with Your goals. Our aim is not to provide generalized innovation consulting but to prepare Your team to make the most of Ideanote.

We advocate for starting with a focused, manageable project. By keeping things simple, You can establish strong engagement and demonstrate measurable impact early on. Once You’ve proven success with a smaller pilot, scaling becomes more intuitive and effective, minimizing the risks of complexity or inefficiency.

Our primary goal during initial onboarding is to support You in launching Your first pilot project, typically encompassing 1-3 idea collections. This structured process focuses on engaging Your audience, collecting impactful ideas, and building a foundation for long-term success. The approach is collaborative, with clear milestones and shared responsibilities between Your team and Ideanote’s experts.

All initial onboarding steps are optional deliverables available to the Customer on demand during the initial pilot project phase and their relevance and utilization depend on the Customer’s needs and the type of project.

This phased approach ensures that Your team is empowered to take ownership of the platform while being fully supported by our expertise. By starting small, You build a strong foundation for innovation, paving the way for scalable success in the future.

2.1.2 Ongoing Support

After the pilot project Ideanote transitions into regular check-ins to ensure ongoing success.

Our commitment to Your success continues through comprehensive ongoing support. This ensures You have the resources, guidance, and technical assistance needed to fully utilize Ideanote and maintain momentum in Your innovation journey.

All ongoing support steps are optional deliverables available to the Customer on demand and their relevance and utilization depend on the Customer’s needs and the type of project.

More details on support availability can be found in our Support Policy.

2.2 Timelines

Timelines for the pilot launch can vary depending on Your internal deadlines and decision making, as well as technical requirements and complexity. Below You can find a typical example timeline spanning 12 weeks from the first kick-off meeting to the launch of a pilot idea collection with sample activities.

2.3 Roles and Responsibilities

Through this collaboration, both the Customer and Ideanote are responsible for separate parts of a successful utilization of the Product.

2.3.1 Customer Responsibilities

• ‍Assign Project Manager: Assign a dedicated project manager to lead internal coordination, scheduling, and day-to-day oversight of the Pilot project and act as a point of contact for scheduling and communication with the CSM.‍
• Identify Stakeholder: Identify and connect with a key stakeholder or executive sponsor inside Your organization to define business requirements, align on strategy, and authorize key decisions regarding the Pilot.‍
• Allocate Technical Lead: Allocate a technical lead to manage authentication setup (e.g., SSO), implement technical integrations, and troubleshoot internal system dependencies.‍
• Allocate Communication Lead: Allocate a communication lead to prepare, inform, and engage the Pilot audience, including invitations, announcements, and follow-ups.‍
• Align Strategy: Have innovation goals and a clear strategy to ensure that the Pilot aligns with broader business objectives and a plan to scale the innovation over time.‍
• Define Topic: Identify and decide on the first idea collection's theme with a key stakeholder committed to implementing resulting ideas.‍
• Get Greenlight: Secure executive and legal approval for the launch.‍
• Map Process: Map out a process for ideas with no more than seven phases and no more than seven automations, keeping the Pilot simple and result oriented.‍
• Define Idea Form: Define a default idea form with up to seven fields to promote engagement and reduce complexity.‍
• Define KPIs: Define KPIs for both the initial Pilot and the first year to measure progress, guide improvements, and demonstrate value.‍
• Develop Communication Plan: Develop an outreach and communication plan—including any necessary brand assets—to inform and motivate the audience during launch.‍
• Connect SSO: Connect Ideanote to Your company's SSO. Ensure mapping of metadata attributes for language (locale) and teams (department).‍
• Add Custom Domain: Connect, if applicable, a custom domain like ideas.yourcompany.com‍
• Setup Workspace and Idea Collections: Set up the Pilot idea collection, leveraging Ideanote's Help Center resources and support from the Customer Success team via interactive or Q&A sessions.‍
• Conduct User Test: Conduct a user test before launch to walk through core user flows to ensure correct access.‍
• Launch Pilot: Execute the launch of Your Pilot idea collection to the designated audience, following the communication plan and prepared engagement strategy.‍
• Close Feedback Loop: Close the feedback loop to ensure long-term engagement by interacting with Your audience in Ideanote by e.g. liking their ideas, leaving feedback and providing updates on the overall Pilot progress and results.‍
• Revise Process: Review and refine the innovation process based on insights gained during the Pilot, adjusting phases, automations, or forms as needed to work towards a standardized template that can be re-used.‍
• Plan Scaling: Develop a roadmap for expanding the program—scaling to additional idea collections, broader audiences, and more stakeholders—ensuring sustainable innovation culture growth over time.‍
• Schedule Meetings: Reach out to the Ideanote CSM to schedule meetings.

