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Mazlan Home and Procedure Management: Notifying your team (Email template)
Who is this article for?
Administrators who would like to notify their team about the upcoming login change.
No special access or permissions are required.
As a Procedure Management admin, you may wish to let your team know about the upcoming login change ahead of your migration date.
Choosing the right template
This article provides two ready-made email templates you can copy, personalise, and send directly to your staff.
Most Procedure Management customers use standard username-and-password login. If that applies to you, use Template A below. A small number of customers use single sign-on (SSO) and are migrating in the later stages of the rollout (October/November). If that applies to you, use Template B instead.
Understanding user roles in Mazlan Home
Procedure Management Admins become Tenant Admins in Mazlan Home. All other users become standard Users. Roles carry across automatically, and you are free to adjust them once your migration is live.
Sending welcome emails to your users
As Tenant Admin, your own welcome email is sent to you automatically once migration completes. For everyone else, welcome emails are manual by default. You can trigger them individually or in bulk from Mazlan Home Admin Console, or set automatic sending as the default for all users under Mazlan Home Admin Console > Communication.
- SSO users receive a welcome email letting them know about the change, with no password-setup instructions, since they will keep signing in with their existing corporate credentials
- Standard login users receive a welcome email from app@hub.ideagen.com with a link to set a new password. Please ask your IT team to whitelist this address so it is not blocked
Using Template A for standard login users
To notify your team about the login change:
- Copy the template below.
- Fill in your own contact details.
- Send to your team before your migration date.
Note: We recommend sending it early so your team knows what to expect and is not caught off guard by the new login screen.
Suggested subject line: Action required: Ideagen Procedure Management login is changing
Email content
Hi team,
We wanted to give you a quick heads up that our Ideagen Procedure Management system is moving to a new login platform. This affects both the web platform and the mobile app.
From [migration date], the next time you log in, whether via the web or the app, you will see a new-look navigation banner. You should receive a separate email from app@hub.ideagen.com with a link to set up your new login credentials before this happens.
Here is what that email will look like when it arrives (for now it will still say Welcome to Ideagen Mazlan Home whilst we transition branding to Mazlan Home):
Important: This is a legitimate email from Ideagen, not a phishing attempt. If you are ever unsure, please contact [your name/contact details] before clicking any links.
If you do not receive that email, simply select Forgot Your Password on the login screen and it will be resent to you automatically.
Using the mobile app? Nothing extra to do. Open the Procedure Management app and enter our subdomain (or go to the normal log-in page) as you always would. You will be signed in through Mazlan Home automatically and returned straight to the app. Use the password you set via the welcome email. Your existing username stays the same — you're simply setting a new password to sign in via Mazlan Home.
That is it. Everything else in Procedure Management stays exactly the same. Your data, your workflows, and your permissions are all untouched.
If you have any trouble logging in, please contact [your name/contact details].
Thanks,
[Your name]
Using Template B for SSO users
Suggested subject line: Your Ideagen Procedure Management login is changing
Email content
Hi team,
We wanted to give you a quick heads up that our Ideagen Procedure Management system is moving to a new login platform. This affects both the web platform and the mobile app.
Nothing changes for how you sign in. You will continue to use your existing corporate credentials. From [migration date], the next time you log in, whether via the web or the app, you will simply see a new-look login screen and navigation banner. Sign in as normal.
You will also receive a welcome email letting you know the change has happened. There is no password to set up, and no action needed on your part.
Using the mobile app? Nothing extra to do. Open the app and sign in as you normally would. There is a single sign-in button, no extra steps to select.
That is it. Everything else in Procedure Management stays exactly the same. Your data, your workflows, and your permissions are all untouched.
If you have any trouble logging in, please contact [your name/contact details].
Thanks,
[Your name]
Following best practices when sending
- Replace the contact details placeholder with your own name, email address, or internal helpdesk contact before sending
- We recommend sending this before your migration date so your team knows what to expect
- Standard login users who cannot log in after migration: ask them to select Forgot Password on the login screen. This will trigger a new setup email to their inbox automatically. This does not apply to SSO users.
- SSO users who cannot log in after migration: contact your IT team to confirm the SSO configuration is working correctly.
- Note that admins can no longer set a user's password directly — if someone's locked out, direct them to select Forgot Password rather than trying to reset it for them.