Security
Customer Onboarding Software Security at OnboardingCustomers
OnboardingCustomers protects onboarding data with role-based access for your team, an audit log of every change, personal magic links for customer contacts that you can revoke at any time, file checks on upload, encrypted CRM tokens, a signature audit trail with document hash, HTTPS everywhere, EU hosting and regular backups. Enterprise adds SAML SSO, priority support with a named contact and a security review pack.
- Ingrid Halvorsen changed the go-live date of Northwind Logistics Oct 14, 09:12
- Customer contact Dana Ruiz signed the Data Processing Agreement Oct 14, 13:51
- Sam Okafor approved the file Certificate of insurance Oct 13, 16:30
- Admin Lena Brooks removed seat for a former employee Oct 12, 11:05
- Magic link revoked for a contact who left Kestrel Payroll Oct 11, 08:40
The controls in the product
Onboarding moves contracts, tax forms, data exports and signatures between two companies. These are the controls OnboardingCustomers applies to that data.
Roles for your team
Four roles: owner, admin, implementation manager and viewer. Viewers can follow onboardings without changing them, and only owners and admins manage billing, integrations and members.
Audit log
Changes to plans, dates, members, roles, documents and integrations are recorded with who did it and when, so you can answer what happened to an account without guessing.
Revocable magic links
Every customer contact gets a personal link scoped to their onboarding. No shared passwords. Revoke a link and it stops working at once.
Upload checks
Files uploaded to the portal are checked for type and size and scanned before your team opens them. Unexpected file types are refused.
Encrypted CRM tokens
OAuth tokens for HubSpot, Salesforce and Pipedrive are stored encrypted and used only for the sync you configure. Disconnecting removes access.
Signature audit trail
Each signature records the signer, IP address, time and a hash of the document, and the signed PDF is stored with that trail.
HTTPS everywhere
All traffic to the app and the portal is served over HTTPS, including magic links and file downloads.
Hosting in the EU
Application data and files are hosted in the European Union by a hosting provider, with regular backups of the database and stored files.
Enterprise controls
SAML single sign-on for your team, priority support with a named contact, a security review pack for vendor assessments and invoice billing.
Access for your team
Every workspace has an owner. The owner and admins invite members and choose their role. Implementation managers run onboardings: they edit plans, request documents, send signatures and talk to customers. Viewers, for example a sales lead or an executive sponsor, can read progress and health without changing anything.
Seats are counted per plan (3 on Startup, 10 on Growth, 30 on Scale, 100 on Enterprise). When someone leaves your company, removing them from the workspace ends their access immediately, and the audit log keeps the record of what they did. On Enterprise, SAML SSO lets your identity provider control who can sign in.
Access for your customers
Customer contacts never receive a password. Each person invited to a portal gets a personal magic link that opens only their onboarding. You see when each contact last opened the portal, and you can revoke any link from the onboarding settings. Customer portal users are included on every plan, so there is no reason to share one login across a customer team, which keeps the audit trail personal.
Documents and signatures
Document requests are where sensitive files arrive: W-9 forms, insurance certificates, data exports, security questionnaires. Uploads are checked for allowed file types and size and scanned before they become available to your team. Approving or rejecting a file is recorded in the audit log.
For agreements, the e-signature flow places fields on your PDF and the customer signs inside the portal. The service records signer name, email, IP address, time and a hash of the document, flattens the signed PDF and stores it with its trail. If the document changes, the hash no longer matches.
CRM connections
When you connect HubSpot, Salesforce or Pipedrive, authorisation goes through OAuth on the CRM side. We store the resulting tokens encrypted and use them only to read the deals that start onboardings and to write back the fields you map.
Infrastructure and data handling
- Application data and uploaded files are hosted in the European Union by a hosting provider.
- Traffic is encrypted in transit with HTTPS.
- The database and stored files are backed up regularly.
- Payments are handled by a payment processor. Card numbers never reach our servers.
- Plan generation uses an AI model provider. Only the text you submit for the plan is sent, and usage is limited per plan.
- Emails such as reminders and magic links are sent through an email delivery provider.
The full list of data categories, purposes and retention is in our Privacy Policy.
Enterprise security review
Larger customers usually run a vendor assessment before rollout. The Enterprise plan includes a security review pack describing the controls on this page in the detail an assessment asks for, together with SAML SSO, priority support with a named contact and invoice billing. Enterprise costs $2,999 per month, or $1,499 per month billed yearly, and like every plan it is self-serve from the pricing page.
Reporting a vulnerability
If you believe you have found a security issue, write to [email protected] with the steps to reproduce it. Please do not access data that is not yours while testing.
Frequently asked questions
Still deciding? Write to [email protected] and a person on our team answers.
Where is our data hosted?
How do customer contacts sign in to the portal?
Do you support single sign-on?
How are CRM connections stored?
Do you hold security certifications?
How do I report a security issue?
Onboard customers with access you control
Create an account, invite your team with the right roles and give each customer contact a link you can revoke.