2.3.2 Ideanote Responsibilities

• ‍Assign Customer Success Manager: Provide a dedicated CSM to guide onboarding, facilitate Pilot planning and review sessions, and serve as the primary point of contact throughout engagement.‍
• Allocate Technical Support: If needed, offer limited access to technical Ideanote staff for relevant technical inquiries such as authentication setup or workspace configuration.‍
• Share Documentation: Supply documentation to facilitate self-service setup.‍
• Provide Recommendations: Provide best-practice recommendations and platform training to support the initial Pilot and subsequent innovation initiatives with the goal to further streamline idea management workflows and enhance overall engagement.‍
• Deliver Support: Provide continuous support via email for assistance with product-related questions as per our Support Policy.‍
• Deliver Q&A Sessions: Conduct interactive Q&A sessions to address product-related questions, provide clarification on functionality, and support setup and launch activities.‍
• Conduct Regular Check-Ins: Conduct monthly or quarterly check-in's to review progress, address challenges, and plan next steps.‍
• Assist with KPI Reporting: Assist in setting up charts inside of Ideanote to facilitate the reporting of key performance indicators e.g. for engagement and implementation.‍
• Provide Updates: Deliver updates and training on new platform features as they become available where relevant.‍
• Provide Admin Training: Offer sessions to train new admins in core Ideanote functionality for full utilization and to further adoption of the platform across Your organization.

3. Assumptions

For the sake of clarity, this section outlines the underlying assumptions of this SoW.

• ‍Out-of-Scope Work: Services not explicitly mentioned in this document, including but not limited to custom feature development, strategic consulting, or white-glove full service setup of an idea collection are outside the scope of this SoW unless otherwise agreed upon.‍
• Self-Managed Limitations: As covered by our Self-Managed Terms, if You are on the Self-Managed deployment option, then for liability reasons we are unable to assist directly on Your infrastructure, troubleshoot or advise on configurations.‍
• Onboarding Duration: We assume that the Customer has a well-defined project in mind when procuring Ideanote. We assume that Onboarding can be kicked-off swiftly and work towards a pilot project can commence and be completed within the first 6 months of the engagement. Onboarding is not intended to stretch out for longer than that as it is resource intensive.‍
• Technical Readiness: We assume that the Customer and their intended audience have reliable internet access. Additionally, if using VPNs or firewalls, we trust that they can configure these to allow access to Ideanote. We also assume Customer has a compatible SSO solution. Ideally, SAML SSO can provide user department data for easier user management.‍
• Cultural Readiness: We assume that the Customer organization has a culture that can sustain innovation, executive support for innovation and a dedicated budget for implementing ideas.‍
• Innovation Roadmap: We assume that the Customer has a clear path and resources for their innovation journey. While we're here to assist, an innovation effort that is part of a broader strategy ensures the best use of Ideanote.‍
• CSM Role: As laid out under Customer Responsibilities, we assume that the Customer has innovation expertise and a dedicated resource for rolling out Ideanote. With that in mind, the role of the CSM is primarily to onboard, advise on product features to accommodate use-cases, share innovation best practices and train admins. The CSM role does not cover white glove services such as platform setup and configuration, communication design and planning, governance, strategic advisory, innovation consulting, innovation process design, innovation workshops and brainstorming sessions or act as the centre of excellence, innovation manager or project manager that drives coordination between business units and stakeholders.‍
• Focus on Ideas: We assume the Customer’s primary focus is on ideas. Our platform is designed primarily for idea management and a focus on ideas. While it offers flexibility, its core strength lies in helping the Customer capture, develop, implement idea submissions and track impact.‍
• Legal Compliance: We assume that the Customer understands the legal implications of collecting idea submissions from employees, including data privacy and intellectual property considerations, and handle these responsibilities appropriately.‍
• Automation Complexity Limits: We assume that the level of automation required by the customer is kept to a reasonable fair usage level and scaled responsibly. Ideanote comes with an inbuilt system for idea workflow automation. While it can save time, e.g. to send email reminders or move ideas forward automatically, we do not recommend, help set up or advise on overly complex automations ambitions with more than 7 automations per Idea Collection. Our experience shows that the complexity added with each layer of automation and cross-dependencies ends up taking time instead of saving time. With the goal of saving time for humans, automation workflows should be kept to a stable minimum for the first year and only expanded once the workspace sees enough activity volume to warrant further automation.‍
• Focus on Simplicity, Engagement and Impact: We assume the Customer is focused on simplicity, engagement and impact. We advise keeping the complexity of idea collections to a minimum—especially during Your initial Pilot. We are setting the recommended limit at no more than 3 Idea Collections, no more than 7 Idea Fields and no more than 7 Phases per Idea Collection. Just as A/B testing becomes difficult with too many variables, adding layers of complexity to Your idea workflows makes it harder to identify what works and where bottlenecks occur. Each additional step, decision-making layer, or form field negatively impacts engagement rates. Without engagement, You'll see fewer ideas, less impact, and risk a downward spiral of participation. With that in mind, we strongly advise against starting with a complex process that requires a year of simplification while engagement and impact lag behind and Your stakeholders grow concerned. Instead, we recommend starting with a lean process that moves ideas quickly, allowing You to validate and implement solutions that deliver genuine impact. This approach proves to Your audience and stakeholders that innovation works, enabling You to iterate and scale Your efforts sustainably. While we can make exceptions to these limits for Your initial Pilot—and ultimately it's Your decision—we caution that a more complex approach will take longer to plan and implement, and is less likely to succeed.

4. Document References

As mentioned at the start of this SoW, please be aware it supplements and amends our ToS.

If you are looking for information on data security, support hours and hour caps, ownership, billing, deployment versions please refer to our Terms of Service, Data Processing Addendum, Privacy Policy, Sub-processor List, Service Level Agreement (SLA), Support Policy and, if applicable, our Self-Managed Terms.