2. Onboarding Phase

The onboarding phase prepares your organization and systems for integration development. It follows 4 steps with clear responsibilities for Cloudify and for you.

Step 1: Company Added to Lighthouse

Responsibility: Cloudify

Cloudify will set up your company account in the Lighthouse platform.

You will receive:

• An email invitation to join Lighthouse

• Access to your integration dashboard

Action required: Accept the invitation and log in to verify access.

Step 2: System Access

Responsibility: You (Client) + Cloudify verifies connection

You will need to provide Cloudify with two types of access to the applications being integrated.

A) Add Apps as Connectors in LighthouseYou will connect your applications to Lighthouse via the Lighthouse dashboard:

How to do this:

1. Log in to your Lighthouse account

2. Navigate to "Connections" section

3. Click "Add Connector" for each application to be integrated

4. Follow the setup wizard for each app (e.g., HubSpot, Business Central, Xero)

5. Authorize the connection (typically OAuth or API token)

6. Verify the connection status shows "Connected"

What this does:

• Allows Lighthouse to connect to your applications via API

• Enables data to flow between your apps and Lighthouse

• Required for the integration to function

Cloudify will:

• Provide step-by-step instructions for adding each connector

• Guide you through any troubleshooting if connection fails

Verify that connectors are properly configured

B) Provide Front-End Admin Access

In addition to connecting via Lighthouse, Cloudify needs admin access to log in directly to your applications' front-end:

Why this is needed:

• To see and understand your data structure

• To configure integration settings within your application

• To test the integration with sample data before go-live

• To troubleshoot issues if they occur

How to provide front-end admin access - Choose one option:

Option 1: Create an Integration User Account (Recommended)

• Create a new admin user account in your application

• Username: "[YourCompany]-Cloudify-Integration" or similar

• Email: Use our support@cloudify.biz company email(for password resets)

• Share the login credentials with Cloudify via secure method (email or password manager)

• Advantages: Maintains security, can be audited, easy to disable when project ends

Option 2: Share Existing Admin Credentials

• Provide Cloudify with an existing admin account username and password

• Only recommended if creating a new account is not possible

• Note: You can change the password after the project if preferred

Credentials needed for:

• Your source system (e.g., HubSpot)

• Your target system (e.g., Business Central)

How to share credentials securely:

• Email to your Cloudify project contact

• Use a secure password sharing tool if preferred

• Include: URL, username, password, any 2FA/MFA instructions

Timeline for Step 2: Complete as soon as possible after receiving your Lighthouse invitation. Most clients complete this within 1-3 days.

What Cloudify will do after you complete Step 2:

• Verify connector connections are working in Lighthouse

• Log in to your applications using provided credentials

• Confirm able to access all necessary data and settings

• Test read/write permissions needed for the integration

• Identify any system configuration needed (Step 3)

Step 3: Possible System Configuration

Responsibility: You (Client)

Before development begins, your systems may need to be configured with specific settings for the integration to work properly.

Examples of configuration that may be needed:

• Custom properties or fields in either system

• Optional Setup (OSS) or similar feature enablement

• Customer posting groups and VAT posting groups (for accounting systems)

• Product categories or classifications

• Tax rates and payment terms

• Multi-entity or company setup (if applicable)

Cloudify will advise: Once we have access to your systems, we'll identify what needs to be configured. We may ask:

• "Do you have static rules for customer posting groups, or should we define these during onboarding?"

• "Are there specific custom fields needed in HubSpot for this integration?"

• "Do you need specific product groupings for the integration?"

Action required: Complete or confirm all required system configuration before the onboarding session.

Timeline: Complete in parallel with or immediately after Step 2. We'll coordinate with you on what needs to be done.

Step 4: Onboarding Session

Responsibility: Both Cloudify and You (Client)

Once Cloudify has access to your systems and any necessary configuration is complete, we'll schedule a 30-minute onboarding session to:

Discuss:

• The data structure in your source system (HubSpot, etc.)

• The data structure in your target system (Business Central, etc.)

• Define unique identifiers for identifying customers, invoice etc across systems

• How data will be mapped between systems (customers, invoices, deals, products, etc.)

• Any special business logic or rules needed

• Finalization of system configuration details

Attendees:

• Cloudify development lead

• Your IT/technical contact

• Business stakeholder familiar with data structures (accounting manager, CRM administrator, etc.)

Preparation required:

• Cloudify: Access to both systems to review data structure

• You: Have key stakeholders available and ready to discuss business requirements

Outcome: Clear understanding of how the integration will work and any final configuration details needed.

Onboarding Sequence

The onboarding steps must happen in order:

1. Step 1 (Cloudify): Cloudify creates Lighthouse account → You receive invitation

2. Step 2 (You + Cloudify): You add connectors and provide front-end credentials → Cloudify verifies connection

3. Step 3 (You): You configure systems if needed → Coordinated with Cloudify

4. Step 4 (Both): Once Steps 2-3 complete → Schedule and conduct onboarding session

Total onboarding timeline: Typically 1-2 weeks depending on how quickly you can complete Step 2 and Step 3.