FAQs

Changes in HighGear can safely be applied instantly, with sandbox environments available for offline testing and/or development. You can modify workflows, forms, fields, or dashboards on the fly, and updates are published to users in real time — no downtime or redeployment required.

This flexibility supports agile change management and allows organizations to evolve their processes quickly while maintaining enterprise governance best practices.

Yes. HighGear’s workflow engine can automatically assign or route tasks to individuals, teams, or departments based on any business rule or condition defined by you or HighGear’s Agentic AI.

From simple routing (e.g., by department or region) to complex multi-step approvals, all actions are executed automatically with end-to-end traceability.

Absolutely. HighGear supports Development, Staging, and Production environments to help you safely version, test, and automatically promote processes through your deployment lifecycle.

You can build and refine workflows in a development or staging environment, then deploy them to production using the built-in Configuration Synchronization feature — ensuring consistent and controlled rollouts.

HighGear offers multiple levels of support to help you succeed:

• In-app Help Center: Accessible directly within the platform for quick answers and guidance.
• HighGear University: Our online learning management system that provides on-demand training and certification.
• Administrator Training: A 3-day, instructor-led training offered monthly for platform admins.
• Customer Success & Support: World-class technical and strategic support teams dedicated to your success.
• Real-time Support Chat: Direct access to HighGear support via in-app chat.

Yes. HighGear’s Recurring Task Templates let you automate the creation of repeating tasks.

You can customize:

• Frequency (daily, weekly, monthly, yearly, etc.)
• Time zone
• Run or due date
• Business or calendar day schedules

This ensures recurring work is consistently created on time and aligned with your business schedule.

Yes. HighGear Dashboards provide real-time visibility into all active projects and tasks.

You can configure filters and widgets to monitor workloads, progress, and team performance — all updated instantly as work is completed.

The system can also be configured to proactively send you a regular summary via email.

Yes. HighGear provides flexible notification options to keep teams informed.

Notifications can be configured by:

• User preferences or workflow automations that include: time- or rule-based escalations, critical customer or project deliverables, critical milestones, etc.
• Email, in-app alerts, chat, text message, etc.

You can also create time-based dashboard alerts to track upcoming or overdue deadlines.

Yes. HighGear supports multi-stage approvals across any process, and can meet the challenging demands of 21 CFR Part 11 and similar digital signature standards.

Approvals can be captured in forms, and through third party applications (Slack, Teams, Zapier, email, etc.), triggered through workflows, and displayed in dashboards.

All approval actions are recorded in HighGear’s non-repudiated audit trail, ensuring complete traceability and compliance with the strictest of audit standards.

Yes, HighGear offers built-in Attached Files fields. You can also create your own in our Form Design studio. Multiple files can be attached to a record. Simply drag and drop or upload a file from another file location. File size is determined by you. The full history of file uploads, edits, and versioning is captured as well. Permissions can also be configured to grant read-only, read/write, or set to no access to allow you to manage attachments.

Yes. HighGear includes an Inbound Email Rule feature that can automatically create tasks from incoming emails.

Also, by enabling the “Record Email Conversation” option, you can continue replying directly from within HighGear while preserving the entire email thread.

Yes. HighGear can automatically trigger (and retrigger) escalations and alerts based on your defined timeframes, business rules, or SLAs. You can also engage HighGear’s Agentic AI to proactively escalate high-risk or high-value work.

Yes. HighGear can automatically calculate and track Service Level Agreement (SLA) metrics within your workflows.

You can define and automate SLA rules to monitor deadlines, measure compliance, and to trigger alerts or escalations when thresholds are met or exceeded. This helps you manage, report on, and continuously improve your service performance.

Yes. HighGear’s Resource Utilization feature provides detailed visual insights into task assignments and team capacity.

You can track and manage utilization by hour, day, week, or month — across individuals, teams, departments, or the entire organization.

Dashboards can display multiple workstreams side by side, powered by HighGear Work Schedules that capture start and end dates for every assigned task.

Yes. HighGear includes a built-in Asset contact type that enables you to manage and track your organization’s assets directly within the platform.

You can:

• Create and customize asset types and templates
• Associate assets with tasks or projects
• Automate updates, maintenance, or tracking workflows through configuration rules, and recurring tasks

HighGear’s workflow automation ensures that all asset-related activities are logged, monitored, and easily reportable.

Yes. HighGear offers secure, admin-configurable portals as part of its HiSAFE® suite.

Portals allow external users — such as clients, partners, or vendors — to:

• Submit or update requests
• View task progress
• Collaborate safely on shared projects

Each portal can be tailored to your specific security, branding, and data-sharing requirements, enabling controlled external engagement without compromising internal security.

HighGear Mobile provides fast, easy access to your dashboards, projects, and tasks — allowing you to manage work securely on the go.

The mobile interface offers a lightweight, intuitive design optimized for smartphones and tablets, while ensuring no sensitive data is stored to the  local device. Users can view, update, and complete tasks, access key data, and stay connected to their teams anywhere, anytime.

HighGear can support multiple independent configurations, allowing teams to operate independently while still maintaining centralized governance. Security administrators can delegate control over the processes and assets of a particular organizational unit to an individual or team of department-level process owners. Enterprises can also segment workflows, permissions, and data visibility across multiple business units or clients, facilitating enterprise-grade need-to-know access controls.

Administrators can define granular permissions for every user, role, or group. Permissions are controlled in real-time and regulate access to specific workflows, forms, fields, reports, and dashboards—ensuring users only see and act on the data relevant to their current role or responsibilities.

HighGear leads the industry in flexible role-based access control (RBAC). The platform has built-in support for automated hierarchical discovery and approval routing. HighGear can detect the appropriate party(ies) to escalate exceptions or approval requests to and notify them as part of an automated workflow step. This allows organizations to enforce structured or dynamic decision-making chains that reflect real-world reporting lines and governance policies.

Absolutely. HighGear automatically tracks every action taken in the system (such as form edits, task completions, or permission changes) to create a comprehensive, time-stamped audit trail for transparency and compliance. The audit trail for any individual object (such as a task) can be quickly examined from within the interface for that object. A master audit trail for the entire system is also available, where an administrator can search for all changes made by a particular person or within a particular range of time. The audit trail records changes made to the data traversing the platform as well as all changes made to the configuration of the platform itself.

HighGear’s cloud architecture scales seamlessly to support high user volumes, complex workflows, and large datasets without performance degradation. The platform can grow with your organization’s evolving operational demands, and the provisioning of all hardware and software resources necessary to deliver excellent performance levels are the responsibility of the HighGear team and are included as part of the subscription.

For self-hosted clients, HighGear’s system-friendly architecture can easily scale across multiple redundant application and database servers.

HighGear’s enterprise security includes features like defense-grade data encryption in transit and at rest, granular role-based access controls, and detailed access and audit logs. The platform complies with all major industry standards and government regulations such as GDPR, 21 CFR Part 11, and ISO9001, and HighGear’s operations are regularly audited (SOC 2 Type II) to demonstrate policies, procedures, and controls that ensures your organization’s data remains protected and compliant.

HighGear’s SaaS platform includes automated multi-region backups, redundant cloud infrastructure, and frequently tested disaster recovery procedures delivering fault-tolerant operations and optimal uptime. These safeguards ensure your business processes remain uninterrupted even in unexpected events.

Yes. HighGear supports global deployment with flexible time zone settings, regional formats, and configurable interface options. This allows distributed teams to collaborate seamlessly across locations and languages.

HighGear is designed for self-configuration by business users.

Because it’s a true no-code platform, administrators can easily design forms, workflows, and dashboards using visual tools with minimal training.

For customers who prefer expert assistance, HighGear’s Configuration Services team can help implement and optimize your system — typically getting organizations up and running in less than 30 days.

All administrative and configuration functions in HighGear are web-based, accessible securely through any modern browser.

No local installations or client software are required.

No. HighGear runs entirely in a web browser, regardless of system, so end users don’t need to install or maintain any additional software on their devices.

This makes HighGear easy to deploy across desktops, laptops, tablets, and mobile devices.

Yes. HighGear enforces an industry-leading role-based permissions model that governs data visibility across all features, including reports and dashboards.

You can configure roles and permissions to ensure that users only see the records, reports, and dashboards they’re authorized to access — maintaining data security and compliance throughout your organization.

Yes. HighGear supports easy data uploads for projects, tasks, contact, and other records.

For more complex or large-scale data migrations, our Professional Services team can assist with custom import and transformation processes, ensuring accuracy and data integrity.

Yes. HighGear includes a comprehensive REST API that supports secure integrations, data exchange, and automation with virtually any external system.

Developers can use the API to extend HighGear’s capabilities and build tailored solutions that meet specific business needs.

Yes. HighGear fully supports SAML 2.0 for secure single sign-on integration with identity providers such as Okta, Microsoft Entra ID, and Ping Identity.

This allows users to access HighGear using their existing enterprise credentials — simplifying authentication and strengthening security.

Yes. HighGear integrates with most leading document management and storage systems, allowing you to centralize document access, automate updates, and maintain version control within your HighGear workflow processes.

Yes. HighGear provides numerous self-service data export options.

You can export your Projects, Tasks, Contacts, and other records at any time, ensuring full data portability and ownership.

HighGear integrates with thousands of third-party systems, including CRMs, ERPs, HR platforms, document management tools, and data analytics solutions. This enables seamless connectivity across your enterprise ecosystem. For more information, please visit our integration page.

Yes. HighGear offers a fully documented REST API that allows developers to create secure integrations and extend platform functionality to meet unique business requirements.

Developers can use the API to extend HighGear’s capabilities and build tailored solutions that meet specific business needs.

Data can be exchanged using HighGear’s APIs, webhooks, or pre-integrated middleware. This ensures real-time synchronization between any number of systems such as Salesforce, SAP, Microsoft Dynamics, and Power BI.

Yes. HighGear’s API and interface can be used to import/export/sync data with external systems, allowing organizations to centralize reporting and analytics.

All connections to the HighGear API must be authenticated, and all interactions through the API will be recorded to the audit trail under the context of the logged in account. Advanced integrations using HighGear’s publish and subscribe model require advanced authentication and are also recorded to the audit trail in the context of that subscription. All integration connections are secured through encrypted channels (HTTPS/TLS).

Data is encrypted at rest, and all access to HighGear data is tracked in real-time and stored in a non-repudiable audit trail.